Overview

High level overview of MentorLearn Cloud, the Cloud-first direction, and practical deployment options.

The Cloud Default Strategy

  • What it is: MentorLearn Cloud is a web-based, centrally managed training environment for simulation centers.
  • Why it matters: Education and clarity solve most IT objections. Cloud MUST be our default operating model.
  • What changes: Customers manage users from any browser, rather than physically moving between isolated simulators.

Core Truths (Start Here)

  • Requires only outbound internet access over HTTP and HTTPS.
  • Does not require the simulator to be part of the hospital domain or internal network.
  • Can operate on isolated devices using guest WiFi or a separate VLAN.
  • HTML5-based and runs in modern browsers with zero client installation.
  • Hosted securely on AWS with customer-specific regional instance groups.
  • No HIPAA or patient-specific content is retained.

Cloud Rollout Timeline

›
Q2 · 2026
Infrastructure Readiness
~20% of Cloud-eligible install base (already connected)
Q3 · 2026
Cloud Onboarding
New customers — Cloud by default (all new deals)
Existing: fresh-start sites or single-simulator migration
All new deals + ~15% of Cloud-eligible existing base (single-sim / fresh-start)
Q4 · 2026
Multi-Simulator Mapping
~35% of Cloud-eligible existing base (multi-simulator centers)
Q1 · 2027
Multi-DB Merge Support
~30% of Cloud-eligible existing base (complex multi-DB sites)
Today

Deployment Models

Default Path

1. Full Cloud

Target: Standard internet access over outbound standard ports.
Allows straightforward access anywhere without deep hospital integration. The preferred, frictionless path.

Common

2. Controlled Cloud

Target: Restricted networks.
IT whitelists specific AWS endpoints / URLs to permit the outbound outbound traffic. Isolated via guest WiFi or VLAN.

Fallback

3. Manual Upload to Cloud Site

Target: Strict no-connectivity environments.
Used only when internal policies prohibit all external connections. Data is manually exported from the local simulator and imported into the Cloud site.

Edge Case

4. Alternative Connectivity

Target: Exceptional situations only.
Utilizes a separate, secure internet connection independent of the hospital network. Secondary option when hospital network usage is flatly refused. Do not lead with this.

The Adoption Funnel

Our strategy is to shift the middle block upward by providing clarity to IT and value to Decision Makers.

20% Connected Today (Frictionless)
50% Good Potential to Connect (Needs Education)
30% Blocked by IT / Unclear Reasons (Needs Escalation)

Sales Enablement: Value, Scale, and Low IT Friction

Focus: Value Proposition, Scalability, and Modern Security Standards. Overcome initial skepticism and position Cloud as the obvious choice.

Value Proposition & Key Messages

  • The Connected Advantage: Transforms isolated simulators into a unified network. Manage multiple simulators from a single web-based point.
  • Efficiency for Learners: Access didactic materials 24/7 from any device, reserving valuable simulator time for hands-on work.
  • Enterprise-Grade Security: Moving toward support for Identity Providers (Okta/Entra).
  • Reduced IT Friction: HTML5-based, zero client install, standard outbound permissions over HTTP/HTTPS.

Top Discovery Questions

  • "How are you currently managing learner curricula across multiple simulators?"
  • "Do you have a separate Guest WiFi network or VLAN for lab equipment?"
  • "If learners could do their pre-work from home, how much more simulator time would that free up?"
The 2-Minute Talk Track:
"MentorLearn Cloud modernizes your simulation center. Instead of walking from machine to machine to download data or set up users, administrators can manage the entire curriculum from their browser. For IT, it's a remarkably low lift - it requires no deep domain integration, zero installed client side apps, and only needs outbound internet over HTTP and HTTPS. We handle the infrastructure securely on AWS so your team doesn't have to."

Tiering & Feature Models

Grow deal size through compelling bundles and premium capabilities.

Navigation & Guidance

Decision Helper Strategy

  • If internet allowed: Pitch Full Cloud.
  • If restricted but whitelist possible: Pitch Controlled Cloud.
  • If internal network absolutely barred: Evaluate Manual Upload to Cloud Site.
  • If connectivity firmly refused but Cloud value high: Pitch Alternative Connectivity (Edge Case).

DO NOT SAY:

  • "This needs full hospital IT integration."
  • "We can probably just use alternative connectivity." (Never lead with this!)
  • "IT setup is really complicated."
  • "It's hosted inside the hospital network."

CS: Onboarding, Adoption, and Scaling Operations

Focus: Transforming standalone simulators into a unified, scalable institution. Drive operational efficiency and unlock future smart learning features.

The Scaling Target: We are helping centers move from isolated, hardware-bound teaching modes into a scalable, cloud-connected institution. This unlocks operational efficiency, remote administration, and lays the groundwork for upcoming AI and Predictive Learning capabilities.

Centralized Administration

Admins define users, groups, and training courses once for the entire institution instead of configuring each simulator separately.


Privacy & Anonymization

  • Platform supports anonymized usernames.
  • Non-identifiable email addresses can be utilized.
  • Crucial: No patient-specific or HIPAA-regulated content is retained.

Mapping to Institutional Value

For existing customers with standalone hardware, map their current operational bottlenecks (e.g., manual USB updates, tedious scheduling) to our structured cloud models.

  • Eliminate physical foot-traffic to devices.
  • Centralize user statistics and reporting.
  • Prepare for predictive insights and MyMentor app additions organically.

Tiering & Upsell Paths

Encourage transition toward Premium tiers to unlock advanced analytic metrics, massive cloud storage provisions, and future AI tooling.

The Access Flow & Onboarding Journey

1
Institution Setup
2
Method Selected
3
First Login
4
Record Created
5
Roles Assigned
6
Adoption Tracking
Note on Just-In-Time (JIT) Provisioning: If the institution routes through external automated Identity Providers (like Okta/Entra), pre-registration of users is not always possible. User accounts are created securely at the exact moment of their first successful login.

IT & Security: Architecture, Integration, and Risk Controls

Focus: Architecture, Protocols, and Technical Integration. Speak their language and prove we are secure by design.

Secure by Design

Architecture & Hosting

  • Hosting: Hosted on Amazon Web Services (AWS).
  • Isolation: Customer-specific instance groups created by geography/region to ensure data residency and performance.
  • Security Posture: Encrypted in transit and at rest. Password protected.
  • Access Control: The vendor cannot access the simulator through the cloud service. Customers receive site-admin access to control their own instance.
Low IT Lift

Network Requirements

  • Outbound Only: Only outbound HTTP and HTTPS are required.
  • No Domain Needed: Simulator does not need to be placed on the internal hospital domain.
  • Separate VLAN: A dedicated VLAN or Guest WiFi is highly recommended.
  • No P2P: Simulators do not need to "see" each other on the local network; all comms route through the Cloud.
Identity & Authentication

Optional Authentication

  • IdP (Identity Provider): Like a government ID proving who the user is.
  • SSO (Single Sign-On): The hotel keycard letting them into authorized apps with one login. (OAuth 2.0 / OIDC supported).
  • MFA (Multi-Factor Auth): The personal code on the phone preventing misuse. Enforced by their IdP natively, not strictly within MentorLearn.
What MentorLearn DOES NOT Require:
Inbound port openings, static IP addresses (DHCP is fine), deep Active Directory synchronization agents, physical VPN tunnels, or storage of Patient Health Information (PHI). We firmly avoid VPAT applicability as the product relies on physical hardware manipulation.

Connectivity Options Comparison

Option Typical Use Case Security Posture Ops Complexity Recommendation Status
1. Guest WiFi / VLAN Standard simulators High (Isolated) Low Highly Recommended
2. Whitelisted Outbound Strict hospital networks High (Controlled) Medium Standard Fallback
3. Manual Upload to Cloud Site Mobile systems with unstable connectivity Isolated High (Manual Sync) Fallback
4. Alternative Connectivity Absolute internal network block Isolated Medium Edge Case Only

Decision Maker View: Value, Risk Reduction, and Future Readiness

Audience: Hospital Leadership, Sim Center Directors, Procurement. Focus on business value, scale, and risk reduction.

The Boardroom Summary: 5 Reasons to Approve

  1. Operational Efficiency: Eliminates manual scheduling and data-pulling across disparate devices.
  2. Scalability: Centralized dashboard scales across multiple regional sites instantly.
  3. Future-Ready: Built on modern cloud stacks ready for future AI-enabled learning and analytics.
  4. Low IT Burden: Zero client footprint locally; requires no deep hospital integrations.
  5. Privacy-Conscious: No HIPAA data retained; supports anonymization inherently.

5 Questions to Ask Your IT Team

  1. Can we place these non-clinical training devices on a segregated Guest WiFi or VLAN?
  2. Are standard outbound HTTP and HTTPS already open for internet traffic on that segment?
  3. Since no PHI/Patient Data is utilized, can we expedite the security review?
  4. Do we use an existing IdP (like Okta/Entra) that handles MFA for external web apps?
  5. Since this uses HTML5, can we avoid device management overhead entirely?

Marketing: Positioning & Messaging

MentorLearn Cloud is not just a connectivity feature. It is the training infrastructure your institution has been missing. Use the frameworks below to position it that way.

Core Positioning Statement

"You don't scale training programs with access alone. You scale them with standards - standardized pre-work, measurable progression, and centralized visibility across every device in your fleet. MentorLearn Cloud is how institutions build training infrastructure, not just training sessions."

The Problem We Solve

Three friction points that MentorLearn Cloud directly addresses - each structured as a narrative you can use in campaigns, decks, and sales calls.

Pain Point

The Scaling Problem

Institutions grow their sim fleets, but training still runs the same way it did five years ago - manually scheduled, locally isolated, impossible to measure at scale. Each simulator is an island.

Our Solution

Connected Training Infrastructure

MentorLearn Cloud connects every simulator to a single platform. Learners complete structured pre-work before arriving. Progress, completion, and engagement are tracked automatically across the full fleet.

Outcome

A Program That Scales With You

More focused hands-on sessions. Measurable competency across sites. A training model that grows with the institution - without adding physical infrastructure or administrative overhead.

Pain Point

The Measurement Gap

Readiness is assumed rather than confirmed. A learner completes a module, an instructor signs off - but whether they are truly prepared is estimated, not measured. Performance gaps stay hidden until it matters.

Our Solution

Objective, Continuous Tracking

Cloud-connected simulators generate real performance data. Completion rates, engagement, and skill progression are tracked, reportable, and accessible to program administrators - not locked on a local device.

Outcome

Standards Replace Assumptions

Programs shift from subjective sign-offs to standardized benchmarks. Institutions can demonstrate competency - not just document attendance. Accreditation reviews and audits become significantly easier to support.

Pain Point

The Infrastructure Gap

Sim centers are designed for hands-on practice - not for delivering pre-work, managing cohorts, or tracking multi-site program performance. The physical setup limits what the program can do.

Our Solution

The Curriculum Beyond the Sim Center

MentorLearn Cloud extends learning beyond the physical room. Learners complete digital modules from any device. Program directors manage cohorts, assignments, and outcomes from one dashboard - regardless of location.

Outcome

Hands-On Time Stays Hands-On

Sim time is reserved for what only simulation can deliver. Administrative overhead shrinks. Multi-site program directors gain visibility they have never had before - and can act on it in real time.

Campaign Angles

"Surgical Infrastructure, Not Just Training" (IND)

Elevates the conversation beyond simulation toward strategic program investment. Well-suited for C-Level and procurement audiences. Position Cloud as the system that makes training scalable, measurable, and defensible - not just accessible.

Suggested CTA: "Build the infrastructure your training program needs"

"Beyond the Sim Room" (EDU)

Well-suited for program directors and department heads. Positions Cloud as the bridge between academic theory and hands-on practice. Curriculum continuity and outcome tracking are natural highlights here.

Suggested CTA: "Bring your curriculum into the cloud"

"Your Simulator Is Already Halfway There" (Both)

A natural fit for upgrade campaigns targeting existing standalone customers. Cloud connectivity enables what the hardware already supports - analytics, remote access, AI-driven insights. Works best when framed as an evolution, not a replacement.

Suggested CTA: "Activate what's already in your simulator"

Cross-Segment Messaging

What stays consistent

  • Training infrastructure, not just connectivity
  • Standards over assumptions - measurable, not estimated
  • Minimal IT burden - outbound only, no local install, no domain join
  • Secure by design - no patient data, encrypted in transit and at rest
  • Scalable across sites, devices, and team sizes
  • Unlocks advanced features: analytics, remote proctoring, curriculum management

What shifts by segment

  • IND: ROI, compliance reporting, speed-to-competency
  • EDU: Curriculum continuity, accreditation, student experience
  • IT: Architecture, zero footprint, protocols
  • C-Level / Procurement: Risk reduction, future-readiness, institutional value
  • CS/Sales: Adoption ease, onboarding simplicity, expansion potential

Ideas for Adoption & Activation

Marketing-Led Campaigns

  • Short-form video could work well to show the full learner journey - pre-work, sim session, outcome - as a single connected flow
  • A landing page with segment-specific CTAs and optional gated content (IT guide, ROI overview) may help qualify interest early
  • Customer stories from Beta Program early adopters tend to build credibility faster than product specs
  • A re-engagement email series could be worth testing with existing standalone sim customers who have not yet connected

Sales-Assisted Activation

  • The Export & Share generator in this hub can help reps send a clean, tailored summary after a call - a useful follow-up touchpoint
  • The IT Guide PDF is a practical leave-behind for technical stakeholders who prefer to review independently
  • The Decision Maker tab may be a helpful reference when conversations shift to C-Level or procurement
  • After IT approval, an informal onboarding timeline can help set expectations and keep momentum going

Detailed Q&A / Objection Handling

Use education and clarity to resolve these common friction points. Built upon the latest IT frameworks.

Workstream Monitoring

Action Required - Review workstream status with your team

MentorLearn Cloud rollout readiness

Open source spreadsheet (SharePoint)
WorkstreamStatusStartTargetRisk LevelNotes
Loading data…

Export & Share Generator

Generate clean, plain-language summaries specific to your audience. Print or copy the output below to use in emails or follow-up documents.

1. Select Audience Preset

2. Customize Content

Training & Enablement

Getting Sales, CS, Service, and our distributor network ready for go-live. We align on training approach and materials, coordinate sessions for direct markets, and define the roll-out model for indirect markets.

Scheduled Sessions

groups
Internal Training - Direct Markets Sales & CS Service & Support
Training session for internal teams covering cloud onboarding process, Dynamics workflows, and customer-facing messaging for direct market accounts.
TBD
language
Training Indirect Markets - Distributors Distributors
Dedicated session for distributor partners. Covers the roll-out approach for indirect markets, partner-specific workflows, and how distributors support the cloud upgrade process in their regions.
TBD
videocam
End Users Webinar OPTIONAL After launch
Customer-facing webinar for end users after the launch. Scope and format to be confirmed based on adoption needs.
Post-launch
MentorLearn Cloud - Distributor Hub
Full enablement resource - About MentorLearn, deployment models, onboarding playbook, and What's New in v60
Open Hub Save as PDF

Deployment Process

Our upgrade path from standalone to Cloud Premium. We run site upgrades through a structured short-term process and build toward a fully scalable setup aligned with how Service teams operate.

Phase 1 - Starting Q3 2026
Deployment workstream for new and existing customers
ACTIVE
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New Customers
Onboarding via Dynamics CRM
Automated
Owned by: Sales & CS during onboarding

The "Create Cloud Site" option in Dynamics CRM triggers automatic site creation via the MentorLearn Site Manager Tool.

Dynamics CRM
"Create Cloud Site"
→
Site Manager Tool
→
Cloud Site Created
traffic
Existing Customers - Direct Markets
RAG-based upgrade approach (Red / Amber / Green)
RAG Status
Owned by: Service & Customer Success

Each existing site is mapped to a RAG status indicating update complexity. Click any status to expand details.

Green

Low-risk sites. Straightforward configuration.

Automatic gradual update to Cloud Premium - handled by Deployment team
mailView process & email template expand_more
Amber

Medium-risk. Service/CS coordinate the update with the customer.

Service & CS coordinate with customer, then trigger update via Dynamics
mailView process & email template expand_more
Red

High-risk. Complex configuration or known blockers.

Requires sync meeting before update - handled separately
infoView details expand_more
public
Existing Customers - Indirect Markets
Distributor-led upgrade approach
In Planning
Owned by: Service via distributors
Process details are in planning - will be confirmed before Phase 1 launch in Q3 2026.
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Long-term Vision
Scalable, Dynamics-driven automation
Future State
  • Fully scalable setup aligned with Service team workflows
  • Minimise manual steps and enable proactive site management
  • Dynamics-driven automation for all customer types
  • Consistent process across direct and indirect markets