Transitioning your firm to a new IP management system

By Grace Mallinson

It may seem daunting to adopt a new IP management system, but it might be easier than you think.

There’s a lot to think about: training your team, migrating your data, and minimising disruption to clients are big factors.

Luckily, we’ve done this a lot at Equinox. With subscribers in the UK, Europe, Australia, Canada, and beyond, hundreds of law firms like yours have found success with Equinox, and we’ve found the best way to make the transition as simple as possible.

Here we’ll explain how we make this challenge a little less daunting.


How Equinox makes it easier to switch

The implementation stage is where our Onboarding team gets your firm set up on Equinox.

We aim to make it as simple as possible to implement Equinox in your organisation. We do this by setting up your system to fulfil your needs, training your team so they can hit the ground running, and helping you format and migrate your data from your old system into Equinox.

Every firm’s needs differ, but our adaptable approach helps us get you onboarded quickly and with minimal hassle.


Equinox experts will show you the ropes! Our comprehensive introduction to the system includes training sessions, recorded training videos, and a devoted Help Centre full of documentation. We’ll support your team as they learn to use the system and show you how to get the most from Equinox.

Once you get started, you can always ask for a refresher or guidance on something new.

Onboarding: Training

System configuration

You’ve spent your career perfecting your approach to IP management, so we make Equinox fit how you want to work, and can advise you on ways to further optimise your methods.

Cally Sharman

When we onboard a new client, our priority is to ensure they know how to get the best out of Equinox. Getting new software can be overwhelming, so we aim to make the process as simple as possible. We spend extra time showing how our extensive features can make life easier, and we personalise the system to fit in with the client’s existing processes for a more familiar interface.

—Cally Sharman, Product Specialist

Everything from the language you use in your system to what appears on your dashboard can be controlled, so you can make your system look familiar to your team and make the transition easier. We’ll help you hand-pick any tools and features you want to include in your system; there are purpose-built tools for renewals, document management, correspondence, and much more.

One of the main features you control is your catalogue of pre-set processes. These help you manage your portfolio by providing deadlines, task reminders, and even prompting built-in automation. We maintain a comprehensive set of official office processes from over 40 jurisdictions that you can import into your system at the click of a button. Plus, we can help set up your unique administrative processes for things like new client onboarding. We can set you up with precisely what you need to succeed.

Data migration

The devoted Data Services team handles all kinds of data migrations. They can help you whether you’re transferring data from another system or if you’re starting a new firm and bringing old clients with you. They handle every migration case-by-case and adapt to your firm’s specific needs.


Onboarding: Data migration

The order we carry out your training, configuration, and data migration depends on your requirements. Typically, we’ll configure your system first, run a test migration, train up your users on the system, then perform your final migration. To ensure we meet your go-live date, we’ll regularly track progress against the agreed schedule.


It’s normal to feel nervous, but we’re here to help

We’ve helped hundreds of firms, from lone attorneys to major international organisations implement Equinox, so we know what to expect and will help you all the way.

Equinox Claire and Callie

It can seem difficult at first. Implementing a software change across your organisation, whether you have five employees or fifty, can be complex. You may be worried about how your team will adapt to working on a new IP management system, and how long it will take to get used to it. Naturally, there will be a little time needed for adjustment, but we’ll produce a tailored onboarding plan that aims to minimise this period, so you feel confident using the system by the time you go live.

Right at the start of your implementation, we’ll gather your requirements to understand the scale and complexity of the project, then agree a go-live date with you. From here, we’ll provide a step-by-step plan that will help you with your internal planning. Some firms like to have a transition period where they can train their teams up before they fully transition to Equinox, whilst others see how much time it will save them and want to go-live as soon as possible.  Together, we’ll discuss the best approach for your firm.

Give your firm a boost!

Our subscribers have noted a significant boost in efficiency once they start using Equinox. It’s designed to make it as easy as possible to manage your IP portfolio. With a suite of powerful tools, handy integrations, and advanced automation, you will surely feel the benefits of our intuitive system.

“Equinox has been a huge boost to the efficiencies of our firm’s workflows. Equinox provides a robust and complete practice management system for our assistants, professionals, and accounting personnel in all aspects of our IP practice.”

—Andrew Hicks, Senior Patent Agent, Field Law

Full case study


Support never ends

Once you’re live, the support continues. After using the system for a few months, you may want to adapt your system configuration slightly or tweak the odd preference. Our Help Centre is full of written articles and training videos to help you whenever you need, and our support team are on hand to empower you to get the most from your powerful system.


It’s easier than you think to implement a new IP management system

We’ve helped hundreds of organisations get started with Equinox. Your firm could be the next to feel the benefits of our internationally adopted IP management system.

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