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Softworks

Softworks SAAS Workforce Management System

Softworks SAAS Workforce Management System provide full eRostering functionality as detailed in our listed E Rostering/ Workforce Management service, and also our Time and Attendance and Flexitime Workforce Management service.

Features

  • Cloud based software
  • Subscription based annual licensing
  • Accessed through current modern browsers
  • Automated software testing
  • Scalable solution
  • Securely encrypted
  • All maintenance and upgrades included
  • Automated scheduled back up of data.

Benefits

  • Savings: No requirement for IT hardware
  • Savings: All maintenance and upgrades included
  • Savings: licenses can be increased or decreased
  • Licenses reused between staff leavers and starters
  • Savings: Employ fewer IT staff
  • The system can be accessed by staff worldwide
  • System uptime is greater as managed by Softworks
  • Automated scheduled back up of data.
  • Greater up to date data security.

Pricing

£20.00 to £60.00 a licence a year

Service documents

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

Framework

G-Cloud 14

Service ID

7 6 0 6 7 5 2 5 8 8 4 6 4 5 1

Contact

Softworks Killian O Mahoney
Telephone: 01527 888 060
Email: komahoney@softworks.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
Purchasers may chose for example to only utilise our Time and Attendance but opt to retain a current HR system and not utilise ours. Softworks allows for purchasers to opt in and out of which modules they choose to utilise.
Cloud deployment model
Private cloud
Service constraints
All maintenance is scheduled out of business hours as agreed with our clients. Should the case arise for an urgent patch fix, a time can be agreed for this with the client.
System requirements
Clients have an up to date browser for access

User support

Email or online ticketing support
Email or online ticketing
Support response times
Incident response times (i.e. the time taken to acknowledge receipt of an incident) are determined by the severity of the problem when registered with Softworks. Critical issues are actioned upon immediately, with a 2 hour update provided. Softworks standard support hours are 8am - 6.30pm Monday - Friday
User can manage status and priority of support tickets
Yes
Online ticketing support accessibility
None or don’t know
Phone support
Yes
Phone support availability
9 to 5 (UK time), Monday to Friday
Web chat support
Web chat
Web chat support availability
9 to 5 (UK time), Monday to Friday
Web chat support accessibility standard
None or don’t know
How the web chat support is accessible
Softworks allow for chatting for any queries. We also have a knowledge base which allows for the storing of documents, videos and FAQ's through the system. We can auto log a ticket from a customer on this also
Web chat accessibility testing
N/A
Onsite support
Onsite support
Support levels
Softworks provide a key account manager to assist with ongoing relationship management. We would also provide a primary point of contact within support who would manage the ongoing queries. This would be included within our standard offering. Softworks provide detailed SLA documents outlining all of these availabilities within our standard package,
Support available to third parties
Yes

Onboarding and offboarding

Getting started
Softworks installation is an entire project. Within that we assign a project manager for the duration of the project. This includes us assisting with gathering the required documentation and building the entire system. This goes through rigorous project management processes, including system analysis, design, building and testing. Post deployment, there is intensive onsite training provided, which will be designed around the specific client and users. This usually includes a train the trainer approach, working with key users on reviewing the entire system functionality. This can vary from 3 - 10 days onsite, depending on the number of users and system requirements. In addition to this, full training manuals are provided and access to our customer library of training videos and functions
Service documentation
Yes
Documentation formats
PDF
End-of-contract data extraction
Softworks would provide all data within a required format to the client at no additional cost. All data remains property of the client and they retain complete ownership of this data
End-of-contract process
At the end of the contract, Softworks include providing data in required formats as per the client request. We migrate and destroy data when requested by the client in an agreed format. There is no additional cost in relation to this.

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
Softworks have built a 'self service' app, which can be downloaded to mobile phones natively. In addition to this, it would also fit to the required screen size.
Service interface
No
User support accessibility
None or don’t know
API
Yes
What users can and can't do using the API
Softworks have various APIs which are designed to import employee information, export rosters, absences and various additional functions. The API is usually configured for clients upon rollout
API documentation
Yes
API documentation formats
  • PDF
  • Other
API sandbox or test environment
No
Customisation available
Yes
Description of customisation
Softworks is a workforce management system, which allows for rigorous rules to added and configured into the system. This can be around pay types, pay periods, roster rules, absence rules and HRIS functions within the system. Initially, Softworks assign a project manager to complete the required system build and configuration. Clients are then trained on how to configure various customisations through the application themselves. The access profiles, view and changes are also completely customisable within the system

Scaling

Independence of resources
Softworks utilise a single instance database with a dedicated server which is designed with the clients specification and usage in mind. This is reviewed regularly and can also be reviewed upon request of the client. From a support and project perspective of resuorces required, Softworks monitor this monthly on our senior management meetings, with forecasting and growth expectations

Analytics

Service usage metrics
Yes
Metrics types
Softworks agree service usage metric reports with clients as part of the project implementation. They can include various metrics around usage at times, updates, ticketing and dates.
Reporting types
Regular reports

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
Complies with a recognised standard (for example CSA CCM version 3.0)
Penetration testing frequency
At least once a year
Penetration testing approach
‘IT Health Check’ performed by a CHECK service provider
Protecting data at rest
Physical access control, complying with another standard
Data sanitisation process
Yes
Data sanitisation type
Explicit overwriting of storage before reallocation
Equipment disposal approach
A third-party destruction service

Data importing and exporting

Data export approach
Softworks allow data to be exported in the below formats: CSV Text Delimited Fixed Length Hypertext Markup Language Rich Text Format Excel Portable Document Format XML Pipe Delimited
Data export formats
CSV
Data import formats
  • CSV
  • Other
Other data import formats
API interface

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
Softworks have detailed SLA's on all services provided. Specifically relating to uptime, we guarantee an uptime of 99.9% to all users. This is monitored monthly and statistics on this can be provided upon a client request. We monitor time between outages and time between uptime recommencement
Approach to resilience
This information is available upon request
Outage reporting
Email alerts and internal built notifications

Identity and authentication

User authentication needed
Yes
User authentication
  • 2-factor authentication
  • Identity federation with existing provider (for example Google Apps)
  • Username or password
Access restrictions in management interfaces and support channels
All access to the Softworks system requires a username and password. Credentials are unique and are not shared per user. Access is assigned on a least privilege basis and department managers and Softworks IT or the Client Configuration specialist must approve any changes to access. The Softworks solution has access profiles built in which allow clients to decide down to the screen / button what a user can see or update.
Access restriction testing frequency
At least once a year
Management access authentication
  • 2-factor authentication
  • Public key authentication (including by TLS client certificate)
  • 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
Yes
Who accredited the ISO/IEC 27001
Certification Europe
ISO/IEC 27001 accreditation date
August 2023, valid upto 08/08/2025
What the ISO/IEC 27001 doesn’t cover
The scope is all business activities and processes involved in Softworks
ISO 28000:2007 certification
No
CSA STAR certification
No
PCI certification
No
Cyber essentials
No
Cyber essentials plus
No
Other security certifications
Yes
Any other security certifications
Penetration Tests by CREST supplier

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
Softworks have internal built risk assessments and external auditors, who review our internal policies around: Induction training Internal policy reviews Risk assessments Data compliance policies Non Disclosures

Operational security

Configuration and change management standard
Supplier-defined controls
Configuration and change management approach
Softworks CTO holds responsibility for all product changes within the system. We have clearly defined processes, which include internal change meetings daily, which is led by our CTO. The change meetings include all of our senior development team. Within the change meetings, we analyse any changes proposed to the system for risk. We agree the work required and potential risk levels after analysing this within the system. This is scheduled on our work management system, prior to development. This will then go through a full testing review prior to release withing our testing team.
Vulnerability management type
Supplier-defined controls
Vulnerability management approach
Softworks track detailed venerability managements processes. Within this, initially we do have regular penetration tests completed by CREST certified 3rd parties. We immediately review and action upon any items deemed critical, high and medium. Any lows are reviewed and scheduled accordingly. We would deploy patches to our application monthly, with major releases twice a year. Where a critical vulnerability is identified, we would immediately review and resolve this item and deploy an immediate patch release. We use automated testing and track any attempted logins to the system using alerts that indicate an attempted hacking In addition to this, we have
Protective monitoring type
Supplier-defined controls
Protective monitoring approach
Softworks audit every aspect of the system in relation to monitoring processes. We track and have automated alerts if there is an attempted cyber attack. Where it is notified, we will immediately review the log and identify the severity of the threat and if any data has been accessed. If required, we can bring the system offline to limit access attempts. We will be able to view if any system data has been accessed, how and by whom. We then have drafted internal policies on the approach to follow which are in line with GDPR and ISO standards
Incident management type
Conforms to a recognised standard, for example, CSA CCM v3.0 or ISO/IEC 27035:2011 or SSAE-16 / ISAE 3402
Incident management approach
Softworks have detailed risk assessment reports and incident management processes. Softworks have external auditors who work with Softworks to ensure detailed processes are in place. Softworks incident management processes are designed in line with ISO 27001 standards and are audited in the same way. Incidents can be reported through our support team via email, ticketing systems or direct phone call. Incident reports can be provided in line within our internal template, which can include additional information as required.

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 v3.0)

Public sector networks

Connection to public sector networks
No

Social Value

Social Value

Social Value

Fighting climate change

Fighting climate change

Softworks are extremely environmentally conscious, striving for policies to help combat climate change where possible. We have full enivornmental policies which can be found here https://www.softworks.com/environmental-policy/

Pricing

Price
£20.00 to £60.00 a licence a year
Discount for educational organisations
No
Free trial available
No

Service documents

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