The Hire Lab

The Hire Lab Recruitment, Applicant Tracking & Onboarding Solution

The Hire Lab empowers you to streamline and automate your hiring whilst offering a superior candidate experience – from job authorization, candidate application, assessment, interviewing through to on-boarding as well as DBS checking & seamless integration with systems such as NHSJobs & ESR. All offered alongside training and ongoing support.

Features

• Branded Candidate Portals mixing engagement, marketing and relationship management
• Vacancy Management – creation, authorisation, posting etc.
• Applicant Tracking – intelligent matching, audit trails, flexible workflows
• Recruitment process optimisation focusing on automation and streamlining
• Indepth Reporting suite & Business Intelligence
• Task Management across all touchpoints - candidates, recruiters, managers
• Flexible Candidate Self Service for Assessments, Interview Scheduling, Onboarding
• Integrates with systems like ESR, eDBS, NHSJobs & JobsBoards
• Engaging Onboarding Module that mixes marketing with HR compliance
• Optional Psychometric, Skills, Language Testing & Video Interviewing

Benefits

• One system to manage your recruitment and onboarding completely
• Put the candidate at the centre of your recruitment
• Increase Quality of Hire whilst Speeding up Hiring Time
• Enhance your brand recognition & customer loyalty
• Harness technology to reduce manual effort, administration and cost
• A user friendly system for recruiters and hiring managers
• Measure your recruitment processes in real-time
• Meet regulatory & diversity targets/requirements
• Promotes inclusivity with built in alignment to accessibility standards
• Improves efficiency of recruitment staff & hiring managers

£10,000 a licence a year

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

Framework

G-Cloud 14

Service ID

723785432123708

Contact

Maurice Buckley
00353876799154
maurice@thehirelab.com

Service scope

• Software add-on or extension: No
• Cloud deployment model: Public cloud
• Service constraints: No Service Constraints.
• System requirements:
  • Chrome, Firefox, IE11+, Edge & Safari Web Browser
  • PDF Viewer
  • Internet Access

User support

• Email or online ticketing support: Email or online ticketing
• Support response times: Mon-Fri 9am to 5pm (Ex. UK Public Holidays) within 24 hours.
• User can manage status and priority of support tickets: Yes
• Online ticketing support accessibility: WCAG 2.1 A
• 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: As described in detail in the Service Level Agreement policy included in our Service definition document.; ; To summarise;; All user queries and issues are logged within our customer relationship management system. All reported issues are processed by a support representative who is responsible for assigning a priority to each issue as per international ISO 9000 standard definitions (four levels of Severity, with Severity 1 issues requiring immediate resolution or workaround). The Support Representative is responsible for maintaining contact with the user to ensure they are always aware and up-to-date of the issue's status.; ; We also provide access to an online knowledge base, FAQ and video tutorials, where we provide a self-service through smart features like instant search and topic suggestions with a library of support queries and answers.; ; There are no added costs for these support services.
• Support available to third parties: Yes

Onboarding and offboarding

• Getting started: Technology can sometimes hamper progress and we pride ourselves on developing a technology that is modular based – almost like a box of lego, so clients can structure it to suit their individual needs. Each customer's requirements are slightly different, and therefore the implementation plan is bespoke for each customer.; ; To ensure project success, we have experts in Project Management, with the ability to setup, execute, manage and support an efficient implementation programme.; ; The planning process benefits from mandating that a Work Breakdown Structure (WBS) is generated for each project in advance of creating a schedule. During the implementation phase, Weekly Project Reports including project milestones will summarise project status and predict on-time delivery. Project Performance Measurements may be identified and used to monitor the project quality and progress.; ; Once the project has moved through the execution, deployment, implementation and testing phases and is agreed to be compliant by the client, we then move to handover and knowledge transfer with continuous support provided by your project team and dedicated account manager.; ; This is all offered alongside full training and ongoing support as standard.; See Service definition document for further information.
• Service documentation: Yes
• Documentation formats:
  • PDF
  • Other
• Other documentation formats: Video Tutorials
• End-of-contract data extraction: CSV downloads for bulk extraction of data.
• End-of-contract process: The Hire Lab has enjoyed a very high client retention rate through our partnership approach with all our clients, however in the instance where a client moves on from using the solution, clients's have full access to all their own application and vacancy data and we will export all such data as and when requested by the client, as part of an exit strategy, in a data format as specified by the client.; ; Any exit support in terms of migration of data to their new solution, the Hire Lab engineering and support teams are available to offer advice and support at our normal daily rates.; ; Once this data has been exported and the contract has ended, all relevant data is securely destroyed.

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: Yes
• Differences between the mobile and desktop service: The Hire Lab’s candidate portal is built using a responsive design methodology, allowing candidates to have a fully optimised mobile experience when engaging with your organisation.; ; For full recruiter features, desktop access or tablet is recommended.
• Service interface: No
• User support accessibility: WCAG 2.1 A
• API: Yes
• What users can and can't do using the API: APIs & feeds are available for core recruitment process details including vacancies - i.e. for displaying/promoting lists of current vacancies. Private API's are also available for deeper integration - available and configured on request.
• API documentation: Yes
• API documentation formats: PDF
• API sandbox or test environment: Yes
• Customisation available: Yes
• Description of customisation: The Hire Lab solution can be customised through configuration. We will configure the system in collaboration with the client’s requirements during the solution implementation. Configuration options are controlled by role permissions/privileges. This controls what the different user roles can see and do within the solution. We also create custom application forms, branding, etc as part of the system setup service.; ; You can also choose to develop new client specific features should you wish, based on our daily rates.

Scaling

• Independence of resources: The Hire Lab product is deployed on the Amazon Web Service cloud infrastructure. This ensures system availability and scalability when service usage increases.

Analytics

• Service usage metrics: Yes
• Metrics types: The Hire Lab has a clear and easy to use dashboard screen for reporting and business intelligence and in addition provides a wide array of template reports, details of which are in the Service Definition document.
• Reporting types:
  • Real-time dashboards
  • Regular reports
  • Reports on request

Resellers

• Supplier type: Not a reseller

Staff security

• Staff security clearance: Other security clearance
• Government security clearance: Up to Developed Vetting (DV)

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: Yes
• Data sanitisation type: Deleted data can’t be directly accessed
• Equipment disposal approach: In-house destruction process

Data importing and exporting

• Data export approach: Candidate profiles can be downloaded into pdf files. Various reports can be exported in csv/xls format.; ; At the end of a contract, if migrating from The Hire Lab, the transfer of data can be extracted from system into csv file format.; ; Should any client want any additional exit services in terms of migration of service to their new solution, The Hire Lab team are available to offer advice and support on a time and materials basis.
• 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)

Availability and resilience

• Guaranteed availability: The Hire Lab will ensure that the system, is available to Client Users and Candidates for more than 99.95% of the total possible uptime (excluding any scheduled downtime which is necessary to effect any essential modifications or maintenance to the Server). A service credit schedule is in place should up-time not be met.
• Approach to resilience: TheHireLab achieves resilience by geo-replicating services and data sources across data centres in geographically distant locations. The service itself is load balanced across multiple servers.
• Outage reporting: Should it be necessary, email alerts are sent to clients informing them of any potential outages or disruptions to the solution via their account manager.

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: The Hire Lab includes its own user management and privileges system which enables users who have access to the service to be configured. Defined privileges ensure that each user only has access to the features and data they are responsible for. The Hire Lab can provide username and password authentication & access credentials or can integrate with Single Sign On providers.
• Access restriction testing frequency: At least once a year
• 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: 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

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: Yes
• Other security certifications: No

Security governance

• Named board-level person responsible for service security: Yes
• Security governance certified: No
• Security governance approach: IT Information Security Policy and Procedures supported by Amazon Web Service security infrastructure.
• Information security policies and processes: As part of our security framework, we have a comprehensive list of policies and processes covering every aspect of Information Security. These include, but limited to, Business Continuity, Incident Management, Operations, Data Access, Access Requests, Data Protection and Retention, Data Storage and Disposal, Security Testing, HR, Environmental Security, and Encryption. All Policies are available on request, and are fully compliant with Industry standards. All Policies are tested, reviewed regularly, updated when required, and are clear and unambiguous. All Policies are fully sponsored by Senior Management, and are version controlled and approved by the CEO before implementation and adoption.; ; The Hire Lab systems comply with UK Data Protection Legislation. Following the principles of good practice outlined in the Data Protection Act (DPA) – we ensure that data is: processed for specified and lawful purposes; fairly and lawfully processed; adequate, relevant and not excessive; accurate; not kept longer than necessary; processed in accordance with the data subject's rights; secure; and not transferred to countries without adequate protection.

Operational security

• Configuration and change management standard: Supplier-defined controls
• Configuration and change management approach: Microsoft Team Foundation Server is used as a Configuration Management Tool.TFS is used for tracking and controlling changes in the software.; JIRA is used to manage all features and to plan, track, and release system upgrades. A dedicated configuration manager is in place and responsible for all change control procedures and have defined processes and procedures for copying, storage, transmission, archiving and destruction of data. This includes release, version and patch update control. All usage of the system is recorded in audit logs and can be used for audit purposes (Zendesk, Jira, TFS).
• Vulnerability management type: Supplier-defined controls
• Vulnerability management approach: The Hire Lab has the virus protection Microsoft Security Essentials used on all host systems. The Hire Lab utilizes Microsoft Windows Server Firewall with Advanced Security to secure traffic. Regular security testing (penetration/vulnerability testing) is undertaken on The Hire Lab system using Microsoft Azure testing tools - Azure Security Centre delivers easy-to-use and effective threat prevention, detection, and response capabilities.
• Protective monitoring type: Supplier-defined controls
• Protective monitoring approach: The Hire Lab's monitoring systems continuously collect server metrics and provide analytics for systems administrators. All servers are continually monitored to detect any unusually high levels of load and systems administrators are automatically alerted.
• Incident management type: Supplier-defined controls
• Incident management approach: All incidents are reported to the Information security officer. We operate an open environment in a small team encouraging direct communication of any issues to ensure staff report actual, or suspected security weaknesses.; All staff are made aware of the information security policy so that they recognise and understand the need to report security incidents. These are reinforced at regular team meetings. Our client account managers will notify the relevant point of contact within a client organisation should any potential or real incident arise.

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

  • Tackling economic inequality
  • Equal opportunity
  • Wellbeing

  Tackling economic inequality

  All staff in The Hire Lab earn well above the London real living wage of £11.95. The minimum that any staff member earns is £20.30 per hour. Our staff receive an annual pay increase every year on the 1st of April. The annual increase is usually a minimum of 3.7% to a maximum of 9.0% of salary depending on the performance of the business. ; ; In addition, we provide staff benefits including health insurance, pension contributions, extended vacation allowances based on years of service, flexible working arrangements and one-off bonus payments.

  Equal opportunity

  As an online cloud-based technology, we have developed our recruitment platform technology in-house, using our own staff. We do not outsource any of this development. As such we do not have a supply chain and all our staff are local to our business. This ensures we can provide ongoing job opportunities within our local business areas. In addition to our cloud-based technology development we endeavour to source all other services from the local business environment. For example, office supplies and training services.

  Wellbeing

  We contribute funding to schools and voluntary sporting organisations in our locality on an ongoing basis. We also facilitate our staff to engage in various programs with local schools and voluntary organisations. One example is the CoderDojo initiative where kids and teens can learn software coding skills through free programming workshops. Several of our engineers contribute their time and expertise, during office hours, to this global volunteer lead youth community program.

Pricing

• Price: £10,000 a licence a year
• Discount for educational organisations: No
• Free trial available: No

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