StaffSavvy

StaffSavvy

StaffSavvy is comprehensive staff management software particularly suited to the arts, cultural & leisure sectors plus scheduled council activities. A powerful, automated and customisable system that includes staff scheduling, time sheets, a complete HR suite, training management, communication tools and recruitment management.

We offer both schedule-only and full HRIS editions.

Features

• Automated & detailed scheduling for staff
• Easy time sheets and approval processes with payroll export
• Streamlined HRIS processes and tools
• Training management with full LMS features
• Variety of different staff communication options
• Optional recruitment (ATS) portal with Indeed Integration
• Powerful support for permanent, casual, freelance, volunteers and external agencies
• Compliance automation for right to work and staff qualifications
• Staff-led shift swapping and availability settings
• Integrate with venue management systems, LMS systems and more

Benefits

• Highly customisable and flexible to suit complex organisations
• Staff self-service led approach reducing manager admin time
• Powerful template and automation tools that save you time
• Designed with multi-venue business in mind
• Especially tailored for a variety of staff contract types
• Complex contract and pay rules integrated
• Different departments can have different structures
• Huge range of scheduling and HR features
• HR, Scheduling, Training, Compliance, Recruitment on one system
• Ideal for companies that have outgrown manual Scheduling and HR

Service documents

• Pricing document

  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 sales@smartblue.co.uk. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 15

Service ID

245526922377341

Contact

Andrew Treadwell
01202 03 03 66
sales@smartblue.co.uk

About your service

• Service categories:

  Applications

  Enterprise resource management

  Human capital management

  • Core Human Resources Applications
• Multi cloud support: No

Service scope

• Software add-on or extension: No
• Cloud deployment model: Public cloud
• Service constraints: None
• System requirements: Modern browsers to access

User support

• Email or online ticketing support: Yes
• Support response times: Usually one business day
• User can manage status and priority of support tickets: Yes
• Online ticketing support accessibility: WCAG 2.2 AA
• Phone support: Yes
• Phone support availability: 9 to 5 (UK time), Monday to Friday
• Web chat support: Yes
• Web chat support availability: 9 to 5 (UK time), Monday to Friday
• Web chat support accessibility standard: WCAG 2.2 AA
• Web chat accessibility testing: Tools are managed by Zendesk which had conducted extensive testing
• Onsite support: Yes, at extra cost
• Support levels: We offer excellent standard support within our plan prices. This includes unlimited manager training and support. This does not have a fixed SLA but response times are usually one business day.; Enhanced Support with an SLA is also available from £495 per month.
• Support available to third parties: Yes
• AI chatbot: Yes

Onboarding and offboarding

• Getting started: We provide unlimited remote manager training and support via screen share software. We'll guide you through the training and provide advice and support as the requirements are built into the system.
• Service documentation: Yes
• Documentation formats:
  • HTML
  • PDF
• End-of-contract data extraction: Most data can be extracted using custom reports that the user can build to meet their needs. This is in standard CSV or Excel formats.; We also have the ability to export all documents the system holds into zip files for easy migration to new suppliers.
• End-of-contract process: We'll assist you in exporting the data you require from the system into either the original format (in the case of uploaded documents) or CSV/Excel files for easy migration to a new supplier.
• Documentation accessibility standard: WCAG 2.2 A

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari
  • Opera
• Application to install: No
• Designed for use on mobile devices: Yes
• Differences between the mobile and desktop service: Some larger-format screens and displays are not possible on mobile. All functionality is available on both platforms.
• Service interface: No
• User support accessibility: WCAG 2.2 A
• API: Yes
• What users can and can't do using the API: Must key data points can be viewed, added to an updated via the API. This includes profiles, shifts, time sheets and absences
• API documentation: Yes
• API documentation formats:
  • Open API (also known as Swagger)
  • PDF
• API sandbox or test environment: Yes
• Customisation available: Yes
• Description of customisation: The service is highly configurable and customisable. All templates, policies and settings can be added, removed and updated as needed to match the requirements of the organisation. This is available within the service; no additional costs or support team involvement is needed.

Scaling

• Independence of resources: We monitor all usages carefully and have auto-scaling processing in place to ensure we have enough resources to meet demand

Analytics

• Service usage metrics: Yes
• Metrics types: Various reports can be run that shows usage of scheduling, time sheet and other tools within the system across different users or departments
• Reporting types:
  • Real-time dashboards
  • Reports on request
• Resource tagging: No
• FOCUS resource tagging: No

Resellers

• Supplier type: Not a reseller

Staff security

• Staff security clearance: Other security clearance
• Government security clearance: None

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: Yes
• Datacentre security standards: Managed by a third party
• Penetration testing frequency: At least once a year
• Penetration testing approach: ‘IT Health Check’ performed by a CREST-approved service provider
• Protecting data at rest: Encryption of all physical media
• Data sanitisation process: Yes
• Equipment disposal approach: A third-party destruction service
• Data sanitisation type: Deleted data can’t be directly accessed / Cryptographic Erasure

Data importing and exporting

• Data export approach: Via our custom reports feature and pre-build data export tools
• Data export formats:
  • CSV
  • Other
• Other data export formats: Excel
• 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)
  • IPsec or TLS VPN gateway

Availability and resilience

• Guaranteed availability: We aim for, and have achieved 99.9% availability over the last 3 years. Our standard agreement has no guaranteed SLA but this is available as an Enhance Support SLA. This includes service credits if we do not meet the stated SLA response times.
• Approach to resilience: All critical components of our service are designed for high availability across geographically separate data centres. Further details on request.
• Outage reporting: A public status dashboard is available, which can be subscribed to for email alerts.

Identity and authentication

• User authentication needed: Yes
• User authentication:
  • Multi-Factor Authentication (MFA)
  • Identity federation with existing provider (for example Google Apps)
  • Username or password
• Access restrictions in management interfaces and support channels: Each support staff member has unique, tracked login details so every action can be audited. They only have access to the client list they support, which is regularly reviewed. ; ; Any client actions requested via our support team are checked to ensure the staff member making a request has access to complete that action in their system before the action is completed. ; ; No private information is sent via our support system and redaction tools are in place if any are received
• Access restriction testing frequency: At least once a year
• Management access authentication:
  • Multi-Factor Authentication (MFA)
  • Identity federation with existing provider (for example Google Apps)
  • Username or password

Audit information for users

• Access to user activity audit information: Users have access to real-time audit information
• How long user audit data is stored for: Between 6 months and 12 months
• Access to supplier activity audit information: Users have access to real-time audit information
• How long supplier audit data is stored for: Between 6 months and 12 months
• How long system logs are stored for: Between 6 months and 12 months

Security governance

• Named board-level person responsible for service security: Yes
• Security governance certified: Yes
• Security governance standards: ISO/IEC 27001
• Information security policies and processes: We have a comprehensive set of Information Security policies that are followed at all levels within the organisation as part of our ISO 27001 certification. This is subject to continuous internal audit and is externally audited annually as part of the ISO certification. ; ; All results of these audits, including non-conformance incidents, are reported to our director, who monitors all remedial actions closely.
• Software Security Code of Practice: Yes

Operational security

• Configuration and change management standard: Supplier-defined controls
• Configuration and change management approach: All changes to configurations are made as change requests which are reviewed and approved before being actioned.; ; All requests are considered for potential security impacts.
• Vulnerability management type: Supplier-defined controls
• Vulnerability management approach: Our Managed Detection and Response partner, Sophos monitors all of the company infrastructure for vulnerabilities and provides reports and alerts on its findings.; ; Patching of infrastructure is fully automated and monitored by our infrastructure management partner, ANS
• Protective monitoring type: Supplier-defined controls
• Protective monitoring approach: Our Managed Detection and Response partner, Sophos, monitor all systems across all of our company infrastructure. They proactively review all log activities and neutralise threats if there is evidence of a compromise. This response team is global and active 24/7/365
• Incident management type: Supplier-defined controls
• Incident management approach: Processes for dealing with common incident types are documented in a knowledge base. Security incident management has a dedicated process.; ; Users of the software can report issues directly via our standard support channels where they will be promptly escalated.; ; Clients affected by a security incident are communicated with directly.
• Post-quantum cryptography secure: Yes

Secure development

• Approach to secure software development best practice: Supplier-defined process

Public sector networks

• Connection to public sector networks: No

Pricing

• Discount for educational organisations: No
• Free trial available: No

Discount percentage by annual call-off contract value (excluding VAT)

• Less than £250,000: 0%
• Between £250,000 and £500,000: 0%
• Between £500,001 and £1,000,000: 0%
• Between £1,000,001 and £2,500,000: 0%
• Between £2,500,001 and £5,000,000: 0%
• Over £5,000,001: 0%

Non-mandatory Standards and certifications

• ISO/IEC 27001 certification: Yes
• Who accredited the ISO/IEC 27001: QMS (Citation)
• ISO/IEC 27001 accreditation date: Wednesday 14 November 2018
• What the ISO/IEC 27001 doesn’t cover: None
• ISO 28000:2022 certification: No
• ISO 9001 certification: Yes
• Who accredited the ISO 9001 certification: QMS (Citation)
• ISO 9001 accreditation date: Tuesday 18 September 2018
• What the ISO 9001 doesn’t cover: None
• Quality management systems (QMS): Yes
• CSA STAR certification: No
• PCI certification: No
• Cyber essentials: Yes
• Please provide your Cyber Essentials Certificate Number: 5a4c18a6-b4cf-4b9e-814e-6c8ff428ea54
• Cyber essentials plus: Yes
• Please provide your Cyber Essentials Plus Certificate Number: 14522dee-4a96-478c-903f-cfe60ffd7f7f
• Other security certifications: No

Social value

• Section B - Commitment for Future: Delivery:

  • Mission: Kick start economic growth. To secure the highest sustained growth in the G7 - with good jobs and productivity growth in every part of the country making everyone, not just a few, better off.

    Policy Outcome 1: Fair work: That offers fair wages and good working conditions. Help people get a job, stay in work, and progress in their careers, with good employment opportunities across the country. Notes: Where there is a large proportion of labour costs in the contract, commercial teams should consider MAC in Outcome 1 as a priority

    • New or retained jobs on the contract workforce in the relevant area that meet the criteria set out in MAC 1b, 1c and 1d
    • Providing opportunities for, and measuring and monitoring of, staff workforce conditions over time, including employee engagement, involvement in decision-making and satisfaction and adapting to any changes in the results, with clear processes for acting on issues identified
    • Plans to engage the contract workforce in deciding the most important workplace issues to address
    • Employment contracts that reflect actual hours worked; steps taken to ensure employees understand their contracts and have the ability to review and adjust them if actual hours regularly exceed contracted hours
    • Payment of more than the National Minimum Wage or National Living Wage (as appropriate) to the contract workforce
    • Measures to support in-work progression to help people in the contract workforce, to move into higher paid work by developing new skills relevant to the contract
    • Support for the contract workforce by providing career advice, and providing opportunities for staff working on the contract with in-work progression career development into known skills shortages or high growth areas
    • Understanding of the modern slavery risks and issues affecting the market, industry, sector or country (of origin or of source) relevant to the contract, and the workforce in the supplier’s own organisation and those of its key subcontractors

  • Mission: Kick start economic growth. To secure the highest sustained growth in the G7 - with good jobs and productivity growth in every part of the country making everyone, not just a few, better off.

    Policy Outcome 2: Skills for growth: Supporting growth sectors and addressing skills gaps.

    • Understanding of employment and relevant skills issues, and of the education and training issues relating to the contract. Illustrative examples: demographics, skills shortages, new opportunities in high growth sectors, geographic/local community and skills/employment challenges
    • Activities to support relevant sector related skills growth and sustainability in the contract workforce. Illustrative examples: careers talks, curriculum support, literacy support, safety talks and volunteering

  • Mission: Kick start economic growth. To secure the highest sustained growth in the G7 - with good jobs and productivity growth in every part of the country making everyone, not just a few, better off.

    Policy Outcome 3: Resilient, innovative and flexible supply chains: Support economic growth through enabling resilient businesses, opportunities for small businesses and voluntary, community and social enterprises

    • Understanding of the types of businesses in the market and the level of participation by new businesses, entrepreneurs, start-ups, SMEs, VCSEs and mutuals
    • Ensuring accessibility to contracting and subcontracting opportunities for disabled business owners and employees

  • Mission: Make Britain a clean energy superpower: To cut bills, create jobs and deliver security with cheaper, zero-carbon electricity by 2030, accelerating to net zero

    Policy Outcome 4: Sustainable procurement practices: Reducing carbon footprints, minimising waste, and promoting the use of clean energy and green technologies.

    • Understanding of opportunities for additional environmental benefits delivery in the performance of the contract, including working towards net zero carbon emissions and use of clean energy and green technologies
    • Delivery of additional environmental benefits through the performance of the contract, including working towards net zero carbon emissions and use of clean energy and green technologies

  • Mission: Break down barriers to opportunity: By reforming our childcare and education systems, to make sure there is no class ceiling on the ambitions of young people in Britain

    Policy Outcome 6: Employment and training: For those who face barriers to employment

    • Creation of employment opportunities particularly for those who face barriers to employment, such as prison leavers, care leavers and/or who are located in deprived areas, and for people in industries with known skills shortages or in high growth sectors
    • Delivery of training schemes and programmes to address any identified skills gaps and under-representation in the workforce for the contract (e.g. prison leavers, care leavers, kinship carers, disabled people)
    • Working conditions which promote an inclusive working environment and promote retention and progression
    • Inclusive and accessible development practices, including guidance for line managers on recruiting, managing and developing people with a disability or health condition

  • Mission: Break down barriers to opportunity: By reforming our childcare and education systems, to make sure there is no class ceiling on the ambitions of young people in Britain

    Policy Outcome 7: Creating a pipeline of opportunities: For the contract workforce, reducing barriers to entry for under-represented groups.

    • Understanding of issues relating to entering the contract workforce

  • Mission: Build an NHS fit for the future: That is there when people need it; with fewer lives lost to the biggest killers; in a fairer Britain, where everyone lives well for longer.

    Policy Outcome 8: Increasing productivity through physical and mental wellbeing: In the supply chain and communities in the relevant area.

    • Understanding of issues relating to health and wellbeing, including physical and mental health, in the contract workforce

Service documents

• Pricing document

  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 sales@smartblue.co.uk. Tell them what format you need. It will help if you say what assistive technology you use.