Secapp implementation is a controlled process that builds operational reliability

Secapp implementation is designed to remove uncertainty and ensure that the solution serves exactly the purpose for which it was acquired. In this article, we go through the key elements of Secapp implementation that support controlled progress, clear ownership, and embedding the system into the organization’s everyday operations.

When acquiring a new system, the solution itself is rarely the biggest concern. More often, decision-making is slowed down by implementation-related questions: how much time will this take, who is responsible for the system, and how can we ensure that the solution truly works in everyday operations and in exceptional situations.

Secapp implementation is designed to eliminate these uncertainties and ensure that the solution serves the purpose for which it was acquired. This is not merely a technical onboarding, but a controlled and guided process aimed at building long-term operational reliability for the organization with Secapp.

Secapp implementation is carried out according to organizational needs through different implementation packages (Basic, Classic, Pro, and Exclusive). The model described in this article illustrates the basic phases and operating logic of Secapp implementation. In practice, the scope, level of guidance, and schedule vary depending on the selected package, but the core idea remains the same: implementation progresses in a controlled manner, and the organization receives support throughout the entire process.

If Secapp is introduced simultaneously for multiple use cases or across different departments within the organization, we recommend conducting separate training sessions for each individual use case. This allows the specific requirements of each use case to be addressed more precisely.

– “Secapp is genuinely easy and clear to use. We have implemented numerous systems, and when compared to dozens of other systems we use, it clearly ranks among the top three in terms of functionality and usability,” says Senior Specialist Juha Mäki-Tikkala in the Criminal Sanctions Agency customer story.

Secapp implementation begins with a joint kickoff meeting, where the purpose of the system and the value it is expected to deliver are defined. Before configurations and user accounts, attention is focused on what truly matters: in which situations alerts are sent, who communicates, to whom, and what the communication is intended to achieve.

From Secapp’s side, the kickoff meeting includes an account manager, a trainer, and, if necessary, a technical specialist. On the customer’s side, participants typically include future administrators and the party responsible for the service. This ensures that use cases, responsibilities, and technical fundamentals are aligned together from the very beginning.

This phase is critical to the success of the entire implementation. When alerting processes and operating models are carefully designed, the system supports everyday work instead of adding burden. The work done at this stage is directly reflected in how quickly and reliably communication functions in real-life situations.

Smooth use of Secapp is based on clear responsibility allocation. The organization appoints at least two administrators who are responsible for system functionality and coordination of use. There may be more administrators, but in that case responsibilities and tasks must be clearly defined. Administrators must have designated backups so that an administrator’s absence does not become a bottleneck for Secapp usage within the organization.

Administrator responsibilities include building and maintaining Secapp’s communication logic, managing users and groups, maintaining message templates, and driving adoption across the organization. Administrators also act as support for other users and as the primary point of contact towards Secapp.

We support administrators with additional training, customer support, and ready-made materials to ensure that responsibilities remain manageable even in a busy everyday environment.

Implementation progresses step by step through Secapp-provided training, self-learning, and joint review sessions. Customers have access to self-learning materials that allow them to practice and refresh their skills at their own pace, even after the implementation phase.

It is important that competence does not rely on a single training day. Skills can be strengthened in everyday use, and onboarding new users later is straightforward without restarting the entire implementation. This reduces dependency on individual people and supports long-term retention of expertise within the organization.

One of the most critical phases of Secapp implementation is the creation of message templates. Message templates are a key part of organizational preparedness: when communication is planned and prepared in advance, the organization is better equipped to act during disruptions and exceptional situations.

In disruption situations, there is no time to think about message wording or recipients. Therefore, during implementation, message templates tailored to the organization’s specific scenarios are created, recipient groups are defined, and the ability to send alerts quickly and reliably is ensured. During training sessions, administrators are guided to create message templates based on the alerting logic already defined in the kickoff meeting. This ensures that template creation directly supports the agreed operating models.

However, not all message templates need – or should – be created during training. Template development can be carried out in phases: initially focusing on the most critical and likely scenarios for which preparedness is most important. After that, administrators can continue developing templates independently as usage evolves and organizational needs become clearer. This allows preparedness to progress in a controlled manner without pressure to finalize everything at once.

When planning is done thoroughly in the early stages, both implementation and ongoing system use become significantly lighter and more efficient.

– “The most important part of implementation is investing in needs and process design. Secapp itself is easy to deploy, but the alerting process must be properly thought through to support everyday operations. Especially with large user bases, predefined alerting models and usage practices significantly reduce overall workload. When planning is done properly from the start, both implementation and alert group creation are much smoother,” says EMS Director Matias Wesin in the Lapland Wellbeing Services County customer story.

After Secapp has been in use for some time and adoption has taken place within the organization, the implementation is finalized in a joint closing meeting. At this point, experiences from usage are reviewed, and it is ensured that the Secapp environment aligns with the originally defined purpose and the selected implementation package.

Implementation is considered complete when all package-specific phases and contents have been covered and the customer is able to use Secapp independently for the defined purpose. After this, usage transitions from the implementation phase to continuous service. Following implementation, Secapp usage can be expanded or deepened through additional training and consulting based on the customer’s needs.

– “We have received extensive support and training for administrators, as well as support for training the entire organization, for example in building training materials. Help has always been available, and our feedback has been taken into account from a development perspective. Usability in Secapp has clearly improved thanks to continuous product development,” says Kai Perikangas, Deputy Director of the Safety and Risk Management Unit, in the Finnish Tax Administration customer story.

Not all organizations start from the same situation, which is why Secapp implementation is not uniform for everyone. Four different implementation packages are available: Basic, Classic, Pro, and Exclusive. The implementation package is always selected together with the customer to ensure alignment with organizational goals and practical resources.

The Basic implementation is suitable for organizations with a clear use case for Secapp, such as internal disruption and emergency alerting, and readiness for independent system adoption. The implementation includes a kickoff meeting, self-learning materials, and guided usage, enabling the administrator to build a functional solution independently but with support.

The Classic implementation is a more guided approach and is suitable for organizations that want to ensure competence through training. The package includes a kickoff meeting, administrator training sessions, a review meeting, and implementation finalization—five hours of joint time with Secapp in total. This model is particularly suitable for organizations with a larger number of users.

The Pro implementation is designed for organizations where Secapp plays a central role in ensuring business continuity, safety, or critical communications. In addition to all Classic implementation phases, the Pro package includes an additional usage coaching session and flexible advisory time. Usage coaching focuses on deepening Secapp usage and providing tips and models for onboarding end users. Flexible advisory time can be used for organization-specific needs, such as refining more advanced communication models or operating practices. A total of seven hours of joint time with Secapp is included.

The Exclusive implementation is always fully tailored to the customer. Instead of individual training hours, the implementation is built around full training days.

Checklist: a successful Secapp implementation

• Define use cases and alerting processes before technical setup.

• Appoint administrator(s) and backup persons to ensure continuity.

• Utilize training sessions and self-learning materials.

• Invest in careful planning of message templates.

• Ensure organization-wide adoption.

Secapp implementation is often also a valuable joint exercise for the organization. During implementation, key stakeholders come together to consider how safety and preparedness plans translate into practical operations and communication. When responsibilities, alerting models, and message templates are reviewed concretely, plans do not remain as documents but become embedded in everyday work.