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Getting Started

How to evaluate KoNote and decide if it's right for your organisation.

Is KoNote Right for You?

Before investing time in evaluation, make sure KoNote is a reasonable fit for your organisation. Answer these questions honestly:

Technical Capacity

Do you have someone who can:

  • Deploy a Docker-based application to a cloud platform?
  • Configure environment variables and manage secrets?
  • Set up and maintain regular database backups?
  • Apply software updates when new versions are released?
  • Troubleshoot issues using documentation and logs?

If yes to most of these, you have sufficient technical capacity. If no, you'll need an IT partner or our professional services.

Organisational Fit

Does your organisation:

  • Track participant outcomes as a core function?
  • Need to demonstrate program impact to funders?
  • Serve fewer than ~2,000 active participants?
  • Require control over where participant data is stored?
  • Value open source software and avoiding vendor lock-in?

If yes to most of these, KoNote is likely a good fit. If no, a commercial SaaS solution might serve you better.

Evaluation Path

We recommend this sequence for evaluating KoNote:

Step 1: Read the Documentation

Start with the documentation to understand what KoNote does. The user guide will show you daily workflows; the technical documentation will help your IT team understand the architecture.

Time: 1–2 hours

Step 2: Try a Demo

Online demo (no setup needed): Try the live registration form to see how participants register for programs through KoNote. This runs on a real instance — no installation required.

Local demo (requires Docker): If you want to explore the full staff interface, run a local demo with sample data: 

docker-compose -f docker-compose.demo.yml up

Online demo: 2 minutes. Local demo: 30–45 minutes (including Docker setup).

Step 3: Choose a Deployment Platform

If the demo looks promising, decide where you'll host KoNote. See the deployment options below.

Time: Research and decision-making

Step 4: Deploy and Configure

Follow the deployment guide for your chosen platform. Then configure your agency: set up programs, create user accounts, customise terminology.

Time: 2–4 hours for deployment, plus configuration

Step 5: Pilot with Real Users

Start with a small pilot group before rolling out organisation-wide. Gather feedback, refine your configuration, and build internal documentation.

Deployment Options

KoNote runs anywhere Docker runs. Here are the most common options, with honest assessments of each.

Railway

Easiest deployment

One-click deployment from GitHub. Managed PostgreSQL databases. Automatic HTTPS. Good for organisations without dedicated IT staff.

  • Cost: ~$45–50 CAD/month
  • Difficulty: Low
  • Data location: US (Railway's infrastructure)

Best for: Small-medium organisations wanting simplicity.

Microsoft Azure

Canadian data residency

Deploy to Azure Container Instances with Azure Database for PostgreSQL. Data can stay in Canadian regions. More complex setup.

  • Cost: Varies ($50–150 CAD/month typical)
  • Difficulty: Medium-High
  • Data location: Your choice (Canada Central available)

Best for: Organisations requiring Canadian data residency.

Elestio

Managed Docker hosting

Docker Compose hosting with managed infrastructure. Middle ground between Railway's simplicity and full self-hosting.

  • Cost: Varies by plan
  • Difficulty: Medium
  • Data location: Multiple options

Best for: Organisations comfortable with Docker but not infrastructure.

OVHcloud (Beauharnois, QC)

Canadian data residency

Deploy to OVHcloud's Beauharnois data centre in Quebec. Docker Compose with Caddy reverse proxy and automated self-healing.

  • Cost: Varies by VPS plan
  • Difficulty: Medium
  • Data location: Canada (Quebec)

Best for: Organisations requiring Canadian data residency at lower cost than Azure.

Self-Hosted

Full control

Run Docker Compose on your own servers or VPS. Complete control over everything. Requires DevOps knowledge.

  • Cost: Infrastructure costs only
  • Difficulty: High
  • Data location: Your choice

Best for: Organisations with dedicated IT staff and infrastructure.

Data Residency Considerations

If your organisation requires participant data to stay in Canada, Railway's US-based infrastructure may not be suitable. Consider OVHcloud Beauharnois, Azure (Canada Central region), or self-hosting in a Canadian data centre.

What You'll Need

For the Demo (Local Testing)

  • Docker Desktop installed on your computer
  • Command line/terminal access
  • ~2GB free disk space
  • 30–45 minutes

For Production Deployment

  • A hosting platform account (Railway, Azure, etc.)
  • A secure encryption key (you generate this)
  • Azure AD tenant (if using SSO) or local authentication
  • A backup strategy (you're responsible for this)
  • Someone to manage ongoing operations

Your Responsibilities

Once deployed, you are responsible for:

  • Security: Keeping your encryption key safe, configuring HTTPS, managing user access
  • Backups: Regular database backups and testing restores
  • Updates: Applying new versions of KoNote when released
  • Training: Training your staff to use the system
  • Support: Troubleshooting issues (community support via GitHub)

If this sounds like more than your team can handle, consider our professional services.

Ready to Proceed?

The full deployment guide has step-by-step instructions for each platform.

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