Essential Computing

Zensai Learn365

The Human Success Platform designed for Microsoft 365. A modern, cloud-based, secure learning experience enabling users to learn in the flow of work through Teams, SharePoint and mobile. LMS365 ensures organisations can keep track of all aspects of training competencies and compliance.

Features

• Simple course creation using M365 apps and inbuilt authoring tool.
• PowerBI and Excel Analytics and Real Time Reporting
• Single Sign On with Microsoft365 EntraID authentication
• Manage regulatory compliance with time-bound competencies and certification
• User access through Teams, SharePoint and mobile
• Supports multiple types of content (SCORM/AICC etc.)
• Customisable design, configurable options throughout.
• eCommerce option enabling course sales, card payments with external parties
• Manage external user/frontline worker access to corporate training easily
• AI integration to simplify course creation, learning pathway suggestions.

Benefits

• Minimise barriers to learning by embedding within Teams & SharePoint
• Blend online learning, classroom and live webinar training
• Integrate on-the-job training and assessments for complete learning record
• Personalised learning dashboards for a seamless Learner experience
• Structured and personalised pathways guide learners through clear, purposeful development
• Clear progress tracking boosts motivation and reinforces learning achievements
• Incorporate CPD, certification and competency tracking
• Managers see real-time skills gaps, enabling proactive workforce planning efforts
• Personalised skill recommendations guide employees toward relevant, timely development opportunities
• HRIS integration keeps employee data consistent across all learning systems

• Education pricing available

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 info@essential.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

334447449691705

Contact

Clare Knight
01275 343199
info@essential.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: Yes
• What software services is the service an extension to: Microsoft365
• Cloud deployment model: Private cloud
• Service constraints: Only available for organisations with a live Microsoft 365 tenant.
• System requirements:
  • Microsoft Office 365 licences
  • Azure Active Directory/Entra ID
  • SharePoint Online
  • Microsoft Teams

User support

• Email or online ticketing support: Yes
• Support response times: Email based support- response within one hour Monday- Friday 9am-5.30pm UK time.; ; Access to vendor based support is available 24/7 hours a day with a web based ticketing system, response time based on success plan
• User can manage status and priority of support tickets: Yes
• Online ticketing support accessibility: None or don’t know
• Phone support: Yes
• Phone support availability: 9 to 5 (UK time), Monday to Friday
• Web chat support: No
• Onsite support: Yes, at extra cost
• Support levels: We provide a Support Service, which includes: email, phone and remote access support from our UK based team, Mon-Fri, 9-5pm.; ; Technical support is provided by our trained technical support team, backed by the vendor teams as needed.; ; Installation and configuration services are carried out by our certified Technical Consultants, who hand over to the support team following planning, install and configuration to suit your organisations needs.; ; Where subsequent on site support is needed this would be quoted as needed on a day rate basis.; ; Your customer account manager will work closely with Support to help and advise following initial technical installation and set up.; ; Access to vendor based support is available 24/7 hours a day with a web based ticketing system, response time based on success plan
• Support available to third parties: Yes

Onboarding and offboarding

• Getting started: We will work with your team remotely or on site (though typically we do most of the work remotely). We support the relevant people in your teams to plan, design and install and configure the LMS structure. We'll do some hands-on training as part of this service, to show how to build courses and use the functionality. Then we hand over to you- with our team on hand remotely to help and advise as you start building out your learning platform. Everything is done within a familiar SharePoint or Teams interface, using common Microsoft 365 applications to create content. Comprehensive online help centre videos, user documentation and an online knowledgebase are also available to support you in addition to in person support from our team.
• Service documentation: Yes
• Documentation formats:
  • HTML
  • PDF
• End-of-contract data extraction: The content your organisation creates is all owned by you, and can be simply saved or extracted elsewhere.Learn365 is built on top of the clients SharePoint and so all data is stored within SharePoint and can be extracted in the same way in which SharePoint extractions would occur. As a Microsoft partner we can provide export services and SharePoint migrations.
• End-of-contract process: Just advise us 45 days before contract end, and we'll close everything off contract wise. We will work with you to determine which information and records you might need to extract for future use.
• Documentation accessibility standard: WCAG 2.2 A

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Microsoft Edge
  • Firefox
  • Chrome
• Application to install: Yes
• Compatible operating systems: Windows
• Designed for use on mobile devices: Yes
• Differences between the mobile and desktop service: The application has been designed to provide the same experience across mobile and desktop.
• Service interface: No
• User support accessibility: WCAG 2.2 AA
• API: Yes
• What users can and can't do using the API: Built natively inside Microsoft 365, the LMS is already fully integrated with most of your IT landscape.; ; Additionally, the modern API allows you to connect your LMS data seamlessly with your HRIS solution, your ERP system, your CRM data, and much more.; •Well documented and extensive API; •Use Logic Apps & Power Automate (Flow) to integrate your LMS data with other applications; •Extract your data using Odata; •Fully integrated with EntraID
• API documentation: Yes
• API documentation formats:
  • HTML
  • PDF
• API sandbox or test environment: No
• Customisation available: Yes
• Description of customisation: The corporate and user dashboards can be customised within SharePoint and Teams.; ; Corporate branding can be applied throughout the platform to ensure the interface looks and feels like your own, including creation of course and document templates.; ; Personalised user dashboards- ensure users see their assigned training, and build their own learning paths.; ; Management dashboards- assign management roles so that team leads can view their team progress.; ; Use Power Apps and Power Automate to customise the platform to deliver on training, on-boarding any many other business processes

Scaling

• Independence of resources: The platform is built into your own Microsoft 365 tenant. The LMS additional records and some data are stored in the vendor tenant, with a separate database for each customer.

Analytics

• Service usage metrics: Yes
• Metrics types: Number of enrolled learners, usage of modules, AI requests. The service enables the organisation to monitor and manage usage and engagement by both content and by user.
• Reporting types: Real-time dashboards
• Resource tagging: No
• FOCUS resource tagging: No

Resellers

• Supplier type: Reseller providing extra features and support
• Organisation whose services are being resold: Zensai

Staff security

• Staff security clearance: Conforms to BS7858:2019
• Government security clearance: Baseline Personnel Security Standard (BPSS)

Asset protection

• Knowledge of data storage and processing locations: Yes
• Data storage and processing locations:
  • United Kingdom
  • European Economic Area (EEA)
• User control over data storage and processing locations: Yes
• Datacentre security standards: Supplier-defined controls
• Penetration testing frequency: At least once a year
• Penetration testing approach: Another external penetration testing organisation
• Protecting data at rest:
  • Physical access control, complying with another standard
  • Encryption of all physical media
• Data sanitisation process: Yes
• Equipment disposal approach: In-house destruction process
• Data sanitisation type:
  • Deleted data can’t be directly accessed / Cryptographic Erasure
  • Explicit overwriting of storage before reallocation / Secure Erase

Data importing and exporting

• Data export approach: The course content and certificates can be easily saved or exported to another file location.
• Data export formats:
  • CSV
  • Other
• Other data export formats:
  • PDF
  • PowerPoint
  • Word
• Data import formats:
  • CSV
  • Other
• Other data import formats:
  • SCORM
  • AICC
  • PowerPoint
  • Word
  • Excel
  • Sway
  • PDF
  • Video
  • Import of learner records (CSV)

Data-in-transit protection

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

Availability and resilience

• Guaranteed availability: The Vendor provides the following commitment:; ; Zensai will provide Customer access to the SaaS production application on a twenty-four hour, seven days a week (24x7) basis at a rate of 99.7% (“SaaS Services Uptime Metric”).; ; The SaaS Services Uptime Metric commences on the start of the Learn365 License. “The Go Live Date” is the date at which the customer has activated the license(s).; ; On a quarterly basis, the SaaS Services Uptime Metric will be measured using the measurable hours in the quarter (total time minus planned downtime, including maintenance, upgrades, etc.) as the denominator.; ; The numerator is the denominator value minus the time of any outages in the quarter (duration of all outages combined) to give the percentage of available uptime (2,193 actual hours available / 2,200 possible available hours = 99.7 availability).; ; An “outage” is defined as two consecutive monitor failures within a five-minute period, lasting until the condition has cleared
• Approach to resilience: The datacentre is geo-resilient across two or more UK or European Azure datacentres.
• Outage reporting: Via the customer forums and support site; banner alerts and status updates are issued.

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: Role based access controls are in place to determine appropriate access according to role.
• 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: User-defined
• Access to supplier activity audit information: Users have access to real-time audit information
• How long supplier audit data is stored for: User-defined
• 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: Zensai maintains a robust information security policy regime anchored on internationally recognised standards such as ISO/IEC 27001:2022 and ISO/IEC 27701:2019. ; ; Key controls include encryption of data in transit (TLS 1.2+) and at rest (AES-256), dedicated customer databases with logical segregation, quarterly vulnerability scans, 24/7 monitoring (via Microsoft Sentinel), incident response policies and defined breach-notification timeframes. ; ; Governance is embedded through a dedicated compliance and security function, with board-level oversight of the ISMS (Information Security Management System) and annual independent audits.; ; Policies are reviewed at least annually or when material changes arise.; ; n terms of reporting structure and policy-follow-through, Zensai uses a Security Operations Centre (SOC) for 24/7 monitoring, with clearly defined escalation and incident-management workflows.; ; Training and awareness are mandated for all staff, including annual refreshers, and subcontractors are required to adhere to the same standards.; ; Regular audits, risk assessments, and continuous monitoring ensure that policies are not only in place but actively followed and adapted to emerging threats.
• Software Security Code of Practice: Yes

Operational security

• Configuration and change management standard: Complies with a recognised standard, for example CSA CCM v4.0 or SSAE-18 / ISAE 3402
• Configuration and change management approach: The Change Management team use Jira change control systems and framework. The key objective is to protect the client production services from outage and disruption resulting from change.
• Vulnerability management type: Complies with a recognised standard, for example CSA CCM v4.0 or SSAE-18 / ISAE 3402
• Vulnerability management approach: Azure Sentinel – Cloud-native Security Information and Event Management (SIEM) system with built-in artificial intelligence (AI) for analytics & automated investigation and response (AIR) capabilities enabling our security operations team to operate more efficiently and effectively.; Azure Security Center Standard tier provides infrastructure vulnerability scanning, threat & anomaly detection, and intelligence for the network and Azure PaaS services used in the Learn365 architecture. The Security Center Recommendations are monitored daily, and action is taken immediately if vulnerabilities are found.
• Protective monitoring type: Supplier-defined controls
• Protective monitoring approach: All our services and personnel follow internal incident management procedures to ensure that we take proper precautions to avoid data breaches in the first place. Learn365 & the Microsoft Azure cloud services have specific security controls in place across platforms to detect and respond to compromises.; ; In the event of a breach, i.e. a breach of security leading to accidental or unlawful destruction, loss, alteration, unauthorised disclosure of, Data transmitted, stored, or otherwise processed, Zensai will without delay but no later than in 24 hours after becoming aware of it notify the Data Controller in writing in a prompt manner.
• Incident management type: Supplier-defined controls
• Incident management approach: To ensure timely detection and response to potential security incidents, our Security Operations Center (SOC) provides 24/7 monitoring of data activity of the Learn365 platform worldwide.; ; The SOC houses an incident response team that continuously monitors, overlooks, and analyses the platform for abnormal activity to ensure that potential cybersecurity incidents are correctly identified, analysed, defended against, investigated, and reported on.
• 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: Yes
• Free trial available: No

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

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

Non-mandatory Standards and certifications

• ISO/IEC 27001 certification: Yes
• Who accredited the ISO/IEC 27001: BSI
• ISO/IEC 27001 accreditation date: Friday 27 June 2025
• What the ISO/IEC 27001 doesn’t cover: Resource Central and ResourceXpress services
• ISO 28000:2022 certification: No
• ISO 9001 certification: Yes
• Who accredited the ISO 9001 certification: SJENI
• ISO 9001 accreditation date: Tuesday 4 March 2025
• What the ISO 9001 doesn’t cover: Resource Central and ResourceXpress services.
• Quality management systems (QMS): Yes
• CSA STAR certification: No
• PCI certification: No
• Cyber essentials: Yes
• Please provide your Cyber Essentials Certificate Number: 0af2500e-068a-4dca-b31a-9c9a55320510
• Cyber essentials plus: No
• Cyber Essentials Alternative: None of the criteria
• 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
    • 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
    • Entitlement to sick pay for the contract workforce, with provision in place for any staff who do not meet the earnings threshold for statutory sick pay, payment of sick pay from day one of absence and payment of staff on the contract workforce who are off sick a replacement income of 100% of their usual earnings for as long as possible
    • 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.

    • 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

    • Plans to respond flexibly and adapt approaches to community engagement and initiatives

  • 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 how to influence staff, suppliers, customers, communities and/or any other appropriate stakeholders through the delivery of the contract to support climate and nature protection and improvement

  • 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 the underlying factors affecting improvements to reduce barriers to entry and training schemes for the target cohort(s) related to the contract workforce
    • Understanding of issues relating to entering 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 info@essential.co.uk. Tell them what format you need. It will help if you say what assistive technology you use.