Claromentis FAQ: straight answers before you choose
Answers from Techspire IT, an Authorised Claromentis Partner, on cost, AI and your data, security, set-up and support.
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Updated 10 October 2026
Before you choose
What a digital workplace is, what Claromentis replaces, how it compares with SharePoint and Microsoft 365, and how small you can start.
What is a digital workplace, and is Claromentis one?
A digital workplace is one place where people find information, get requests approved and take training. Claromentis is one. It starts as an intranet, with AI search included on its cloud, and becomes a full digital workplace once you add process automation and learning. Claromentis makes the software, and as an Authorised Claromentis Partner we set it up for you.
Do companies still use intranets?
Yes, but the job has changed. People now expect to ask a question and get the answer from company content, start a request and take a course in one place. An intranet that is only a page of links gets ignored. Our founder ran Claromentis for more than 850 users across 20+ countries, on a version without AI.
What are the disadvantages of an intranet?
The main risk is content nobody owns, so it goes stale. Keeping an intranet current takes people, and each piece of content needs an owner who knows it. Claromentis licensing starts at around 20 users, and below that we will say so straight away. Above it, Claromentis earns its keep once finding documents, policies and the right colleague has become a real cost.
What can Claromentis replace?
Your existing intranet, plus the scattered places around it: documents on a shared drive, outdated policy folders, approvals chased by email, paper and PDF forms, and separate training portals. Approvals, forms and courses need the process automation or learning add-ons. What moves across from the old system depends on your scope, and we can show it working in your playground first.
How is Claromentis different from SharePoint and Microsoft 365?
Claromentis arrives with its applications pre-built, and we configure them for you. SharePoint is Microsoft’s tool for creating websites, so an intranet is something you build with it. Claromentis becomes the internal home for news, policies and documents, while Microsoft 365 stays where your email and files live. If your people live in Microsoft 365 and you have someone to build and manage SharePoint, it can work well.
Can we start with just the intranet and add automation and learning later?
Yes. The intranet is the base licence, and process automation and learning are add-ons that sit on top of it, so you can start with the intranet alone, or with the intranet plus one process, and add the rest when you need it. You can’t buy an add-on without the intranet. Your quote and contract set out what each add-on costs.
What Claromentis can do
The Claromentis applications you are likely to look for, each in one line.
Intranet pages and news
Build your homepage and department pages, and publish news and announcements to the right staff.
AI Search
One search across your intranet; AI Search can answer in plain words, with sources linked and permissions respected.
Policy Manager
Keep policies in one place, have staff read and accept them, and report on who has accepted.
Documents
Keep files in folders where permissions decide who sees what, with a version history for each file.
People directory
A staff directory of profiles, skills and org charts, with groups for your departments and locations.
Forms and approvals
Build e-forms and approval workflows with timers and notifications, for processes like joiners, movers and leavers.
Learning
Run e-learning courses, quizzes and training events, with learning paths and a training record for each person.
Knowledge Base
Publish how-to guides in categories that staff can search, with permissions deciding who sees each category.
Room Booking
Book meeting rooms and equipment by date and time, with an approver where you want one.
Claromentis AI Search
Straight answers on what AI Search reads, who sees what, who controls it, what it costs and what happens to your data.
Does AI Search answer from our own information, and show where each answer came from?
Yes. It looks in your intranet first, then writes the answer from what it found: policies, documents, pages, news and Knowledge Base articles. Every answer links the content it came from, so anyone can open it and check before they act. Apart from Claromentis’s own help centre for administrators’ how-to questions, it doesn’t answer from systems outside your intranet.
Does AI Search respect our existing permissions?
Yes, for AI Search and AI Overview. Claromentis states that both work within your intranet’s permissions, so each person only gets answers from what they’re allowed to open, and two people can ask the same question and get different answers. The AI follows the permissions you’ve set, as they stand. A folder open to everyone is open to it too, so we review permissions before any AI is switched on.
Is the AI switched on by default, and can we switch it off?
No, it is off by default. Every AI feature stays off until one of your administrators switches it on, each has its own switch, and any of them can be switched off again at any time. While they are off, Claromentis says its connections to Google’s Vertex AI are disabled. AI use is recorded in the audit log, so there’s a record of how it’s used.
Is our data used to train public AI models, and which AI does Claromentis use?
Your data isn’t used to train or fine-tune an AI model without your permission. What people type and what the AI returns are treated as your data. The AI features use Google’s Gemini models on Google Cloud; another model, such as Microsoft Copilot, can’t be swapped in today. Where a request is processed depends on where your site is hosted, and Security and data has that answer.
Can AI Search make mistakes?
Yes. It answers from what’s on your intranet, so an old article gives an old answer, and gives it confidently. Every answer lists its sources, so anyone can open one and see how current it is. Claromentis’s AI settings warn that generated content can contain errors, and we agree. The fix starts before the AI: articles with a named owner and a review routine, which we help set up.
Does AI Search cost extra?
No, not on Claromentis’s cloud. AI Search, AI Overview and the AI Assistant come with the Claromentis Intranet licence, so there is no separate AI product to buy. There is no cap on AI use today, though Claromentis reserves the right to bring one in.
Is the AI switched on by default, and can we switch it off?
No, it is off by default.
Every AI feature stays off until one of your administrators switches it on, each has its own switch, and any of them can be switched off again at any time.
Process automation in Claromentis
What process automation in Claromentis does, how to start with one process, and where it stops.
What can Claromentis automate, and can we start with just one process?
Almost any process you can map as a form, stages and rules, and yes, you can start with just one. Claromentis business process automation is InfoCapture, its forms and workflow application. Each request has a named owner, time limits you set for each stage, and a record of its changes. It is an add-on to the intranet, which is always the base.
Can we automate joiners, movers and leavers?
Yes, as a tracked workflow we build with you. Claromentis has no ready-made joiners, movers and leavers module or template, so we build it in InfoCapture. Joiner, mover and leaver each run as a request of five steps, each with a named owner, and you set the time limits. Your people still do the setting up, such as new accounts and kit.
Can employees submit requests themselves, and can managers approve them?
Yes to both. An employee fills in a form and submits it, and it becomes a request that goes to a named person, such as their line manager. Nothing moves to the next stage until that person approves it, and you can ask for more than one approver. Roles decide who can submit, approve or see each request.
Can we see who is responsible for a request and track every change?
Yes, for changes to the request. Each request shows who has it, its stage and a traffic light for its time limit. Its History tab lists each change with a time, and with a name when a person made it. Emails aren’t recorded in it, and a change a rule makes at submission shows at the next change. When we build it, only administrators can delete a request.
Can we automate expense claims, IT support requests and purchase requests?
It depends on your scope, and we can set it up as a demo in your playground so you see it working first. Claromentis has its own Expenses application for claims, receipts and approvals, and publishes free InfoCapture templates for a purchase order request, with approvals and notifications, and for support tickets, with time limits.
Does Claromentis automatically create accounts in our other systems?
No. Claromentis is not an identity and access management tool, so it doesn’t create accounts in your other systems by itself, such as email or VPN. The workflow sends each access change to a named person, tracks it against a time limit and records who marked it done. If your intranet accounts are synced from your directory, removing a leaver there blocks their intranet account at the next sync.
Learning and training in Claromentis
Adding learning to the intranet: what it is, making courses mandatory, seeing who has finished, and using it for compliance training.
What is the Claromentis learning management system, and can it run training inside our intranet?
Yes. The learning management system is part of the Claromentis platform, so staff take courses and quizzes and attend training events inside the intranet they already use. Completions can be added to each person’s training record, and courses can be chained into learning paths. It is an add-on to the intranet licence, and the LMS page has the detail.
Can we make training mandatory for certain people or teams?
Yes. On a course you set ‘mandatory to enrol’ for chosen people, roles or groups: it shows in their Mandatory list, and once they enrol they cannot unenrol. An administrator can send a one-off reminder from the audit tab, and a module can email anyone part-way through. A validity period resets completion after a set time; set it on the course and on each module.
Can we see who has completed their training, and can managers see their own team?
Yes. A course’s audit tab lists who enrolled, when, and whether they completed, and the course activity report can be filtered by person, group or enrolment status and downloaded as a CSV. Managers see their direct reports’ training records if you give them that permission and their reporting lines are set. SCORM packages and quizzes record completion themselves; for a file or link, the learner ticks a box.
Can we use Claromentis for compliance training?
Yes. Mandatory courses, renewal periods, quizzes with a pass mark and a training record for each person are all part of the learning system, and policy acceptance is recorded separately in Policy Manager. Which training your regulator expects is your decision; Claromentis keeps the record of who has done it. The LMS page shows how the pieces fit together.
Implementation
How we set up Claromentis with you, how long it takes, who does the work, and what happens to your existing content.
How long does a Claromentis implementation take?
Plan on 6 to 8 weeks for a standard implementation, from agreed scope to go-live. We deliver it remotely, wherever you are, and the 30 day playground comes first, at no cost. Custom or integration-heavy work has its own timeline, and go-live can move if your feedback or branding assets arrive late.
How do I create a company intranet with Claromentis?
Start with a demo and a free 30 day playground. Then we configure Claromentis with our Department-First approach: each team’s structure, permissions and content, built around how that team works, in your logo and colours. We review access before any AI goes on, train your administrators and people, then go live. Claromentis makes and hosts the software; we do the set-up.
Who will implement our Claromentis environment, and who is our main contact?
Harsh Divecha, our founder, leads your project personally. You have one named person from the first call to go-live, and you work directly with the person implementing your Claromentis environment. You won’t be handed from sales to a support queue. The work is done remotely, wherever you are.
Can you migrate our existing intranet, shared drive or SharePoint content?
Yes, for documents and files; how much moves depends on your scope. Files can be exported from an old intranet, shared drive or SharePoint and imported in bulk, and staff accounts loaded from a spreadsheet. We agree what to keep, clear out or rebuild first. Claromentis runs the file import on sites it hosts, and version history is a separate request. We can show a sample in your playground first.
Do you train our administrators and our employees?
Yes. Before go-live we train your administrators and your people, remotely by video call. What the training covers is agreed in your scope and quoted with the project. We don’t stop at go-live: how we support you after it is agreed in the scope too, and we stay with you as you grow into the software. Claromentis also provides online courses for administrators through its Discover portal.
What happens after we go live?
When you go live, our relationship starts. Your administrators run Claromentis day to day: they add people to roles and groups, set who can see what and manage content. We stay on as your Claromentis partner and help you grow into the software, for example with reviews of your structure and permissions. How much we do depends on the support you choose, and your contract sets it out.
Pricing
What a Claromentis digital workplace typically costs, what moves the price, and where the details are settled: your written quote and contract.
How much does an intranet cost?
We quote a fixed price for your scope, in writing, before any work starts. That covers the first year’s licence, our fixed-scope work to get you live and the cloud installation fee. Your quote can include the Business Process Automation and Learning Management System add-ons. It depends on scope: migrating data from an existing system, connecting other systems, and how many workflows and courses you need all move it, so we quote on your requirements. We quote in pounds sterling, and you can pay in your own currency at the rate on the invoice day.
What affects the price?
Scope does. Migrating data from an existing system, how many workflows and courses we build for you, how many people use it and how much training they need all move the price. Connecting other systems can too. We quote on your requirements, and your quote is free with no obligation.
Do integrations and custom development cost extra?
Sometimes. Single sign-on needs Claromentis’s login handler module, which has a cost. To keep user accounts in step with your directory, Claromentis has a free LDAP tool and a paid User Sync module for Entra ID, Okta or a CSV file; which one fits depends on your directory, so we check it in scoping. Custom development is scoped and quoted separately, for your approval before any work starts.
Can we start with a smaller project?
Yes. The smallest start is the Claromentis Intranet alone, or the intranet plus one process, such as a new starter. Business Process Automation and the Learning Management System are add-ons to its licence, so you are quoted for them only if you choose them. Your written quote follows the users, applications and hosting we agree with you.
What does the price cover, and how is it agreed?
We agree a fixed scope and price in writing before work starts, and your contract settles the details. Year one covers the first year’s Claromentis licence, our fixed-scope work to get you live and the one-off cloud installation fee. That work covers migrating your existing data, building new workflows, onboarding your users and your courses, and a live training session for your administrators. Charged on top are the mobile app, yearly, if you want it for Android and Apple, and Techspire IT’s ongoing support, if you choose it. You can pay the licence monthly, quarterly, half-yearly or yearly.
What happens if our needs change after we have a quote?
We agree the change and its cost with you in writing before the work starts. Nothing is added to your scope or your price without that.
We quote on your requirements, and your quote is free with no obligation.
Get a written quoteSecurity and data
Where your data lives and where the AI processes it, who owns it, who can see it, and whose promise each answer is.
Where is our data hosted, and where does the AI process it?
Claromentis hosts your intranet on Google Cloud, in London, Frankfurt or South Carolina, and you choose which. Your core data and records remain hosted in that region. Once AI is switched on, its processing runs in the EU for UK and EU customers and in the US for US-hosted customers. Notification email goes through SendGrid in the US unless you use your own mail relay.
Who owns our data, and what happens to it if we leave?
You do. Claromentis’s customer agreement says you own all rights in your data, and you are the controller, Claromentis the processor. If you leave, it returns your data within 15 days of your request, in an open format such as XML or SQL, at its standard day rate. On your written direction it deletes your personal data within 30 days of the contract ending, unless the law requires otherwise.
Who has access to an intranet?
Only people your administrators give an account to. Roles and groups then set who can open what, so finance sees finance documents and HR sees HR documents. Nothing is public unless you ask for it: Claromentis has to enable public access. Administrators can also require a second sign-in step from an authenticator app. AI search works within the same permissions, as the AI Search section explains.
Which security certifications does Claromentis hold, and what happens after a breach?
Claromentis holds ISO 27001:2022 (certificate 227467) and ISO 9001:2015 (certificate 214260), and the British Assessment Bureau audits both every year. They’re Claromentis’s certificates, not ours. Claromentis’s data processing addendum says it will tell you of a personal data breach within 48 hours of becoming aware of it.
Can Techspire IT access our company data?
It depends on the support you choose. If you take support from Techspire IT, you agree that we access your Claromentis portal only when you raise an issue. Claromentis does the same if the issue is escalated to it. While we set up your portal we work inside it as part of the project; that rule is for support after go-live. Your contract with us sets this out.
Who owns our data, and what happens to it if we leave?
You do.
Claromentis's customer agreement says you own all rights in your data, and you are the controller, Claromentis the processor. If you leave, it returns your data within 15 days of your request, in an open format such as XML or SQL, at its standard day rate.
SharePoint, Microsoft 365 and other systems
SharePoint can be a good choice. Here is when it fits, when Claromentis fits, how the two work together, what a move involves, and what connecting your other systems takes.
Can I use SharePoint as an intranet?
Yes. SharePoint communication sites, news and navigation can serve as an intranet, and for a small, desk-based team with light internal comms it is often enough. It is a toolkit rather than a finished intranet, so someone has to plan, build and keep governing it. Budget for the skills and time that takes, as well as the licence.
Should we choose SharePoint or Claromentis for our intranet?
It depends on who builds it and what you must prove. SharePoint fits a small, desk-based team with light comms and someone who knows it. Claromentis fits when you want a finished, supported intranet, a dated record of who has accepted each policy, or forms, workflows and training as add-ons on one platform. It can replace SharePoint as your intranet or run beside it.
Can Claromentis work alongside Microsoft 365?
Yes, in specific ways. Staff can sign in with Microsoft Entra ID through a login handler module that Claromentis installs, at a cost. Documents can link to files in OneDrive, system emails can go out through Microsoft 365, and SharePoint sites open from buttons and menu links, though they cannot be embedded in pages. Beyond that it depends on your scope, and we can show it in your playground.
Is SharePoint going away in 2026, and what if we are still on SharePoint Server 2016 or 2019?
No. Microsoft lists no 2026 end of support for SharePoint Server Subscription Edition or SharePoint in Microsoft 365. What ended, on 14 July 2026, is support for SharePoint Server 2016 and 2019: no new security updates and no assisted support. Microsoft documents upgrading to Subscription Edition and moving to Microsoft 365. A different intranet is a third option.
Can we move from SharePoint to Claromentis?
Yes, for documents; how much moves depends on your scope. Files are exported from SharePoint and imported into Claromentis Documents with their sub-folders kept. Permissions are set again in Claromentis after the import, and we agree with you what gets rebuilt, such as pages and workflows. Implementation has the full migration answer, and we can show a sample in your playground first.
Can Claromentis connect to our other systems?
It depends on your scope. Staff can sign in through any SAML 2.0 identity provider, such as Microsoft Entra ID, Okta or Google Workspace. User accounts can be kept in step with Entra ID or Okta, but not with a Google Workspace directory today. For other tools, content can be embedded where the tool allows it; anything deeper is custom work, quoted separately. We can show it in your playground.
Try Claromentis before you buy
How the free 30 day playground works: what you get, how fast, what you can test, and what happens when the 30 days end.
Is there a free trial?
Yes. We set up a free 30 day Claromentis playground, registered to your organisation through us. It is a working portal you log into yourself, and it needs no card. AI search and sample workflows are in every playground, and you can add your own content. Our demo page shows a sample search first, with no details needed.
How quickly can we get access to the playground?
Within 24 hours of your request, we email the login to your own playground. After you send the short form, we request it from Claromentis in your organisation’s name. The form asks only for your name, business email and company. If you would rather be shown around first, you can take a 30 minute walkthrough before you start.
Can we test workflows in the playground?
Yes. Every playground includes sample workflows, so you can try one before you commit. For your own process it depends on your scope: tell us one process you want to automate and we can set it up in your playground, so you see it working before you decide.
Can we test AI Search with our own content before committing?
Yes. The 30 day playground is a real Claromentis 11 environment with AI Search, AI Overview and the AI Assistant included. From the day it opens you can add your own content, switch the AI on and ask it questions, with the sources shown under each answer. What you add is your choice.
What happens when the 30 days are up, and can we get longer?
It stops at day 30 unless you ask for longer. Nothing renews and there is nothing to cancel, because no card was ever taken. To get longer, ask us and we request an extension from Claromentis. Claromentis decides, so we cannot promise one.
What happens to the content we add when the playground ends?
When the 30 days end with no extension, Claromentis deletes the playground and everything you added to it. If you ask for longer, we request an extension from Claromentis.
Support and working with Techspire IT
Who supports you after launch, what a partner does, how much experience we have, how we work with organisations outside the UK, and the languages Claromentis comes in.
Who supports our Claromentis environment after launch, and is Techspire IT our first-line support?
It depends on the support you choose, and it is agreed with your scope. First-line support from Techspire IT is a service you choose and pay for. If you choose it, your contract sets out what you get, including who answers first and whether you keep a named contact after go-live. If you don’t, the licence still comes through us, and your administrators raise requests on Claromentis’s Discover support portal, which every client has at no extra cost. Claromentis’s support team is behind us if we need to escalate.
Can we add departments, offices and workflows later as we grow?
Yes. Your administrators can add departments, offices and teams as groups whenever you grow, with no limit. If your groups come from a sync, the team managing it adds them instead. A new workflow is built in InfoCapture, needs the process automation add-on and is the most involved Claromentis application to learn, so who builds it, us or your administrators, depends on your scope.
What does a Claromentis partner do?
As an Authorised Claromentis Partner we set Claromentis up for you: Claromentis makes and hosts the software, and we do the work around it. You buy the licence at Claromentis’s own price, we request your free playground in your organisation’s name, and Claromentis’s support team is behind us when something needs escalating. Claromentis announced the partnership in February 2026.
How much Claromentis experience does Techspire IT have?
Harsh Divecha, our founder, ran Claromentis for more than 850 users at a healthcare group, before Claromentis 11 had AI. We have not yet delivered a Claromentis project for a client. But we have full support from Claromentis, as an Authorised Claromentis Partner.
Do you work with organisations outside the UK?
Yes. We set up and support Claromentis remotely, for organisations anywhere, and we agree a check-in routine that suits your time zone when we start. You choose to host in the UK, the EU or the US. Prices are set in pounds sterling, and you can pay in your own currency, such as US dollars or euros. Claromentis’s data processing terms have sections for UK, EU and US privacy law; for other countries, how your rules apply is handled in your contract.
Is Claromentis available in other languages?
Yes, for the interface. Each person can switch their own language, and Claromentis’s own menus, commands and status messages change with it. Claromentis lists twelve languages, among them French, German, Spanish, Dutch, Polish, Czech, Brazilian Portuguese, Russian and Arabic. Your own content, such as news and pages, is not translated for you: you write it in each language you need. Tell us which languages matter and we’ll check each one.
Who do we pay for the licence and for support?
You can buy the Claromentis licence and our support together through Techspire IT. Claromentis bills us for the licence, and we send you one bill for the licence and the support, with no markup on the licence. Your contract sets out the scope, the price and the support level.
Still have a question?
Ask us directly, see a working portal first, or start your own 30 day playground.
The playground is free for 30 days and needs no card.