How we saved Mind £60k per year in license fees
When Mind faced a £60,000 annual licence fee for their single sign-on system, they came to us to explore whether there was an alternative.
Mind had been using Okta for authentication across their Federation Extranet, Connecting Minds. We built the extranet in Wagtail CMS - it's similar to an intranet but links together over 100 independent local Minds.
Okta is a powerful solution for managing logins and synchronising data across organisations, but over time, Mind found they were no longer using much of that functionality, which added unnecessary complexity and contributed to data quality challenges.
Okta initially proposed a £125,000 annual licence fee. While this was negotiated down to £60,000, renewal was no longer considered cost-effective or sustainable.
That left us with around 30 days to find a better option.
An opportunity to reduce costs
When Connecting Minds was first built, a tool like Okta made sense. It supported a complex setup, including a shared directory across thousands of users and the potential to connect multiple systems.
Since then, Mind had streamlined their systems and no longer needed most of that functionality.
What they needed was much simpler: a reliable way for people to sign in. The solution was to manage authentication directly through Wagtail.
We quadruple checked this approach wouldn't break a hidden part of their digital ecosystem, as it felt too good to be true. Mind needed to have absolute confidence that moving away from Okta was the right decision, and we were transparent about the benefits and limitations of signing in through Wagtail instead. There was an up-front cost to carry out the transition, but no ongoing license fees at all.
The costs went from £60,000 a year to £0.
Delivered in a few weeks
The timing was tight. Mind had a matter of weeks before their contract renewal with Okta. If we didn't switch over to signing in through Wagtail in time, thousands of staff would lose access to the extranet.
We worked closely with Mind's team to make the change quickly and safely. Using an agile approach, we prioritised essential functionality, and were even able to add improvements to the sign in process, like multi-factor authentication and UX adjustments.
The new setup was ready ahead of the renewal deadline, allowing Mind to move away from Okta without disruption.
Beyond the switch
Removing Okta also meant changing how sign-in support worked.
Instead of relying on an external help desk, Mind upskilled their in-house IT team to respond to common queries. We supported this by creating guidance on how to address issues, documenting new processes, and providing backup support where needed. This was achieved through a short-term monthly support retainer.
With fewer issues than expected, we were also able to use the support retainer time to work through backlog enhancement tasks and data clean-up. The retainer time is flexible and can be rolled over or refunded if not used. Having a few extra days of support after a major project gives peace of mind.
Working closely with the Torchbox team on this project was refreshingly collaborative and focused on long‑term value. By taking a pragmatic approach, we were able to deliver a significantly more stable and secure platform in a very short timeframe, while also reducing costs and complexity. The result is a solution that better supports colleagues across the federation and creates a stronger foundation for future growth. The expertise the team brought was invaluable; they listened, prioritised our needs, and still delivered what was essential.
Jinder Kaur Chana Head of IT Operations and Support, Mind
Jinder proudly wearing her Mind branded t-shirt.
Want to chat about this blog in more detail?
More
-
How charities can engage high-value donors in 2026
Marnie Winter-Burke Senior Digital Account Manager
-
Meta restrictions one year on: what charities can do now
Lisa Ballam Head of Marketing, Trustee Director
-
Seasonal giving: how to build a more resilient fundraising programme
Imogen Thomas Client Partner (Charity Sector)
- See more posts