VACANCY FILLER LIMITED

Recruitment Applicant Tracking System

A cloud-based Applicant Tracking System that manages the full recruitment lifecycle, including vacancies, applications, shortlisting, interviews, offers, and reporting. Delivered as SaaS with no local installation.

Features

• Configurable vacancy workflows with multi-stage recruitment processes.
• Branded candidate portals for consistent, professional applicant experience.
• Structured application forms with custom fields and validation controls.
• Automated screening and shortlisting tools for efficient candidate assessment.
• Interview and event scheduling with calendar integration.
• Role-based access controls for secure user permissions.
• Agency management tools for external recruiter submissions.
• EDI and recruitment reporting dashboards for compliance analysis.
• REST API for HR, payroll, and identity integrations.
• Secure cloud SaaS delivery with managed updates and monitoring.

Benefits

• Reduce time-to-hire through streamlined, automated recruitment processes.
• Improve candidate experience with clear communication and user-friendly portals.
• Increase recruitment consistency using standardised workflows and forms.
• Enhance compliance with auditable hiring steps and EDI reporting.
• Support high-volume hiring with efficient screening and filtering tools.
• Reduce administrative workload through automation and templates.
• Improve hiring manager visibility with real-time dashboards and statuses.
• Strengthen data security with controlled access and encrypted storage.
• Enable data-driven decisions using recruitment and diversity analytics.
• Simplify IT operations with fully managed SaaS delivery.

• Education pricing available
• 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 richard.ford@hireroad.com. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 15

Service ID

442153450299727

Contact

Richard Ford
01509 975182
richard.ford@hireroad.com

About your service

• Service categories:

  Applications

  Enterprise resource management

  Human capital management

  • Talent Management Applications
• Multi cloud support: No

Service scope

• Software add-on or extension: No
• Cloud deployment model: Public cloud
• Service constraints: The service may experience brief planned maintenance during agreed windows, and requires supported web browsers and internet connectivity. Customisation is limited to configuration options within the standard SaaS platform.
• System requirements:
  • Modern browser: Chrome, Edge, or Firefox with JavaScript enabled.
  • Stable internet connection over HTTPS (port 443).
  • Email access for notifications and system communications.
  • Cookies enabled for secure session management.
  • Desktop or laptop device with updated operating system.
  • Pop-up permissions enabled for certain functions.
  • PDF viewer for exported reports and documents.
  • Admins require access to organisation email settings.
  • Optional SSO requires compatible identity provider.
  • No local installation or VPN required.

User support

• Email or online ticketing support: Yes
• Support response times: We respond to all support queries within the standard SLA, typically within business hours (9–5 UK time, Monday to Friday). Higher-priority issues receive faster initial responses. Weekend and bank holiday responses occur on the next working day unless otherwise agreed.
• 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: No
• Onsite support: No
• Support levels: We provide standard support with priority-based response targets for incidents and service requests. Higher-severity issues receive faster responses at no additional cost. An assigned Account Manager provides regular reviews and acts as the main escalation point. Enhanced support options, such as extended hours or dedicated technical assistance, can be offered as a chargeable add-on.
• Support available to third parties: Yes

Onboarding and offboarding

• Getting started: We provide structured onboarding that includes configuration support, online training sessions, and access to user and administrator documentation. A dedicated implementation lead guides setup, testing, and go-live activities to help users adopt the service quickly.
• Service documentation: Yes
• Documentation formats:
  • PDF
  • Other
• Other documentation formats:
  • Online Helpdesk
  • In-App product support
• End-of-contract data extraction: Users can export all required data through built-in reporting and export tools or receive bulk extracts via secure transfer methods before contract closure. All data extraction processes follow GDPR requirements for secure handling and lawful transfer of personal data.
• End-of-contract process: At contract end, users can export their data and access the service until the agreed termination date. After closure, user access is removed and data is securely deleted or anonymised in line with GDPR and retention policies. Standard offboarding, data export via built-in tools, and account closure are included in the contract price. Large bespoke exports, extended access periods, or migration support may incur additional costs.
• Documentation accessibility standard: WCAG 2.2 AA

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Microsoft Edge
  • Firefox
  • Chrome
• Application to install: No
• Designed for use on mobile devices: No
• Service interface: Yes
• User support accessibility: WCAG 2.2 AA
• Description of service interface: The service is accessed through a secure, role-based web interface for administrators, hiring managers, recruiters, and candidates. Navigation, workflows, and forms adapt to user permissions, providing streamlined access to recruitment tasks.
• Accessibility standards: WCAG 2.2 AA
• Accessibility testing: The interface is tested using screen readers, keyboard-only navigation, and common assistive tools to validate accessibility, usability, and compliance with WCAG requirements.
• API: No
• Customisation available: Yes
• Description of customisation: Buyers can customise workflows, forms, branding, email templates, vacancy templates, and user permissions. Customisation is done through the admin interface using configuration options without code changes. Only authorised administrators with the appropriate permissions can make these changes.

Scaling

• Independence of resources: Each customer operates in a multi-tenant system with separate databases, and resource usage is monitored to ensure appropriate capacity. The platform automatically scales to handle increased demand, preventing one organisation’s activity from impacting another.

Analytics

• Service usage metrics: Yes
• Metrics types: We provide metrics on vacancy activity, application volumes, stage progression, time-to-hire, source performance, and EDI reporting. Administrators and hiring managers can view real-time dashboards and export reports for analysis.
• Reporting types:
  • API access
  • Regular reports
  • Reports on request
• Resource tagging: No
• FOCUS resource tagging: No

Resellers

• Supplier type: Not a reseller

Staff security

• Staff security clearance: Conforms to BS7858:2019
• 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: No
• Datacentre security standards: Complies with a recognised standard (for example CSA CCM version 4.0)
• Penetration testing frequency: At least once a year
• Penetration testing approach: NCSC approved service provider
• Protecting data at rest:
  • Physical access control, complying with CSA CCM v4.0
  • 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 Erasure

Data importing and exporting

• Data export approach: Users can export their data using built-in reporting and download tools or via API-based extraction. Bulk exports can also be provided through secure transfer methods when required.
• Data export formats:
  • CSV
  • Other
• Other data export formats: PDF
• Data import formats: Other
• Other data import formats: PDF

Data-in-transit protection

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

Availability and resilience

• Guaranteed availability: 5/9 uptime via elastic containers and AWS multizone layout
• Approach to resilience: Available upon request
• Outage reporting: Dashboard and email

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: All management interfaces are behind a Microsoft IDP and users 2FA to access management interfaces
• 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: 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

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: Continuous static and dynamic scanning via NIST standards
• Software Security Code of Practice: Yes

Operational security

• Configuration and change management standard: Supplier-defined controls
• Configuration and change management approach: All changes tracked in Jira and continuously monitored for vulnerability and license issues via Snyk
• Vulnerability management type: Complies with a recognised standard, for example CSA CCM v4.0 or SSAE-18 / ISAE 3402
• Vulnerability management approach: Multidimensional assessment around surface attack area, probability, and impact, all zero day issues are resolved same day, critical and high items are remediated before code is released to production, threats come from AWS and Synk
• Protective monitoring type: Supplier-defined controls
• Protective monitoring approach: AWS logging and alerting infrastructure, issues are reviewed in real-time and remediated
• Incident management type: Supplier-defined controls
• Incident management approach: Well defined escalation tree and incident management procedures are in place to address any system uptime issues, component issues, to security incidents, major incidents are escalated to CTO and all artifacts are tracked in Jira.
• Post-quantum cryptography secure: Yes

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

Pricing

• Discount for educational organisations: Yes
• Free trial available: Yes
• Description of free trial: A time-limited trial environment can be offered on a case-by-case basis and requires collaboration from the buyer for configuration purposes. It includes core ATS functionality for evaluation only. Data migration, integrations, and live recruitment use are not included. The trial is available for a short, agreed evaluation period.

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

• Less than £250,000: 0%
• Between £250,000 and £500,000: 3%
• Between £500,001 and £1,000,000: 6%
• Between £1,000,001 and £2,500,000: 9%
• Between £2,500,001 and £5,000,000: 13%
• Over £5,000,001: 16%

Non-mandatory Standards and certifications

• ISO/IEC 27001 certification: Yes
• Who accredited the ISO/IEC 27001: BSI Group ANZ Pty Limited
• ISO/IEC 27001 accreditation date: Monday 25 November 2024
• What the ISO/IEC 27001 doesn’t cover: N/a
• ISO 28000:2022 certification: No
• ISO 9001 certification: No
• Quality management systems (QMS): No
• CSA STAR certification: No
• PCI certification: No
• Cyber essentials: No
• Cyber Essentials Alternative: None of the criteria
• 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
    • 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
    • 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
    • Activities that support an environment where staff are educated about, and feel empowered to, address their physical wellbeing
    • Activities that support an environment where staff are educated about and feel empowered to report and address bullying and harassment
    • Payment of more than the National Minimum Wage or National Living Wage (as appropriate) to the contract workforce
    • Monitoring and reporting of gender and ethnicity pay gaps and plans to address them where necessary
    • 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
    • Outline policies and practices to be applied to or put in place for the contract to mitigate and manage modern slavery risks, including: Pre-employment checks, recruitment practices. Workplace conditions, safeguarding plans and processes in place and regular monitoring with relevant groups considered, which may include sampling
    • How to ensure business decisions re: price/cost, short lead times, payment timescales do not create modern slavery risks in the supply chain

  • 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.

    • Support for educational attainment relevant to the contract, including training schemes that address skills gaps and result in recognised qualifications
    • 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: 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
    • 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 6: Employment and training: For those who face barriers to employment

    • Understanding of employment and skills issues, and of the skills and employment shortages of high growth sectors relating to the contract
    • Understanding of the issues affecting the representation of disabled people in the workforce in the market, industry or sector relevant to the contract, and in the supplier’s own organisation and those of its key sub-contractors
    • Working conditions which promote an inclusive working environment and promote retention and progression
    • Understanding of the issues affecting inequality in employment, skills and pay in the market, industry or sector relevant to the contract, and in the supplier’s own organisation and those of its key sub-contractors. Measures to tackle inequality in employment, skills and pay in the contract workforce

  • 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 issues affecting the development of new skills by target cohort
    • 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
    • Inclusive and accessible recruitment practices, development practices and retention policies that support-focused activities including those provided in the Guide for line managers on recruiting, managing and developing which support people with a disability or health condition

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 richard.ford@hireroad.com. Tell them what format you need. It will help if you say what assistive technology you use.