ITHINK 365 LIMITED

iThink Connect SmartFlo

SmartFlo operates entirely within Microsoft 365, using Teams meeting transcripts and structured data to generate branded, structured documents. Custom templates stored in SharePoint ensure consistency, while optional workflow automation via Power Automate or secure webhooks integrates outputs with existing business processes, reducing manual effort and improving productivity across the organisation.

Features

• Converts Microsoft Teams meeting transcripts into structured, branded documents automatically.
• Applies custom templates and organisational branding for consistency.
• Integrates with Microsoft 365 to access meeting metadata and context.
• Drives post‑meeting business processes through Microsoft 365 workflow integrations
• Provides role‑based access and enterprise‑grade security within Microsoft 365.
• Generates documents tailored to specific meeting types and organisational processes.
• Delivers real-time document generation within Microsoft Teams interface.
• Maintains data security, encryption, and tenant-level logical segregation.
• Tracks usage, errors, and workflow execution for auditing and optimisation.

Benefits

• Automatically creates professional meeting documents directly from Teams transcripts
• Reduces post-meeting admin time and follow-up workload.
• Ensures consistent document structure, tone, and branding across teams.
• Scales organisation-wide, supporting multiple departments and user roles.
• Automate your meeting related business processes
• Improves governance and compliance by maintaining accurate meeting records.
• Enables faster decision-making through timely, actionable insights.
• Empowers teams with self-service, ready-to-use meeting outputs.
• Minimises risk of missed actions or overlooked opportunities.
• Increases staff productivity by reducing manual work.

• 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 sales@ithink365.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

708716508399074

Contact

Simon Doy
+447766542957
sales@ithink365.co.uk

About your service

• Service categories:

  Applications

  Collaborative

  • Team collaboration
• Multi cloud support: No

Service scope

• Software add-on or extension: No
• Cloud deployment model: Public cloud
• Service constraints: SmartFlo features depend on Microsoft 365 licensing, data access permissions, and cloud availability. Certain capabilities may vary by region or Microsoft release schedule. Planned maintenance is carried out by Microsoft and scheduled outside business hours, with prior notice provided where possible.
• System requirements:
  • Active Microsoft 365 subscription with Microsoft Teams
  • Supported web browser: latest Edge, Chrome, or Firefox versions.
  • SmartFlo licence assigned per user for transcript processing.
  • Microsoft Entra ID for identity and secure authentication
  • Access to Microsoft Teams desktop or web app.
  • SharePoint site permissions to store templates and generated documents.
  • Compliance with Microsoft security and data protection standards.
  • Stable internet connectivity
  • Optional: Azure or Power Automate Premium for workflow automation integration

User support

• Email or online ticketing support: Yes
• Support response times: Response times: Business hours (Monday–Friday, 09:00–17:00): initial response within 4 hours. Out-of-hours, weekends and public holidays: initial response within 24 hours. Critical issues are prioritised and escalated immediately where necessary.
• 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: Yes, at extra cost
• Support levels: IThink 365 offers three Microsoft 365 support packages — Gold, Silver and Bronze — each designed to suit different business needs.; Gold Support: 4‑hour response time, 16 hours of support per month, and four quarterly review and recommendation sessions. Ideal for organisations needing rapid, proactive support and regular strategic guidance.; Silver Support: 8‑hour response time, 10 hours of support per month, and two half‑yearly review sessions. A balanced option combining responsive support with periodic expert reviews.; Bronze Support: 8‑hour response time, 6 hours of support per month, and one annual review session. A cost‑effective choice for businesses seeking essential support and yearly strategic input.; All packages include access to Microsoft 365 specialists, flexible monthly or annual payment options, and a three‑month rolling contract. Review sessions provide tailored insights, the latest Microsoft 365 updates, and practical recommendations to help organisations stay competitive and get the most from their Microsoft 365 investment.; Prices are available on request and depend on organisation size.; All support is delivered by trained staff experienced in Microsoft 365.
• Support available to third parties: Yes

Onboarding and offboarding

• Getting started: We provide comprehensive onboarding support to ensure successful adoption. This includes face to face and online training sessions tailored for end-users and administrators, step-by-step user documentation, and quick-start guides for configuration and governance. We also offer change management support and optional face to face and virtual workshops to build confidence in using Copilot effectively. Our approach focuses on practical, role-based enablement so users can immediately apply Copilot features to everyday tasks.
• Service documentation: Yes
• Documentation formats: PDF
• End-of-contract data extraction: All customer data remains within the Microsoft 365 tenant and under the organisation’s control throughout the contract. When the contract ends, users can extract data using standard Microsoft 365 tools such as Microsoft Graph API, Power Platform connectors, and export features in Microsoft 365 apps (e.g., Excel, SharePoint, Teams). We provide guidance and documentation to support secure data export and ensure compliance with organisational policies. No proprietary data is stored outside the customer’s Microsoft environment, so extraction does not require additional tools or charges.
• End-of-contract process: At the end of the contract, all data and configuration remain within your Microsoft 365 tenant. iThink 365 does not store your data, so ownership and control stay with you. We follow a structured offboarding process to ensure a smooth transition, including confirming administrative roles and providing guidance on exporting any reports or documentation created during the enablement phase. A handover session and configuration summary are included in the contract price. Additional costs apply if extended support or hands‑on extraction is required. Our goal is to make the process simple, secure, and aligned with your governance requirements.
• Documentation accessibility standard: WCAG 2.2 AA

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: SmartFlo functionality is available on mobile for supported Microsoft 365 apps. Some advanced features may be limited on mobile compared to desktop.
• Service interface: Yes
• User support accessibility: WCAG 2.2 AA
• Description of service interface: SmartFlo is accessed within Microsoft Teams. Users interact with SmartFlo through the Smart Flo application.
• Accessibility standards: WCAG 2.2 AA
• Accessibility testing: SmartFlo uses standard Microsoft 365 interfaces, including Microsoft Teams and SharePoint, which are designed and tested by Microsoft to support accessibility features such as screen readers, keyboard navigation, and high‑contrast modes. SmartFlo outputs are generated within these interfaces and inherit Microsoft 365 accessibility capabilities.
• API: No
• Customisation available: Yes
• Description of customisation: Users can customise SmartFlo by defining document templates, branding, and structured sections to align with organisational processes and styles. Configuration is performed through the SmartFlo interface using built‑in tools, where authorised users select templates and determine how meeting content is structured in outputs. End users can influence document outputs by participating in meetings and selecting relevant sections or actions, but cannot modify templates or configuration settings. All configuration and generated content operates within the customer’s Microsoft 365 environment, inheriting Microsoft’s security, governance, and data residency controls.

Scaling

• Independence of resources: Our service runs entirely within Microsoft’s cloud infrastructure, which is designed for multi-tenant scalability and high availability. Microsoft 365 and Power Platform services use elastic scaling and load balancing to ensure consistent performance regardless of demand. Each customer’s data and configuration remain isolated within their own tenant, so usage spikes from other organisations do not impact your environment. Microsoft’s global datacentres provide geo-redundancy and automated failover, and service-level agreements (SLAs) guarantee uptime and responsiveness. Continuous monitoring and proactive resource management further ensure that performance remains stable under varying workloads.

Analytics

• Service usage metrics: Yes
• Metrics types: We provide adoption and usage reporting through the SmartFlo dashboard. The data can be requested for export to provide usage statistics.
• 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: Baseline Personnel Security Standard (BPSS)

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: Complies with a recognised standard (for example CSA CCM version 4.0)
• Penetration testing frequency: At least once a year
• Penetration testing approach: In-house
• Protecting data at rest: Other
• Other data at rest protection approach: Data at rest is protected using Microsoft 365’s built-in encryption (AES-256) across all storage media. Tenant data is logically segregated, with strict access controls, secure key management, and redundancy across data centres. Physical access is restricted and monitored by Microsoft, ensuring resilience and compliance with public sector security standards.
• 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: Customer data can be configured to be held within their own Azure subscription and Microsoft 365 tenant, ensuring full ownership and control. Users can export content using standard Azure tools.
• Data export formats:
  • CSV
  • Other
• Other data export formats:
  • Excel
  • JSON
• Data import formats:
  • CSV
  • Other
• Other data import formats:
  • Excel
  • JSON

Data-in-transit protection

• Data protection between buyer and supplier networks:
  • Private network or public sector network
  • TLS (version 1.2 or above)
• Data protection within supplier network:
  • TLS (version 1.2 or above)
  • Other
• Other protection within supplier network: Data within the service network is protected using Microsoft 365’s built‑in security controls, including encryption at rest (AES‑256), tenant isolation, access controls, and secure authentication. Customer data within Microsoft 365 is logically segregated per tenant, ensuring confidentiality, integrity, and protection against unauthorised access.

Availability and resilience

• Guaranteed availability: The service is delivered as a cloud-hosted SaaS solution with Microsoft’s guaranteed availability of 99.9% for Microsoft Azure services.
• Approach to resilience: The service is delivered as a cloud-hosted SaaS solution built on Microsoft 365 and Azure, which provides enterprise-grade resilience. Microsoft ensures high availability through redundant architecture, geo-paired regions, and automated failover. Continuous monitoring and proactive maintenance minimise downtime, and planned maintenance is scheduled outside business hours with advance notice. Detailed architecture and failover design are available on request.
• Outage reporting: The service reports outages through email alerts and a built in news feed.; We are working on a public dashboard to notify users of service outages.

Identity and authentication

• User authentication needed: Yes
• User authentication:
  • Multi-Factor Authentication (MFA)
  • Public key authentication (including by TLS client certificate)
  • Identity federation with existing provider (for example Google Apps)
  • Limited access network (for example PSN)
  • Dedicated link (for example VPN)
  • Username or password
• Access restrictions in management interfaces and support channels: Access to management interfaces and support channels is restricted through Microsoft’s security framework and our governance model. Administrative access uses Microsoft Entra ID with MFA and role‑based permissions. Only authorised administrators can manage Copilot configuration, Microsoft 365 security settings, and governance controls. Privileged operations are logged and monitored through Microsoft 365 audit logs. Support channels require authenticated accounts, and iThink 365 access is granted only when needed for support and removed immediately after engagement. This ensures all management and support interactions remain secure, auditable, and compliant with organisational policies.
• Access restriction testing frequency: At least every 6 months
• Management access authentication:
  • Multi-Factor Authentication (MFA)
  • Public key authentication (including by TLS client certificate)
  • Identity federation with existing provider (for example Google Apps)
  • Limited access network (for example PSN)
  • Dedicated link (for example VPN)
  • 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: User-defined

Security governance

• Named board-level person responsible for service security: Yes
• Security governance certified: Yes
• Security governance standards: Other
• Other security governance standards: Cyber Essentials
• Information security policies and processes: The service follows Microsoft 365’s comprehensive information security policies and processes, aligned with public sector security standards. These cover access control, data protection, incident management, change management, and monitoring. Reporting structure: Security responsibilities are defined across organisational and technical teams. A designated Security Officer oversees compliance, reporting directly to senior management. All incidents are logged, escalated, and reviewed according to severity, with documented mitigation steps. Policy enforcement: Access is controlled using role-based permissions and multi-factor authentication. Users are required to follow security best practices, while administrative and operational activity is monitored through audit logs. Regular training ensures staff understand and adhere to policies. Security reviews, internal audits, and automated monitoring help maintain compliance. Incident response: Any suspected breaches trigger immediate investigation and reporting, following a formal escalation process. Lessons learned are applied to update policies, configurations, and controls. This structured approach ensures that the service maintains data confidentiality, integrity, and availability, while providing public sector organisations with clear visibility of security governance and adherence to recognised standards.
• 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 service follows formal configuration and change management processes aligned with recognised standards (CSA CCM v4.0, SSAE-18/ISAE 3402). All components, including workflows, APIs, integrations, and infrastructure, are tracked through their lifecycle with version control and documented histories. Proposed changes are assessed for security and operational impact, tested in a controlled environment, and approved by authorised personnel. Audit logs and monitoring tools track all changes, ensuring compliance and transparency. This approach maintains service stability, security, and reliability, allowing updates, enhancements, and patches to be deployed safely while providing public sector organisations with a fully auditable and controlled change process.
• Vulnerability management type: Complies with a recognised standard, for example CSA CCM v4.0 or SSAE-18 / ISAE 3402
• Vulnerability management approach: The service follows a structured vulnerability management process aligned with recognised standards (CSA CCM v4.0, SSAE-18/ISAE 3402). Potential threats are assessed through automated scans, internal security reviews, and threat intelligence from Microsoft Security, CERT-UK, and other recognised sources. Risks are prioritised by severity and impact on workflows, data, and integrations. Security patches are tested in a controlled environment and deployed promptly, with critical vulnerabilities addressed as quickly as possible. Continuous monitoring and audit logs ensure emerging threats are identified and remediated, maintaining service security, operational continuity, and compliance for public sector organisations.
• Protective monitoring type: Complies with a recognised standard, for example CSA CCM v4.0 or SSAE-18 / ISAE 3402
• Protective monitoring approach: Identifying compromises: Continuous monitoring of workflows, APIs, system logs, and network activity detects anomalies, suspicious behaviour, or potential security breaches. Automated alerts and threat intelligence feeds from Microsoft Security and CERT-UK support rapid identification of risks. Responding to incidents: Once a potential compromise is detected, incidents are escalated according to severity. Investigation and containment measures are initiated immediately, including isolating affected components and applying mitigation steps. Response time: Critical incidents are addressed as quickly as possible, with formal incident reporting and post-incident review. Lessons learned inform updates to security controls and procedures.
• Incident management type: Complies with a recognised standard, for example, CSA CCM v4.0 or ISO/IEC 27035:2011 or SSAE-18 / ISAE 3402
• Incident management approach: The service has defined incident management processes aligned with recognised standards. Pre-defined procedures cover common events, including service outages, security breaches, and workflow failures. Users report incidents via email or the online ticketing portal, with prioritisation based on severity. Incidents are logged, investigated, and escalated as needed, with containment and mitigation measures applied promptly. Users receive updates throughout the resolution process, including incident summaries and post-incident reports detailing causes, actions taken, and lessons learned. Continuous review ensures procedures are improved over time, maintaining operational continuity, transparency, and compliance while protecting public sector data and service reliability.
• Post-quantum cryptography secure: No

Secure development

• Approach to secure software development best practice: Independent review of processes (for example CESG CPA Build Standard, ISO/IEC 27034, ISO/IEC 27001 or CSA CCM v4.0)

Public sector networks

• Connection to public sector networks: No

Pricing

• Discount for educational organisations: Yes
• Free trial available: Yes
• Description of free trial: The free version of SmartFlo provides full access to core features, including transcript summarisation, branded templates, and structured outputs within Microsoft Teams, for a 14-day trial. Advanced functionality such as workflow automation, unlimited document generation, integrations with Power Automate or webhooks is not included.

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

• Less than £250,000: 0%
• Between £250,000 and £500,000: 2%
• Between £500,001 and £1,000,000: 3%
• Between £1,000,001 and £2,500,000: 5%
• Between £2,500,001 and £5,000,000: 7%
• Over £5,000,001: 10%

Non-mandatory Standards and certifications

• ISO/IEC 27001 certification: No
• ISO 28000:2022 certification: No
• ISO 9001 certification: No
• Quality management systems (QMS): No
• CSA STAR certification: No
• PCI certification: No
• Cyber essentials: Yes
• Please provide your Cyber Essentials Certificate Number: 7fef7a63-50ed-4e98-977d-05b042f40efb
• Cyber essentials plus: No
• Cyber Essentials Alternative: You do not have a current and valid Cyber Essentials Plus certificate, or will not have in place within 12 months of the date of award but have an IASME certified equivalent.
• 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
    • 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
    • Understanding of in-work progression issues affecting 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 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
    • 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

  • 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
    • Understanding of local demographics, needs and opportunities for the co-design of the goods, services and works to be delivered under the contract
    • Measures to involve local stakeholders and/or users in design (e.g. in the design of services, systems, products or buildings)

  • 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 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

  • 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@ithink365.co.uk. Tell them what format you need. It will help if you say what assistive technology you use.