Oleeo Limited

Oleeo Engage (CRM)

Taking Candidate Relationship Management (CRM) to a new level, Oleeo Engage leverages data to enable intelligent, automated candidate engagement, from content shared with candidates in job portals to email campaigns sent to candidates. It provides full e-Recruitment GDPR compliant functionality and is compliant, accessible and secure.

Features

• Create and post targeted, personalised content on your application pages
• Identify groups of candidates, nurture them with special communications
• Flag superstars and ensure positive, relevant impressions at all times
• Amplify recruitment marketing using scheduled automated communications
• Deepen your company’s relationship with candidates throughout their journey
• Dashboards to see levels of candidate interaction and be targeted
• View all emails created for campaigns
• View campaign information from candidate profile pages

Benefits

• Add candidates (single and bulk) from ATS or standalone
• Capture hearts and minds of the best talent as advocates
• Ensure positive impressions are maintained throughout the recruitment journey
• Ensure top candidates feel connected to development opportunities on offer
• Showcase relevant tips, case studies, videos and more
• Let candidates keep up-to-date with newsletters or other company material
• Highlight how your company runs inductions and monitors performance

£18,150 a unit

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 hello.uk@oleeo.com. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 13

Service ID

794107506557394

Contact

Laura Standley D'ymant
44 (0)208 296 5924
hello.uk@oleeo.com

Service scope

• Software add-on or extension: Yes
• What software services is the service an extension to: Oleeo Engage CRM can be incorporated into any of Oleeo's e-Recruitment ATS Solutions as part of Oleeo's Talent Acquisition Suite offering
• Cloud deployment model: Private cloud
• Service constraints: There are no service constraints that impact fair use of the solution.; Oleeo does reserve a planned out of office hours maintenance window to undertake planned maintenance, however this is rarely required as the majority of maintenance/updates can be achieved with no downtime.
• System requirements:
  • Modern browser with Javascript enabled
  • Access to the internet

User support

• Email or online ticketing support: Email or online ticketing
• Support response times: Oleeo's Helpdesk responds to client support requests within 1 working hour within business hours, 8a.m. - 6p.m. Mondays to Fridays, excluding Public Holidays.; ; Extended support hours can be made available on request at additional cost.
• User can manage status and priority of support tickets: No
• 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: Oleeo’s support team receive all system advice requests and incidents and manage them through to completion. The team will respond to all new requests within 1 working hour and provide regular updates on the progress until the request is resolved. The support team can be reached by telephone or through the online support portal and requests are tracked using CRM software. Support in line with Oleeo's standard SLA's is included within the ongoing maintenance and support fee. Requests for enhanced service levels and/or additional support hours can be considered and would be provided at additional cost. Oleeo's team can also provide technical support to candidates making applications, with a 48 hour SLA within business hours at additional cost.
• Support available to third parties: Yes

Onboarding and offboarding

• Getting started: Oleeo provides users with on-site training, as well as our client support helpdesk available to super users.; ; Further to this, all users have access to inbuilt ‘How To’ videos within the system that take users through key tasks.
• Service documentation: Yes
• Documentation formats: HTML
• End-of-contract data extraction: The Oleeo solution has an inbuilt export facility that allows our clients to export customer data.
• End-of-contract process: Oleeo is proud to have a very high client retention rate, however in the instance where a client moves on from using their Oleeo solution, the system offers an in built data export facility allowing our clients to export customer data (via csv) at the end of any contract term at no additional cost.; ; Should any client want any additional exit services in terms of migration of service to their new solution, Oleeo Consultants are available to offer advice and support on a time and materials basis.; ; 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:
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari
  • Opera
• Application to install: No
• Designed for use on mobile devices: Yes
• Differences between the mobile and desktop service: Oleeo candidate interfaces are built using a responsive design methodology, allowing candidates to have a fully optimised experience when searching and reviewing jobs and in addition application forms are designed to make the application process on desktop, a mobile device or tablet as easy as possible. ; For full recruiter features, desktop access is recommended, though many use cases enjoy enhanced access via mobile devices (either via website or mobile app) including vacancy approval, candidate feedback, offer approval and event participation.
• Service interface: Yes
• User support accessibility: WCAG 2.1 AA or EN 301 549
• Description of service interface: Oleeo’s service interfaces include:; ; Client User/Recruiter Interfaces for all recruitment activities; Client System Administration User Interfaces where client wants to take on a level of system self-configuration on an ongoing basis; Candidate Interfaces
• Accessibility standards: WCAG 2.1 AA or EN 301 549
• Accessibility testing: Oleeo Candidate interfaces have been independently audited by clients.
• API: Yes
• What users can and can't do using the API: Oleeo has a number of APIs covering the areas of online assessments, video assessments, data warehousing, SSO, messaging and generic ATS features.; Any use of an API should be single threaded and will be costed as though they are a single Supported User. Oleeo expect reasonable use.
• API documentation: Yes
• API documentation formats:
  • Open API (also known as Swagger)
  • PDF
• API sandbox or test environment: Yes
• Customisation available: Yes
• Description of customisation: Whilst Oleo’s off-the-shelf solutions come pre-configured to allow clients to be quickly up & running, our solutions can be customised through configuration to tailor workflows, application forms, vacancy templates, communications etc. and solution customisation packages can be purchased with your solution.; ; We do also offer training so further to implementation, the person identified as your system expert can be trained in our self configuration tools as soon as needed to configure ongoing future changes & enhancements to support your recruitment objectives. This training, supplied by Oleeo, is delivered by our skilled self configuration training team, Whether you need to add new users or amend their profiles, enhance your processes, communications or application forms, your own in house expert will have the freedom to make these changes when you want in order to keep up with demands within your business.

Scaling

• Independence of resources: Oleeo has a robust capacity planning model that predicts peak capacity for the next 6 months, this ensures Oleeo clients are not affected by demand other users are placing on the service.

Analytics

• Service usage metrics: Yes
• Metrics types: The service metrics are agreed on a client-by-client basis.
• Reporting types: Reports on request

Resellers

• Supplier type: Not a reseller

Staff security

• Staff security clearance: Conforms to BS7858:2019
• 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: No
• 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 CSA CCM v3.0
  • Physical access control, complying with SSAE-16 / ISAE 3402
  • Physical access control, complying with another standard
  • Encryption of all physical media
  • Scale, obfuscating techniques, or data storage sharding
• Data sanitisation process: Yes
• Data sanitisation type: Deleted data can’t be directly accessed
• 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: When migrating from Oleeo at the end of a contract, the solution has an inbuilt excel export facility that allows our clients to export customer data at no additional cost.; ; Should any client want any additional exit services in terms of migration of service to their new solution, Oleeo Consultants are available to offer advice and support on a time and materials basis.
• Data export formats:
  • CSV
  • Other
• Other data export formats: Excel
• 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: Oleeo will ensure that the system, during any calendar month from the Go Live Date, is available to Client Users and Candidates for more than 99.5% of the total possible uptime during that month (excluding any scheduled downtime which is necessary to effect any essential modifications or maintenance to the Server).
• Approach to resilience: Oleeo’s Solutions run on redundant, scalable servers with load balancing and firewall services. The ATS is multi-tiered. There are currently over 70 servers in Oleeo infrastructure.; ; Oleeo services are hosted in two ISO27001 accredited, geographically separate co-location facilities, wholly within the UK.
• Outage reporting: Oleeo ensures that the applicant tracking software is, during any calendar month, available to users for more than 99.5% of the total possible uptime during that month (excluding any scheduled and agreed downtime which is necessary to effect any essential modifications or maintenance to the servers). System response time is also monitored by AlertSite (http://alertsite.com/), an independent site monitoring facility which monitors URLs from three locations around the globe (NY, LON, HK). Reports are produced regularly, but the system will also notify contacts within the Oleeo Technical team by SMS and e-mail if response drops below expected performance at any monitoring period. Should it be necessary, emails are sent to clients informing them of any potential outages or disruptions to the solution.

Identity and authentication

• User authentication needed: Yes
• User authentication:
  • 2-factor authentication
  • Username or password
• Access restrictions in management interfaces and support channels: Access to management interfaces and support channels is role based
• Access restriction testing frequency: At least once a year
• Management access authentication:
  • 2-factor authentication
  • 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: Between 6 months and 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: Between 6 months and 12 months
• How long system logs are stored for: Between 6 months and 12 months

Standards and certifications

• ISO/IEC 27001 certification: Yes
• Who accredited the ISO/IEC 27001: BSI
• ISO/IEC 27001 accreditation date: 30/03/2020 valid to 29/03/2023 (Accredited since 2011)
• What the ISO/IEC 27001 doesn’t cover: ISO27001:2013 covers all aspects of Oleeo business
• 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: Yes
• Security governance standards: ISO/IEC 27001
• Information security policies and processes: Oleeo is accredited and audited by British Standards Institute (BSI) to ISO27001:2013 and is audited by BSI every six months. ; ; Oleeo systems comply with UK Data Protection legislation. Following the principles of good practice outlined in the Data Protection Act (DPA) and GDPR – 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: Configuration and change management forms part of Oleeo's ISMS which is independently audited to ISO27001
• Vulnerability management type: Supplier-defined controls
• Vulnerability management approach: The solution is monitored by a skilled technical team. Should security patches be needed, these are applied as soon as practicable and within a maximum of 7 days.
• Protective monitoring type: Supplier-defined controls
• Protective monitoring approach: Oleeo follows the Good Practice Guide (GPG) on protective monitoring as defined by UK Government Security Policy Framework (SPF)
• Incident management type: Supplier-defined controls
• Incident management approach: Oleeo's incident management process was developed using ISO27001:2005 and is independently audited to ISO27001:2013.; ; Should a user need to report an incident, a call is logged with Customer Support and a ticket is raised. All tickets are logged using a ticket tracking system and relevant reports can be requested.

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

• Fighting climate change:

  Fighting climate change

  Oleeo is dedicated to promoting and improving its environmental commitments, our policy is to ensure that every aspect of our activities is conducted in accordance with sound environmental practices. ; To minimise our carbon footprint, Oleeo:; Encourages use of cycling to work & public transport for commuting to reduce energy consumption (office has dedicated bicycle shed); Has offices within a 5 minute walk of Public Transport (underground station) with great links to underground/overground to encourage use of Public Transport; Facilitates both remote and flexible working, meaning employees can work fully remotely, within Oleeo offices or a mixture of both, minimising any need for a traditional ‘commute’. There is no pressure for employees to attend the office though we do recognise the necessity for some employees to experience the community environment that the office offers.; Facilitates Client meetings virtually through the use of video conferencing, unless the client requests otherwise; Uses ethical suppliers in supply chain: ; Oleeo’s key supplier, Equinix, used by Oleeo to host its ATS application platform has signed up to the EU Code of Conduct for Data Centres, is ISO 14001 certified, and has joined the EU Climate Neutral Data Centre Operator Pact, committing to carbon neutrality by 2030.; Our chosen gas supplier’s supply is a mix of carbon-neutralised gas and sustainable green gas.; Our chosen electric supplier’s electricity comes from 100% renewable energy sources.; Has worked with a 3rd party to establish our carbon footprint and are working on measures to further reduce this.
• Covid-19 recovery:

  Covid-19 recovery

  Oleeo both as an employer and through its software strives to support the creation of employment opportunities as well as facilitating their fulfilment.; ; Our software can be used 100% remotely meaning employers could and can continue their activities without interruption as far as their recruiting platform is concerned; users can work remotely either through choice, whether mandated through regulatory or employer requirements, or in office. Oleeo’s services were provided without interruption during mandated lockdown due to the swift implementation of our business continuity procedures.; ; In terms of supporting our customer base during this time, Oleeo quickly rolled out a free video interview tool as well as accelerated integration with Microsoft Teams to help our customer stay connected to and continue to interview candidates throughout the imposed lockdown. Many of our customers continue to use virtual interviewing as it is both time and cost efficient to candidates and employers alike.; ; To support employees, Oleeo rolled out a well-being programme with an aim to support the physical, mental and emotional well-being of our employees with well being days including virtual nutrition talks, meditation, exercise classes as well as ongoing virtual coffee breaks and well-being talks from subject matter experts.; ; Post lockdown, Oleeo continues to support remote working, office working as well as hybrid working to support employee well-being.
• Tackling economic inequality:

  Tackling economic inequality

  Oleeo believes everyone has an entitlement to earn a wage which is enough to live on and is an accredited Living Wage Employer, certified by the Living Wage Foundation.; Oleeo’s solution offers both in built and optional tools to support our clients in tackling inequality. These include application anonymisation which includes hiding pre-specified information which include not only an applicant’s name but also items such as address and schooling. These fields are only made visible once a candidate is invited to interview. This helps with impartiality where screeners may hold unconscious bias in these areas. Further optional social mobility tools are available to help our clients increase opportunities for those who may be located in deprived areas.
• Equal opportunity:

  Equal opportunity

  Part of Oleeo’s mission is to empower all Oleeo stakeholders to reinforce the imperative for embedded diversity and inclusion throughout our business and our customers too. This spans communications, activities and everyday processes to help us better reflect the need for innovating and advancing the value of Diversity and Inclusion in business and society.; ; We have developed a suite of tools to support employers in their efforts to attract and recruit a diverse workforce. These include:; Job advert debiasing tools designed to help users identify gender biassed words within the job description and suggests gender neutral replacements with an aim to support engagement with a wider audience.; Interactive diversity analytics dashboards giving users easy access to key diversity recruitment metrics including year on year data; Name blind screening, including removal of data such as name, address, schooling, supporting the reduction of possible impact from unconscious bias that could be present during the application screening process; Accessible candidate interfaces ; ; Our client interfaces are also highly accessible including features to support usability for users who are colour blind.; ; From an internal employee perspective, it is Oleeo’s policy for all colleagues to be treated fairly and without bias including through recruitment, training, promotion and career opportunities. We are fully committed to supporting a culture that actively values fairness, transparency and a diverse workforce.
• Wellbeing:

  Wellbeing

  The health and wellbeing of its employees is paramount to Oleeo. We have implemented a number of strategies to support our employees both physically and mentally. These include:; Training nominated employees as Mental Health First aiders, equipping them with the tools to listen, reassure and respond to employees who may need support and pointing them in the right direction to get additional expert support; A Private Healthcare Plan; Employee assistance programmes with access to free counselling sessions; Occupational Health support; Bereavement support; Access to a range of expert-led well being classes and activities with a monthly well-being programme of events which can be attended remotely during office hours; Gym discounts; This is in addition to offering flexible working, including supporting flexible part time hours, allowing employees to work from home as well as supporting hybrid work options in an effort to help employees find a healthy work-life balance.; ; From a system perspective, to support our Clients’ system users, Oleeo has introduced a High Contrast Theme to its Talent Acquisition Suite interfaces which as well as maximising ease of use for visually impaired and colour blind users has been designed with a dark aesthetic to reduce eye strain which can be a significant contributor to work fatigue. In Oleeo’s High Contrast Theme, care has been taken to meet WCAG AAA contrast criteria in all major screen functions with the colour palette remaining compatible with popular accessibility plugins.

Pricing

• Price: £18,150 a unit
• 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 hello.uk@oleeo.com. Tell them what format you need. It will help if you say what assistive technology you use.