Hireserve Limited

Hireserve ATS

Hireserve ATS is a powerful Applicant Tracking System designed for in-house recruitment teams. Trusted by organisations in a diverse range of sectors, Hireserve ATS is used to streamline recruitment processes, to automate administration and to reduce the time and costs associated with internal hiring.

Features

• Cloud recruitment software, delivered in a SaaS model
• Job administration and management tools, creating, approving and posting jobs
• Unlimited automated workflows, forms, statuses and linked communications
• Candidate management tools, including killer questions and screening questions
• Integrations: job boards, social media, online testing, video interviewing
• Internal, external candidate portals for full self-service
• Confidential (blind) shortlisting and scoring facilities for Equality and Diversity
• Automated SMS to candidates and self-select interview scheduling
• Integration with onboarding and HR systems
• Real-time reporting including equality and diversity

Benefits

• Easy-to-use, supporting the end-to-end recruitment process with minimal training
• Real-time candidate and job data for invaluable recruitment campaign reporting
• Brand-replica careers sites, enhance employer branding and talent attraction
• Configurable application forms offer a sleek and positive candidate experience
• Reporting and recruitment spend cost-mapping
• Job alerts to build a pool of passive talent
• Social job sharing to reach maximum candidates in minimum time
• Automated tasks and processes save invaluable administrative time and costs
• Multiple job-board integrations for efficient job posting
• Meet DPA/ GDPR responsibilities, from data retention to automatic archiving

£4,600 a licence a year

• 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 danielr@peoplexcd.com. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 14

Service ID

412992099069443

Contact

Daniel​​​​ Rodriguez
07792 468580
danielr@peoplexcd.com

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: It is a complementary service offering to core HR systems - filling a common gap in functionality. With web APIs or file transfer, we can integrate with any HR system that supports integration, But we also have a complete integration with our hire-to-retire parent solution - XCD HR and Payroll.
• Cloud deployment model: Private cloud
• Service constraints: The service has no constraints
• System requirements: Buyers require a supported browser (IE, Edge, Firefox, Chrome, Safari)

User support

• Email or online ticketing support: Email or online ticketing
• Support response times: All support requests received will be added to the support database, generating a ticket number and given a priority. At that point, we will assign a named Hireserve Support Consultant to have responsibility for the ticket for Response and Resolution.; ; The main support admin is in the UK. We provide enhanced availability through additional support in the UK or India, Support is accessible Monday to Friday, excluding English Bank Holidays between the hours of 9.00am and 5.30pm.; ; Evidencing the quality of our support, our "fix-at-first-touch" rate is 54%, where we have provided an immediate resolution to any query.
• 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: No
• Onsite support: Yes, at extra cost
• Support levels: Customer care and support is a core priority of Hireserve. The support team is contactable directly via email or via telephone and for a high standard of customer service, each customer will have a primary account contact to perform the role of Technical Account Manager. Further measures included in the annual SaaS fees for all customers include:; ; -Customers can access the Hireserve Hub, a password protected online resource centre.; -We run Hireserve support clinics quarterly.; -We also run a Hireserve User Group annually.; -We also provide quarterly webinars and email newsletters.; -We undertake annual account review meetings.; -We offer software "how-tos", general Q&A, minor configuration changes and environment support via our Services Team from the Hireserve offices. ; ; Additional project-based work and on-site support / consultancy / training is priced according to our rate card. ; ; Additional details relating to SLAs can be found in our Service Definition Document.
• Support available to third parties: Yes

Onboarding and offboarding

• Getting started: We provide comprehensive implementation support for the Hireserve ATS from day 1, guided by a dedicated Implementation Consultant assigned to you.; ; Following Go-Live, we offer a variety of training options. There are 3 groups of employees who require training. This includes 'Super Users', regular 'HR Users' and ‘Hiring Managers’.; ; We recommend that 'Super Users' are involved during the implementation of Hireserve ATS and will therefore develop a working knowledge of the system during that process. To maximise efficiency, we have found 'Train the Trainer' approaches to be the most effective training method. This involves training 'Super Users' to pass on their first-hand knowledge of the system to 'HR Users' and ‘Hiring Managers’. ; ; We aim to be as flexible as possible. So, if this is not the most appropriate method for your organisation, we will discuss other approaches that may be more suitable. In particular, we deliver formal half or full-day training sessions when requested.; ; For user documentation, Hireserve ATS provides a comprehensive online ' Help' section within the system. Customers also have access to 'How-to' Guides, webinars and face-to-face support clinics free of charge.
• Service documentation: Yes
• Documentation formats: PDF
• End-of-contract data extraction: They will be provided with a link to download ZIP files within which their data is contained. This is drawn directly from the secure back end of the Hireserve ATS.; ; Avoiding lock-in and supporting GDPR compliance, all candidate documents can be extracted, not just CVs. The data covers jobs, candidates, candidate history, lookup values. Candidate CV documents are also included.; ; The format of the non-document data is CSV.
• End-of-contract process: At the end of the contract, we require a single payment to facilitate the provision of customer data in zipped CSV format. We will also include CV documents, application forms, job documents and other candidate document types as requested by the customer. For convenience, each type of document will be segregated into a separate zip file.; ; The cost of data offboarding is the equivalent to a single consultancy day.

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: Our service has an intuitive mobile design but all core functionality is available on mobile and desktop. ; ; Candidates can access the careers site via mobile or tablet. This is delivered as the base website template using a 'responsive design' or a custom-built website template designed for mobile (by Hireserve).; ; We have also developed a Hiring Manager portal designed for occasional users. It has clear navigation, at-a-glance metrics and an enhanced notification centre. On both mobile and desktop, this enables users to review notifications, approve vacancies, shortlist candidates and progress workflows anytime, anywhere, and from their desktop, smartphone or tablet.
• Service interface: No
• User support accessibility: None or don’t know
• API: Yes
• What users can and can't do using the API: Through our APIs, users can: ; ; -Load vacancies and associated documents; -Retrieve details of new hires (including associated documents); -Synchronise user accounts; -Retrieve live, filtered job listings in RSS, XML and JSON format; ; New APIs are also under development which are documented using Swagger.; ; By way of limitations, we do not support synchronisation of dropdown lists or organisation hierarchy.
• API documentation: Yes
• API documentation formats:
  • Open API (also known as Swagger)
  • HTML
• API sandbox or test environment: Yes
• Customisation available: Yes
• Description of customisation: This does not include software customisation but does include a wide range of options which can be configured to meet the unique needs of each customer.; ; Users implement these options using the screens provided within Hireserve ATS. For robust access and administration control, users who are permitted to customise the platform are identified by a system privilege of "System Administrator" being assigned.

Scaling

• Independence of resources: We undertake performance monitoring against defined thresholds. Support teams are notified as soon as a threshold has been breached and then research into possible causes is conducted.; ; To maintain availability for candidates and administrators, the system has been designed to be highly scalable and extremely efficient using elastic cloud and based on Oracle Cloud Infrastructure. We have in-built resilience to ensure that extra users utilising the system do not have any noticeable impact on other system users.

Analytics

• Service usage metrics: Yes
• Metrics types: Commonly accessed metrics include user access, candidate volumes, history records created within periods of time. For added value, integration with Google Analytics provides detailed candidate usage metrics.; ; To allow customers to create their own reports, we also provide a ReportBuilder tool.
• Reporting types:
  • 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
  • Other locations
• User control over data storage and processing locations: Yes
• Datacentre security standards: Managed by a third party
• Penetration testing frequency: At least every 6 months
• Penetration testing approach: Another external penetration testing organisation
• Protecting data at rest: Physical access control, complying with another standard
• Data sanitisation process: No
• Equipment disposal approach: Complying with a recognised standard, for example CSA CCM v.30, CAS (Sanitisation) or ISO/IEC 27001

Data importing and exporting

• Data export approach: All report "grids" provide an "Export to Excel" option. At the end of the contract (or at any other time subject to payment of the fee), customers can access an extract of their data in zipped CSV format and CV documents, application forms, job documents and other candidate document types as requested by the customer. Each document type will be segregated into a separate zip file.
• Data export formats: CSV
• 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: Based on Oracle Cloud Infrastructure, our SLAs for service availability are for 99.9% uptime percentage (but excluding any scheduled maintenance to the System notified to the Client in advance) ; ; If the System and Services are not available to these levels in any quarter, the Company shall promptly pay the Client on request a service credit of 10% of the annual hosted service fee pro-rated for that Quarter ("Service Credit").
• Approach to resilience: The essential principles are of redundancy using mirrored disks, multiple power supplies and network routes. We also deploy dual firewalls, an IDS, dual load-balancers, dual application servers and a clustered database server arrangement. All data is backed up and replicated to a disaster recovery site in near-real-time to enable resumption of service in another location with minimal risk of loss of data. Further details can be provided on request.
• Outage reporting: We provide details of any outages by e-mail initially to all identified key technical contacts and then all subsequent updates are communicated via a dashboard on the Hireserve Hub.

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: Hireserve ATS system users each have a set of privileges associated with them which govern which parts of the system and which features are available to them.; ; Support channels are open to all customer users. However, to ensure security, we will always validate that the request received is from a legitimate source and that any requests for system configuration change originate from an authorised user.
• 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 have access to real-time 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: Yes
• Who accredited the ISO/IEC 27001: Citation
• ISO/IEC 27001 accreditation date: 08/02/2024
• What the ISO/IEC 27001 doesn’t cover: There are only 2 exclusions from our ISO 27001 Statement of Applicability.; ; A.11.1.5 Working in secure areas. The only secure area within the business is the server and comms room which is covered by the certificate.; ; A.11.1.6 Delivery and loading areas. This is not applicable as Hireserve does not use a delivery or loading area.
• 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: All Hireserve ATS supply chain members have ISO 27001 accreditation.

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 robust information security policy and set of defined processes which are externally audited. These include: ; ; -All locations protected against cyber attack through physical and internet access controls. ; -Secure by design hardware and infrastructure with up to date patching policies. ; -Defined policies for the storage and retention of sensitive and PII data Incident and breach management process. ; -Training and Awareness for all staff and customers. ; ; Evidencing the robustness of our policies which are externally audited, we hold both Cyber Essentials and ISO27001 accreditation.

Operational security

• Configuration and change management standard: Supplier-defined controls
• Configuration and change management approach: All software components that Hireserve produces have a formal specification and each has a "security exposure profile" associated with it. This defines the impact that any breaches of security could have.; ; All code is tested against OWASP and all changes are specified, documented, evaluated by a Senior Technical Team Member before coding commences. This is followed by code review and security / functional test plan review to ensure no risk of security flaws being introduced.; ; Checklists /statuses are maintained throughout and all changes can be traced (also through the use of modern code repository tools) from origination through to deployment.
• Vulnerability management type: Supplier-defined controls
• Vulnerability management approach: The hosting environment is managed by Oracle on their OCI environment.; ; In addition, Hireserve implements application-level monitoring. This includes identification of unusual access patterns, high volumes of access from specific IP addresses / ranges or abnormal system load profiles. These all trigger alerts for our Technical and Services Team. The alerts contain information on the steps to be taken to address the scenarios encountered.; ; In addition, we monitor the CVE databases and receive notifications from software suppliers (e.g. Oracle).; ; To preserve system integrity, we deploy patches ASAP after identification (infrastructure and application code) and implement emergency downtime if necessary.
• Protective monitoring type: Supplier-defined controls
• Protective monitoring approach: The hosting environment is managed by Bytes MSP according to its ISO27001 certification, providing complex and evasive threat detection.; ; In the event of a compromise being identified, the facility being compromised will immediately be shut down whilst we determine and analyse the cause and impact. If impact is limited, the service will be re-enabled. Details of any compromise will be shared with the affected customer.; ; We ensure instant allocation of all relevant resources and retainment of these resources until resolution be assigning all incidents related to data security as Priority level 1 (targeted for resolution in 4 hours).
• Incident management type: Supplier-defined controls
• Incident management approach: The hosting environment is managed by Oracle on their OCI environment, with the infrastructure managed by DSP; ; We have a 'Security Incident Reporting Policy' to ensure that Hireserve can track security incidents and they are reported / resolved in the minimum amount of time. Users contact the Support team to report an incident.; ; We create an incident report to ensure investigation, corrective action and monitoring of results.; ; We will provide incident reports to affected customers via email to primary contact.

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

  • Fighting climate change
  • Covid-19 recovery
  • Tackling economic inequality
  • Equal opportunity
  • Wellbeing

  Fighting climate change

  To support the delivery of any Call-off contract in a manner which supports the UK Government’s Net Zero commitments, we maintain a robust environmental policy. This has also been reviewed in line with PPN 06/21 regarding carbon reduction.; ; To minimise the environmental impacts of our service, we implement a range of carbon reduction measures, including: ; ; -Recording data to support with calculation of Scope 1 and 2 emissions; -Energy and waste reduction initiatives such as a print reduction policy ; -Energy efficiency measures in partnership with property management agents such as the use of LED lighting; -Consideration of environmental credentials and performance of suppliers as part of our supplier selection processes; ; In regard to a key environmental impact of this service, to support your Net Zero goals, we also offer Oracle hosting for which energy usage will be based on 100% renewable energy by 2025. Oracle themselves have a public Net Zero by 2050 commitment.; ; In line with PPN 06/20 and the Social Value Model, we will also agree specific targets and measures with you at a Call-Off stage aligned to the theme of fighting climate change.

  Covid-19 recovery

  We will offer a service which supports post-covid resilience. ; ; Key solutions that we have offered to meet the criteria of this theme, which will apply for this service include: ; ; -To ensure service resilience and help improve workplace conditions as part of a COVID-19 recovery, we have implemented a flexible hybrid working model. Supporting with challenges such as balancing childcare and work, this has allowed employees to work where and when works best for them; -To support our workforce to manage the pressures created by COVID-19, we have implemented a Mental Health and Wellbeing Policy. This includes access to an Employee Assistance Programme, Mental Health First Aider ; -We maintained active employment for the majority of our workforce throughout the pandemic, and did use the furlough scheme for 2 individuals to ensure further protection of employment; ; In line with PPN 06/20 and the Social Value Model, we will also agree specific targets and measures with you at a Call-Off stage aligned to the theme of fighting Covid-19 recovery.

  Tackling economic inequality

  Through the delivery of our service, we will ensure that Call-Off contracts contribute positively to economic growth, including for business growth, jobs and skills. ; ; For every Call-Off contract, we will ensure positive impact through initiatives such as: ; ; -Partnering with agencies which help us to target underrepresented groups for employment and training opportunities (see example below). As evidence of this, we have recruited multiple armed forces leavers successfully aiding their adaptation to civilian life; -Talent development, with investment in graduate training and skills development for our wider workforce. All Managers are assigned a training budget in order to promote skills development to foster further career development to counter the sector’s skills shortages; -Seeking local supply chain partners wherever possible, including close to those clients’ focus areas for their own social value policies. Wherever possible, we seek Small-to-Medium Sized Enterprises as suppliers to ensure supply chain diversity.; ; Supporting this, our organisation are also members of Salesforce Talent Alliance. This is a commitment to develop new talent within the sector, focused on diversity and inclusive hiring practices which support us to identify underrepresented groups in the tech sector. This also ensure that we provide training to develop skills amongst otherwise underrepresented groups such as those from minority ethnic backgrounds, people with disabilities or veterans/their spouses.; ; As recognition of our support for potentially economically disadvantaged groups, we have won a Top Employer Award at the Working Mums Awards.; ; In line with PPN 06/20 and the Social Value Model, we will also agree specific targets and measures with you at a Call-Off stage aligned to the theme of tackling economic inequality.

  Equal opportunity

  As an organisation which is based on supplying HR technology, a core focus is to promote an environment of equal opportunities for our team, clients and services. As part of this, we maintain an Equality, Diversity and Inclusion Policy and associated procedure. ; ; For any Call-Off Contracts and associated opportunities, equality will be ensured through: ; ; -Making reasonable adjustments for employees with disabilities. For example, for partial hearing employees, we provision appropriate equipment.; -Monitoring, developing and renumerating our team in accordance to their abilities. To tackle workforce inequality, we make no distinction between individuals on the basis of gender, race, sexuality or any other protected characteristics.; -Undertaking blind recruitment and hiring practices for all applications for any vacancies, supported by the functionality of our Hireserve Applicant Tracking System; ; As part of our wider Corporate Social Responsibility and Code of Ethic, we maintain compliance with the Modern Slavery Act 2015. To manage risks, this includes ensuring that our supply chain is UK based and are audited to ensure the presence of suitable Modern Slavery statements as required.; ; As further evidence of our commitment to equal opportunities, we are a proud sponsor of HR Zone’s Culture Pioneers initiative which helps organisations build more inclusive and progressive cultures, prioritising learning and diversity. ; ; In line with PPN 06/20 and the Social Value Model, we will also agree specific targets and measures with you at a Call-Off stage aligned to the theme of promoting equal opportunity.

  Wellbeing

  We will maintain the health and wellbeing of our workforce through the implementation of our Mental Health and Wellbeing Policy. This includes: ; ; -An Employee Assistance Programme with free 24-hour counselling and health services; -Perkbox subscriptions with free workout, nutrition and mental health subscriptions; -A dedicated Mental Health First Aider; ; Through the use of these policies, our Managers will also have access to resources to help them spot signs of stress or concern within their teams. They will encourage teams to have a positive work-life balance and to avoid overworking, supported by a process of effective capacity and demand planning.; ; As an example of our wellbeing focus, in consultation with our teams, we have implemented a flexible hybrid working model. This ensures that all employees are able to work where and when works best for them. ; ; To support wider wellbeing in the community, we also support the Pledge 1% commitment. Through this, we support communities through the donation of profits and time on a project-by-project basis. We have also worked with charities, nominating annual charities and undertaking volunteering and fundraising events to raise money. ; ; Through working with us, you will also gain access to free newsletters and information in our resource centre including on the topic of wellbeing in recruitment and HR more widely.; ; As recognition of our work, we have featured as winners or finalists for awards programmes such as: ; -Inspire Business Awards Employer of the Year ; -Better Society Awards (Pro Bono Company of the Year; -Working Mums Awards (Various awards); ; In line with PPN 06/20 and the Social Value Model, we will also agree specific targets and measures with you at a Call-Off stage aligned to the theme of fostering wellbeing.

Pricing

• Price: £4,600 a licence a year
• Discount for educational organisations: No
• Free trial available: Yes
• Description of free trial: Full access the back office as an "end user" upon request. No access to site configuration options but ability to simulate HR and Manager user transactions. Time period by agreement.

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 danielr@peoplexcd.com. Tell them what format you need. It will help if you say what assistive technology you use.