TeamKinetic

TeamKinetic

TeamKinetic is the UK's leading supplier of Volunteer Management Software to local government with over 1million hours donated in the last 12 months. Our volunteer centric, user-friendly application is available via web and customisable native mobile apps. You can safely recruit, onboard, deploy, communicate, retain and reward your volunteer workforce

Features

• Volunteer management tools that are fully GDPR compliant
• Unlimited Opportunity,Event and Community management pages
• Automated customisable communications, including email, social, message, SMS, announcments,feedback
• Works with national sites such as Do-it, Volunteering-Wales, Volunteer Scotland
• Customisable reward and recognition features help drive volunteer engagement
• Detailed real-time, customisable reporting and impact analysis included
• Free native mobile app for Android and iOS
• Track training, certifcation and experiance
• Document and media hub with access option and restrictions
• Case management and corporate volunteering features

Benefits

• Unlimited volunteers and opportunities means growth with no suprise costs
• Track record of effective implementation and supporting statutory bodies
• Improved volunteer recruitment, deployment and retetntion through proven work-flows
• Volunteer-centric self-service approach means greater return on investment
• Track record in effective response to civil-contingency events
• Proven methods in meansuring social impact, CSR and volunteer impact
• Insight generated allows identification of service gaps and resource allocation
• Built to the highest accessibility standards, reducing barries to participation
• Structure allows simple data sahring and system linking between partners
• Works for volunteers without access to smart phones or internet

£0 to £25,000 a licence a year

• Education pricing available
• Free trial available

Service documents

• Pricing document

  PDF

• Skills Framework for the Information Age rate card

  PDF

• Service definition document

  PDF

• Terms and conditions

  PDF

Request an accessible format

If you use assistive technology (such as a screen reader) and need versions of these documents in a more accessible format, email the supplier at chris@teamkinetic.co.uk. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 13

Service ID

222526161556332

Contact

Chris Martin
07825276426
chris@teamkinetic.co.uk

Service scope

• Software add-on or extension: Yes
• What software services is the service an extension to: Currently operates with Salesforce integration and MS Dynamics
• Cloud deployment model: Private cloud
• Service constraints: None
• System requirements:
  • Internet connection
  • Web browser

User support

• Email or online ticketing support: Email or online ticketing
• Support response times: All tickets are responded to within an hour via our automated service.; ; Mission-critical tickets - 4 hours; ; Medium priority tickets - 1 day; ; Low priority tickets - 5 days; ; Tickets raised outside normal business hours will be deemed to have been received at 9:00am the next working day
• User can manage status and priority of support tickets: Yes
• Online ticketing support accessibility: WCAG 2.1 AA or EN 301 549
• Phone support: Yes
• Phone support availability: 9 to 5 (UK time), Monday to Friday
• Web chat support: Web chat
• Web chat support availability: 9 to 5 (UK time), Monday to Friday
• Web chat support accessibility standard: WCAG 2.1 A
• Web chat accessibility testing: We aim to adhere to the WCAG 2.0 accessibility guidelines. Our code is written so that the chatbox is navigable by keyboard using screen reader software.
• Onsite support: Yes, at extra cost
• Support levels: Our support packages can be customised based on customer requirements, but our standard Enterprise users have access to:; UK telephone Help desk; 99.7% guaranteed uptime with detailed and robust SLA; Identified account manager to ensure effective implementation, using our proven project management approach.; Peer-to-peer customer group where volunteer managers share best practice and product support with each other.; TeamKinetic Product Steering Group membership.; TeamKinetic yearly Volunteer Managers conference in partnership with Manchester Metropolitan University. ; Discount access to Association of Volunteer Managers events and The Sports Volunteering Research Group.; ; Out of hours support and additional onsite support and training are both available on request and are priced based on agreed specification requirements. ; ; Our SLA can also be enhanced as required to meet specific client needs.
• Support available to third parties: Yes

Onboarding and offboarding

• Getting started: Each client has an implementation manager assigned to their deployment. The deployment is managed using a collaborative project managment platform. After a detailed discovery and scoping process, the application is configured in accordance with client requirements. ; ; TeamKinetic have a range of onsite and offsite training resources and workshops available that can be customised and are delivered by experienced tutors for all user types. ; ; All Enterprise customers are invited to join our peer to peer volunteer manager groups where they can share best practice and other industry-specific news.; ; Customers are encouraged to join the TeamKinetic Product Development Group.; ; Additional support can be found via our in-app "contextual help" pages, our resource hub and our customer channel on YouTube.
• Service documentation: Yes
• Documentation formats:
  • HTML
  • ODF
  • PDF
  • Other
• Other documentation formats: YouTube Video channel
• End-of-contract data extraction: Customers can export their own data from TeamKinetic at any time using in-app features. Clients wishing to extract and delete all data at the end of the contract period can request this in writing. TeamKinetic will produce a full export of all data in the format choice of the customer and this data will then be removed from the active site. The data will remain in the TeamKinetic back-ups for a period of 30 days and will then be deleted permanently.
• End-of-contract process: The customer system is disabled and data is returned to the customer in the format of their choice. The data is saved in the TeamKinetic backups for 30 days and is then deleted permanently. ; ; Preparing data for transfer to an alternative system would be a chargeable event.

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Internet Explorer 11
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari
  • Opera
• Application to install: No
• Designed for use on mobile devices: Yes
• Differences between the mobile and desktop service: The mobile services only cover volunteer facing services. Administrator services are accessible on mobile but are designed for a desktop environment.
• Service interface: No
• User support accessibility: WCAG 2.1 AA or EN 301 549
• API: Yes
• What users can and can't do using the API: Users can;; Search, edit, create volunteers; Search, edit, create opportunities; Search, edit, create community tasks; Log hours; Export reporting data; ; The API is a restful JSON in/out service.; ; Access is restricted via IP and secret keys.; ; Custom API development is available on request for features, not currently available.
• API documentation: Yes
• API documentation formats: HTML
• API sandbox or test environment: Yes
• Customisation available: Yes
• Description of customisation: Each customer application can be uniquely customised to a clients branding requirements and with extensive options available as standard on how the application will operate and what services and features will be available. These include but are not limited to; ; Customised and unique URL; ; Look and feel and branding via specific tools and also custom CSS (logos, colours, positioning and arrangement, footers etc); ; Available services and features:; ; Registration processes and custom questions.; Volunteer profile questions.; Automated system emails.; Timebank reward vouchers and gamified badge features (using Mozilla OpenBadge standard protocol).; ; Only Super administrators users have access to most customisations with some being available to regular administrators

Scaling

• Independence of resources: TeamKinetic operates a scalable cloud-based architecture for our co-tenanted product. Running on our own private cloud infrastructure with AWS redundancy that can be triggered in the event of spikes in user traffic.

Analytics

• Service usage metrics: Yes
• Metrics types: We provide individual Google analytics metrics for each customer as well as extensive reports for registration, logins etc.
• Reporting types:
  • API access
  • Real-time dashboards
  • Regular reports
  • Reports on request

Resellers

• Supplier type: Not a reseller

Staff security

• Staff security clearance: Other security clearance
• Government security clearance: Up to Baseline Personnel Security Standard (BPSS)

Asset protection

• Knowledge of data storage and processing locations: Yes
• Data storage and processing locations: United Kingdom
• User control over data storage and processing locations: No
• Datacentre security standards: Complies with a recognised standard (for example CSA CCM version 3.0)
• Penetration testing frequency: At least once a year
• Penetration testing approach: In-house
• Protecting data at rest:
  • Physical access control, complying with another standard
  • Encryption of all physical media
  • Scale, obfuscating techniques, or data storage sharding
• Data sanitisation process: Yes
• Data sanitisation type: Deleted data can’t be directly accessed
• Equipment disposal approach: A third-party destruction service

Data importing and exporting

• Data export approach: Data can be exported as CSV and Excel downloads.
• Data export formats:
  • CSV
  • ODF
  • Other
• Other data export formats: Excel xml
• Data import formats: CSV

Data-in-transit protection

• Data protection between buyer and supplier networks: TLS (version 1.2 or above)
• Data protection within supplier network: TLS (version 1.2 or above)

Availability and resilience

• Guaranteed availability: Our SLA specifies a 99.6% availability level.; ; Customers are given a rebate in their following year's license as a percentage of the cost they pay for each percentage point below the SLA availability target that is achieved.
• Approach to resilience: Our data centre has multiple hardware redundancies including but not limited to; network connections, routers, power, and firewalls.; ; The entire facility has a dual zone fire protection and a 12kN/m2 raised floor system.; ; They are all tier 4 data centres and have multiple certificates for hardware redundancy.
• Outage reporting: Our services are monitored on multiple ports at 30 second intervals. In the case of any outage administrators are notified by text and email and the reason and type of outage is investigated.; ; Persistent (outages that last longer than 5 minutes) are logged and immediately distributed to customers via in app notifications (if service is not currently affected) and email.; ; Once the outage has been resolved a further in app notification is sent and if the reason and actions are known at that point they are included.; ; For more serious outages a formal report is distributed once the outage has been fully resolved and mitigating processes in place to prevent reoccurance.

Identity and authentication

• User authentication needed: Yes
• User authentication:
  • Identity federation with existing provider (for example Google Apps)
  • Username or password
• Access restrictions in management interfaces and support channels: Access is controlled via requesting domain, usernames and passwords
• Access restriction testing frequency: At least every 6 months
• Management access authentication:
  • Identity federation with existing provider (for example Google Apps)
  • Username or password

Audit information for users

• Access to user activity audit information: Users contact the support team to get audit information
• How long user audit data is stored for: At least 12 months
• Access to supplier activity audit information: Users contact the support team to get audit information
• How long supplier audit data is stored for: At least 12 months
• How long system logs are stored for: At least 12 months

Standards and certifications

• ISO/IEC 27001 certification: No
• ISO 28000:2007 certification: No
• CSA STAR certification: No
• PCI certification: No
• Cyber essentials: Yes
• Cyber essentials plus: No
• Other security certifications: Yes
• Any other security certifications: Cyber Essentials

Security governance

• Named board-level person responsible for service security: Yes
• Security governance certified: Yes
• Security governance standards: Other
• Other security governance standards: NHS Information Governance ToolKit Level 2 ; ; TeamKinetic is working towards ISO 27001:2013 so follow all the security policies and controls based on our Statement of Applicability. We undertake regular audit with standard improvement practices outlined in the IOS 27001@ 2013 standard
• Information security policies and processes: Conforming with the NHS IG Tool Kit level 2 and working towards ISO 27001:2013 we follow all security policies and controls based on our Statement of Applicability. Delivered securely in our private cloud all staff, suppliers follow the policies and processes according to their roles. This process undergoes regular review by the senior management team and under the direct control of the information security director.

Operational security

• Configuration and change management standard: Supplier-defined controls
• Configuration and change management approach: We have formal documentation that plans the approach and contents of our change management process and the baseline for the current deployment. It covers the process of controlling modifications to the system's design, hardware, firmware, software, and documentation.; ; We evaluate all change-requests and change-proposals to software or hardware. Once evaluated we formally document the accepted changes and create an implementation plan.; ; Once implemented we run a post implementation audit to check compliance and success.
• Vulnerability management type: Supplier-defined controls
• Vulnerability management approach: We run regular penetration tests using industry standard tools, such as Metasploit which alerts us to potential threats.; ; We also subscribe to technical bulletins from the industry regarding zero day and patch vulnerabilities.; ; Patches and fixes are deployed the same day that vulnerabilities are discovered. Services are suspended if necessary to reduce potential malicious damage or penetration.
• Protective monitoring type: Supplier-defined controls
• Protective monitoring approach: All database and server logs are analysed each day looking for potential malicious or unauthorised access and/or behaviour.; ; Two factor authentication is required to access any server via remote desktop or local login and this service is constantly monitored for access.; ; Systems are immediately shut down when a compromise is discovered until the extent and severity can be established.; ; We inform all customers of potential incidents immediately and once audited we will inform the ICO if necessary.
• Incident management type: Supplier-defined controls
• Incident management approach: We have a formal contingency planning policy for ;; Fire; Flood; Sudden cessation of trade; Sale of company; Hardware failure; Software failure; Malicious attack; Data breach; Litigation; Data theft; ; Predictable events will trigger the contingency plan on a pre-set date. Unpredictable events will trigger the plan once the issue has been identified.; ; Users can report incidents via email, phone or in-app support tickets.; ; Once investigated incidents will be reported in our blog and Facebook managers group.

Secure development

• Approach to secure software development best practice: Conforms to a recognised standard, but self-assessed

Public sector networks

• Connection to public sector networks: No

Social Value

• Fighting climate change:

  Fighting climate change

  TeamKinetic runs at hosting provider Rapid Switch, which in turn runs a data center that is LEED Gold Certified. Rapid Switch’s Cloud's infrastructure is based on VMWare, which provides for an additional level of green computing. ; ; While no green computing solution is 100% perfect, TeamKinetic feels that it is taking a balanced approach for the level of feature, functionality and cost associated with a "Green Volunteer Management Solution".; ; TeamKinetic Green Architecture; ; The TeamKinetic solution is architected from the ground up to be as green as possible. Two main features enable this: 1) The solution is multi-tenant Software as a Service (SaaS) solution, and 2) The solution is designed for clustered computing. With these two features, the TeamKinetic team can maximize the number of individual sites that are being hosted on a single set of servers. While many servers may run at 10 to 20% utilization, our servers run at 70 to 80%. In general, a server running at 20% consumes nearly the same amount of power as one running at 80%, so less power is wasted in our model. This is similar to the idea of carpooling. It is far more efficient for 4 people to share 1 car than it is for each person to drive their own car. ; ; The TeamKinetic solution is also architected to run in a cloud model on a cluster of virtual machines. This allows us to scale the load handling capability as required. For instance, a given cluster may require 4 server virtual machines during peak daytime hours, but only 2 in the off-peak hours.; ; With the cloud model, we can dynamically scale up and down the number of server instances required to run a given cluster with acceptable performance.
• Tackling economic inequality:

  Tackling economic inequality

  We believe in fair pay with no zero-hours contracts and all staff paid the living wage or above. We also ensure all workers in our supply chain are also paid at their local living wage rate or above.
• Equal opportunity:

  Equal opportunity

  At TeamKinetic we are committed to equality of opportunity both as an employer and in the provision of services to our clients and the public. We recognise that the provision of equal opportunities and recognition of diversity in all our activities will benefit the organisation. Our equal opportunities policy will help our staff to develop their full potential, and the talents and resources of the individuals employed by TeamKinetic will be utilised fully to maximise the effectiveness of the organisation.
• Wellbeing:

  Wellbeing

  TeamKinetic is committed to providing a healthy working environment and improving the quality of working lives for all staff. The well-being strategy aims to support our mission and core values of freedom of thought and expression, freedom from discrimination and the recognition that our staff are its greatest asset.

Pricing

• Price: £0 to £25,000 a licence a year
• Discount for educational organisations: Yes
• Free trial available: Yes
• Description of free trial: Free trial of the full Enterprise version is limited to 4 weeks. There are no restrictions during this trial.; ; The free forever version has no opportunity or volunteer number restrictions but has some functionality limited. This version is hosted at TryVolunteering.com not on a custom domain.
• Link to free trial: https://TeamKinetic.co.uk

Service documents

• Pricing document

  PDF

• Skills Framework for the Information Age rate card

  PDF

• Service definition document

  PDF

• Terms and conditions

  PDF

Request an accessible format

If you use assistive technology (such as a screen reader) and need versions of these documents in a more accessible format, email the supplier at chris@teamkinetic.co.uk. Tell them what format you need. It will help if you say what assistive technology you use.