IRIS SOFTWARE LIMITED

Staffology Payroll by IRIS

A HMRC recognised, API-Based Cloud payroll solution, bringing simplicity to payroll via an intuitive experience and intelligent payroll automation. Staffology is simple to setup, has vast array of features, and comprehensive API for seamless integration with many other systems.

Features

• HMRC Recognised (RTI & CIS)
• Pensions and Auto-Enrolment
• Payroll Automation
• Expenses & Benefits (P11D)
• API first
• Accounting integration
• Scottish and Welsh Payroll features
• CIS supported
• Create custom mapped imports to speed up reporting/importing
• Off-payroll workers functionality

Benefits

• Eliminate workarounds with our comprehensive payroll
• Accurate pension contributions and reporting
• Automated processes save time and improve accuracy
• HMRC submissions direct from software
• Payroll managers are in control with powerful functionality
• Customisable report packs
• Cloud-native and works through a web browser
• Automatic distribution and automatically finalize pay runs, emails payslips
• Pre-built connecter services for pensions, TA and accountancy
• Instant setup meaning your staff are paid on time

£580 a unit a month

• Free trial 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 BidTeam@iris.co.uk. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 14

Service ID

379227080798858

Contact

Bid Team
0344 225 1525
BidTeam@iris.co.uk

Service scope

• Software add-on or extension: Yes, but can also be used as a standalone service
• What software services is the service an extension to: Staffology HR by IRIS
• Cloud deployment model: Private cloud
• Service constraints: None
• System requirements:
  • Latest version of modern browser
  • Internet connection

User support

• Email or online ticketing support: Email or online ticketing
• Support response times: Our support KPIs are: 88% of tickets resolved within 48 working hours (tickets worked in order of priority) 92% ticket satisfaction.; Support hours are Monday to Friday only, excluding bank holidays.
• User can manage status and priority of support tickets: Yes
• Online ticketing support accessibility: None or don’t know
• Phone support: No
• Web chat support: Web chat
• Web chat support availability: 9 to 5 (UK time), Monday to Friday
• Web chat support accessibility standard: None or don’t know
• How the web chat support is accessible: Via Community Portal (web based)
• Web chat accessibility testing: None
• Onsite support: No
• Support levels: Web chat support only, included in licence cost. No customer facing support levels.
• Support available to third parties: Yes

Onboarding and offboarding

• Getting started: Online Help, Interactive help, New Feature walk throughs
• Service documentation: Yes
• Documentation formats: HTML
• End-of-contract data extraction: Users can extract their data via CSV export or the use of standard reports when the contract ends.
• End-of-contract process: At the end of the contract access to the system is removed but data is retained for a period as per UK payroll legislation, after which it is deleted. This is included in the cost of the contract.

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Internet Explorer 11
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari
• Application to install: No
• Designed for use on mobile devices: No
• Service interface: No
• User support accessibility: None or don’t know
• API: Yes
• What users can and can't do using the API: When you connect the Staffology API to your HR, accounting, payment, or time and attendance software. In a few simple clicks, you can seamlessly sync Staffology payroll features (including PAYE, pension, and more) to other applications.
• API documentation: Yes
• API documentation formats: Open API (also known as Swagger)
• API sandbox or test environment: No
• Customisation available: No

Scaling

• Independence of resources: Currently the application resources are sized to support the existing customer base at peak times. Work is in progress to enable auto horizontal scaling.

Analytics

• Service usage metrics: Yes
• Metrics types: Datadog provides monitoring of the platform. Gainsight provides usage data to allow us to identify areas of the application to improve and also to surface tips and advice to customers.
• Reporting types: Real-time dashboards

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: Another external penetration testing organisation
• Protecting data at rest: Encryption of all physical media
• Data sanitisation process: No
• Equipment disposal approach: A third-party destruction service

Data importing and exporting

• Data export approach: Users export their data via CSV.
• Data export formats:
  • CSV
  • Other
• Other data export formats:
  • Excel
  • PDF
• Data import formats:
  • CSV
  • Other
• Other data import formats:
  • Excel
  • XML

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: Except during routine maintenance and upgrades, IRIS will use reasonable endeavours to ensure that Staffology Payroll is available at least 98% of the time within each calendar month between the hours of 8.00 am and 8.00 pm.
• Approach to resilience: Hosted in Azure Cloud. Regular backups in place.
• Outage reporting: Datadog active monitoring and alerting in place to alert internal teams. Service status API available for customers to query.

Identity and authentication

• User authentication needed: Yes
• User authentication: Username or password
• Access restrictions in management interfaces and support channels: Those with support level access can only view companies which have support access enabled. This is set by the customer.
• Access restriction testing frequency: At least once a year
• Management access authentication: 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: User-defined
• Access to supplier activity audit information: Users contact the support team to get audit information
• How long supplier audit data is stored for: User-defined
• How long system logs are stored for: User-defined

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: No

Security governance

• Named board-level person responsible for service security: Yes
• Security governance certified: No
• Security governance approach: Staffology Payroll is subject to annual 3rd party security penetration testing and security scanning as part of deployment pipelines to ensure it remains secure and we act on the findings within pre-determined time scales to remediate any issues; ; The solution is also governed by IRIS Group ISMS, comprising of a suite of policies and procedures.
• Information security policies and processes: IRIS operates using a full suite of internal policies and processes - including but not limited to:; ISMS Acceptable use policy; ISMS Access control; ISMS Anti-virus; ISMS Communication and mobile devices; ISMS Computer systems and equipment use; ISMS Cybercrime and security incidents; ISMS Email policy; ISMS Information management; ISMS Internet use; ISMS Laptop and tablet security policy; ISMS Legal compliance; ISMS Password and authentication policy; ISMS Physical access policy; ISMS Remote access policy; ; Security and management of data are in line with established IRIS Group policies and procedures. We have Group IT governance and a DPO. All staff are data security trained. We commission independent Software Penetration Testing at least annually. Our penetration testing provider performs both manual and automated tests against our software in both a “black” and “white” box fashion.; ; Reporting structure: ; All IRIS staff are responsible for compliance with data protection in line with IRIS policies and procedures. The Chief Information Officer (CIO) has ultimate responsibility for enforcement of policies and procedures. ; ; IRIS has a Group Data Protection Policy. Staff who may have access to your data – for example in relation to Support or Professional Services are required to operate to standard operating procedures.

Operational security

• Configuration and change management standard: Supplier-defined controls
• Configuration and change management approach: Change management controls have been implemented to ensure satisfactory control of all changes. Major architectural changes are reviewed by an architecture review board (ARB) for security, service level, and complexity issues. All versions due for release to any customer must have prior undergone Staffology Payroll’s Quality Assurance and Release Management process to ensure that changes to issued software are controlled, have been thoroughly tested, and are of high quality. Management process to ensure that changes to issued software are controlled, have been thoroughly tested, and are of high quality.
• Vulnerability management type: Supplier-defined controls
• Vulnerability management approach: IRIS Group IT and the Staffology Payroll Team ensure that internal systems are regularly patched with the operating system and software updates.
• Protective monitoring type: Supplier-defined controls
• Protective monitoring approach: Potential compromises are identified via a combination of Penetration testing and ongoing monitoring.; We act on the findings within pre-determined time scales to remediate any issues.
• Incident management type: Supplier-defined controls
• Incident management approach: Personal data incidents are investigated by the Staffology Payroll Support & Development Information Asset Managers and in accordance with the IRIS group Incident Reporting and investigation procedure. The investigation will involve and be validated by the Group Data Protection Officer who will inform and advise the Staffology Payroll Information Asset Owner regarding communication to the affected customer or customers directly without any undue delay and also will inform the Information Commissioner’s Office as appropriate.

Secure development

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

Public sector networks

• Connection to public sector networks: No

Social Value

• Social Value:

  Social Value

  • Equal opportunity
  • Wellbeing

  Equal opportunity

  We are committed to ensuring equal opportunities at IRIS. Our CEO, Elona Mortimer-Zhika, celebrates diversity in our workplace and expects the culture and environment of IRIS to be based on mutual respect and free from discrimination. We are committed to delivering a competitive and fair employment environment. We put equality, diversity, and inclusion at the forefront of our decisions, monitor progress, take action to continually improve, and be transparent with our findings. We have a zero-tolerance approach to discrimination based on protected characteristics and any allegations of discrimination will be dealt with in line with our Disciplinary policies. We have several wellbeing groups, including Unique which provides support for physical or mental health conditions or neurodivergent people. We provide a variety of training schemes to all employees, regardless of any protected characteristic, and encourage progression through our organisation.; ; We are passionate about gender equality and are committed to building a diverse workforce. We have continued to invest in our range of programmes to support gender equality and support the women of IRIS so they can reach their full potential. These initiatives ensure that we continue to focus on making IRIS a great place to work, enable our people to flourish, improving gender pay equality and providing equal opportunity for all. IRIS Groups championing of women in leadership has been recognised as a Great Place to Work for Women. The executive team comprises of three female leaders and 11 male leaders. ; Our Modern Slavery Policy sets out the ways in which we identify and manage the risks of modern slavery as a business, including risk assessment, risk mitigation and staff training. IRIS reviews all material suppliers and assesses whether any risks of slavery or human trafficking arise.

  Wellbeing

  We are committed to engaging, supporting and empowering our workforce. We create an environment where they feel part of a team; from regular global company updates to social evenings and charity events. We’re a UK Best Workplaces™ for Wellbeing. We have over 40 Mental Health First Aiders, have a weekly workplace support group and offer a free Employee Assistance Programme and bereavement counselling. We have several wellbeing groups and celebrate diversity. We offer colleagues a cycle scheme, private medical insurance and reduced gym memberships. We hold company fitness challenges and provide free fitness sessions. We’re proud to be a Real Living Wage employer, provide UK cost of living support, offer a tech and car scheme and give access to money coaches, workplace ISAs and pension, life assurance and critical illness cover. We seek our employees feedback on benefits that matter to them.; We give our employees three ‘Giving Back’ days a year on top of their annual holiday entitlement to support local community and national charitable cause. Employees are encouraged to actively give their time and skills to fundraise for a charity of their choice and volunteer on community projects, including being a school governor, charity trustee, reading with school children through the Benchmark scheme, mentoring in schools and running money management courses, both externally in conjunction with charities and schools, as well as internally with IRIS employees.

Pricing

• Price: £580 a unit a month
• Discount for educational organisations: No
• Free trial available: Yes
• Description of free trial: Full functionality for Staffology Payroll, partial functionality for Staffology Bureau
• Link to free trial: https://www.staffology.co.uk/payroll-software/

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