Authentic Digital

Membership CRM Software

UK based sheepCRM is a cloud-based Customer Relationship Management (CRM) and membership management platform designed to cater to charities, nonprofits, trade and public bodies that manage memberships or subscriptions. sheepCRM offers an all in one solution to streamline member management processes, enhance member engagement, and improve operational efficiency.

Features

• Contact & member management
• Membership fees and subscriptions
• Workflow/Process automation
• Communications
• Event ticketing
• Group management
• Members portal (mobile friendly)
• Real-time reporting
• API for custom integrations
• Powerful forms and flow boards for managing applications

Benefits

• Efficiently manage & automate your membership workflows
• Automate membership renewals to increase member retention
• Automatically collect and reconcile membership fees and subscriptions
• Increase member engagement and renewals
• Grow your membership and increase revenues
• Delivers real time reports and data insights
• Powerful segmentation for personalised communications
• All your data in one, user-friendly software system
• Members portal for online member self service and gated content
• Integrate with software you already use

£299 an instance a month

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

Framework

G-Cloud 14

Service ID

831671523694159

Contact

Will Jeffries
01172 300 100
will@sheepcrm.com

Service scope

• Software add-on or extension: No
• Cloud deployment model: Private cloud
• Service constraints: None.
• System requirements: Internet access via supported browsers.

User support

• Email or online ticketing support: Email or online ticketing
• Support response times: Our UK based support team is available Mon-Fri, 9am-5pm. We have an easy to use, online knowledge base which can be accessed 24/7. Support tickets are categorised by their priority. For example, a high priority support ticket is responded to within 1 hour. Low priority tickets are responded to within 4 hours.
• 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: Web chat
• Web chat support availability: 9 to 5 (UK time), Monday to Friday
• Web chat support accessibility standard: WCAG 2.1 AA or EN 301 549
• Web chat accessibility testing: SheepCRM uses Intercom for it's customer service software which is WCAG 2.1 AA compliant.
• Onsite support: Yes, at extra cost
• Support levels: SheepCRM offers a range of support levels tailored to meet the diverse needs of our clients, ensuring they receive the assistance required to maximise the value of our CRM system. Our standard support level includes our online knowledge base and access to our technical support team who are available Mon-Fri, 9am-5pm. Professional and enterprise support plans can be tailored to include a customer success/account manager, telephone support, quarterly reviews, and strategic planning assistance.
• Support available to third parties: No

Onboarding and offboarding

• Getting started: At sheepCRM we offer a guided set up service from our in-house onboarding experts. The set up service can be tailored to suit your needs and budget but typically includes: Project scoping, planning, system configuration, data migration and user training.
• Service documentation: Yes
• Documentation formats: HTML
• End-of-contract data extraction: You are always the owner of the data stored within sheepCRM. At the end of the contract system administrators can export your data via the export tools within sheepCRM. We also offer a paid for service should you require assistance.
• End-of-contract process: At the end of the contract, we will provide documentation to help you manage your data export and account closure. If required we offer a range of exit services and technical support for an additional cost. Once complete your data is deleted within 7 days.

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari
• Application to install: No
• Designed for use on mobile devices: Yes
• Differences between the mobile and desktop service: The sheepCRM members portal is mobile friendly web application which adapts it layout to best suit the device being used by the member.
• Service interface: No
• User support accessibility: None or don’t know
• API: Yes
• What users can and can't do using the API: Any function possible with the web interfaces is possible using the API.; ; The sheepCRM API provides users with robust capabilities to build ; real-time integrations that push and pull data with other applications.; ; What Users Can Do:; Data Integration: Users can integrate SheepCRM with other applications, allowing for seamless data flow between systems. ; Automation of Tasks: The API allows for the automation of repetitive tasks such as data entry, updating member records, and triggering communications based on specific actions or time intervals.; Accessing and Managing Data: Users can access and manage various types of data within sheepCRM, including member profiles, financial transactions, and interaction histories, ensuring that the data is up-to-date and accurate across all platforms.; ; What Users Can’t Do:; Modifying the Core Software: The API does not allow users to modify the core software structure of SheepCRM itself. Changes to the fundamental operation of the software are restricted to ensure stability and security.; Accessing Protected Data: For security certain types of data are protected and cannot be accessed via the API. This ensures compliance with data protection regulations like GDPR.; Unlimited API Calls: There are limits on the number of API calls to prevent overloading the system.
• API documentation: Yes
• API documentation formats:
  • Open API (also known as Swagger)
  • HTML
• API sandbox or test environment: No
• Customisation available: Yes
• Description of customisation: SheepCRM offers customisation through its system settings, allowing administrators to tailor:; ; Communications: Customise email templates, addresses and communication triggers.; Workflows: Automate processes like membership renewals and event registrations.; Forms: Create custom forms to gather and process essential information.; Events: Manage event settings and tickets for registration and attendance tracking.; Membership Subscriptions & Fees: Configure different membership types and fees.; Invoices: Add organisation logos.; Segments: Create custom segments for targeted communications and reports.; ; The sheepCRM Members Portal can also be customised to enhance user experience:; ; Branding: Add your own logo and colour scheme to match your branding.; Subdomain: Set a custom subdomain.

Scaling

• Independence of resources: The service infrastructure scales automatically on demand. All user accounts are throttled to prevent accidental (or malicious) excessive use.

Analytics

• Service usage metrics: Yes
• Metrics types: SheepCRM offers a comprehensive range of usage metrics, these include: User accounts and access, Contacts, Membership, Communications, Payments and subscriptions, Event tickets and attendance.
• Reporting types:
  • API access
  • 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: 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 3.0)
• Penetration testing frequency: At least once a year
• Penetration testing approach: Another external penetration testing organisation
• Protecting data at rest: Physical access control, complying with CSA CCM v3.0
• Data sanitisation process: Yes
• Data sanitisation type: Deleted data can’t be directly accessed
• Equipment disposal approach: A third-party destruction service

Data importing and exporting

• Data export approach: Users can export their data from SheepCRM using the platform's built-in export tools, which are accessible across the platform including Contacts, Members, Segments, Events, Groups and Reports.
• Data export formats:
  • CSV
  • Other
• Other data export formats:
  • Json
  • Xlsx
• Data import formats:
  • CSV
  • Other
• Other data import formats:
  • Google Sheets
  • Json
  • Xlsx

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: We are committed to ensuring sheepCRM is available 24/7 and our typical uptime is greater than 99.99%. However, there may be periods of unavailability during scheduled or emergency maintenance.
• Approach to resilience: At sheepCRM, we manage our database using real time replication. That means that whenever you make a change we save it to at least three different places. Like a jumbo-jet losing an engine but still flying, we can lose two databases and still keep running. We also take a backup of the database every hour.; ; The web applications are provided by serverless cloud hosting that is not dependent on a single machine.
• Outage reporting: Users are notified via in-app messages and email alerts. We also have a display of our system status via a public status page and support ticketing app.

Identity and authentication

• User authentication needed: Yes
• User authentication:
  • 2-factor authentication
  • Username or password
• Access restrictions in management interfaces and support channels: Depending on the plan access is restricted by simple user roles or custom security permissions on a data type basis
• 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: At least 12 months
• Access to supplier activity audit information: Users have access to real-time 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

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: No
• Other security certifications: No

Security governance

• Named board-level person responsible for service security: Yes
• Security governance certified: No
• Security governance approach: As a small team, we take security governance seriously and prioritise it in all our operations. Although we are not currently certified by industry standards, we have implemented a comprehensive set of security practices tailored to our specific needs and risks. We conduct regular risk assessments to identify and mitigate potential threats, and we have established detailed security policies and incident response procedures to ensure rapid and effective action when needed.
• Information security policies and processes: Our organisation adheres to a robust set of internally developed information security policies, guided by best practices from standards such as ISO 27001 adapted to meet our specific operational needs. We have established comprehensive policies covering critical areas such as data protection—where we implement strict data classification, encryption, and secure storage—and access control, ensuring that access to sensitive information is strictly role-based and monitored.; ; We place a strong emphasis on employee involvement in our security framework. All team members undergo regular security training and are fully aware of their responsibilities. Our incident management process is structured to swiftly address and mitigate any security issues, with a clear protocol for incident reporting and analysis aimed at preventing future breaches.

Operational security

• Configuration and change management standard: Supplier-defined controls
• Configuration and change management approach: We document all changes meticulously, updating related system documentation and operational procedures. Post-implementation, changes are monitored continuously, with performance and security impacts assessed to ensure compliance with expected outcomes. This ongoing monitoring helps identify areas for improvement, feeding into a continuous improvement loop that enhances both our change management and security postures.; ; Maintaining strict oversight over configurations and changes, we ensure that our services remain secure and resilient against potential vulnerabilities.
• Vulnerability management type: Undisclosed
• Vulnerability management approach: We have a retainer with security specialists in addition to automated threat alerts. A weekly scheduled task exists for applying routine patches. Urgent patches can be deployed immediately.
• Protective monitoring type: Undisclosed
• Protective monitoring approach: Our protective monitoring strategy is based on robust internal tools and hosted systems designed to identify potential compromises. ; ; Upon detecting a potential compromise, our response is immediate and robust, spearheaded by our senior staff who are on call 24/7. Initial steps typically involve isolating the affected systems, assessing the scope of the compromise, and securing critical data to prevent further damage. ; ; To maintain the highest level of preparedness, our monitoring processes are subject to continuous evaluation. We regularly update our detection tools and response strategies to reflect emerging threats and technological advances.
• Incident management type: Undisclosed
• Incident management approach: Our incident management framework is designed to effectively respond to and mitigate the impacts of various security incidents, ensuring rapid resolution and minimal disruption. We have pre-defined processes in place for common security events.; ; Users are integral to our detection efforts and can report incidents through email or our support system.; ; Following an incident, we generate a detailed report that includes an analysis of the incident, the steps taken to resolve it, and measures to prevent future occurrences. These reports are shared with all relevant stakeholders to maintain transparency and drive continuous improvement in our security posture.

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

  Tackling economic inequality

  At sheepCRM we are dedicated to tackling economic inequality by providing enterprise level technology to medium-sized enterprises (SMEs) and nonprofits. Our affordable pricing model ensures organisations with limited budgets can benefit from advanced CRM capabilities, helping to level the playing field with larger entities. ; Additionally, sheepCRM supports local economies by enabling these organisations to streamline their operations, optimise resource allocation, and enhance member engagement, which in turn can lead to growth, job creation and more stable employment opportunities in their communities.; ; We are also dedicated to tackling economic inequality within our workforce by ensuring fair employment practices and equal access to career advancement opportunities. We offer competitive salaries and benefits to all employees, regardless of their role or location, ensuring that our staff can achieve a good standard of living.

  Equal opportunity

  At SheepCRM, we are committed to maintaining a workplace that embraces diversity and provides equal opportunities for all employees. Our hiring practices are designed to eliminate bias, and we ensure that promotions and career advancements are based on merit, skills, and performance. We foster an inclusive environment where every employee feels valued and respected, irrespective of their gender, ethnicity, age, disability, or any other status.; ; We provide flexible working arrangements, and supportive policies that enable all staff to thrive both professionally and personally.

Pricing

• Price: £299 an instance a month
• Discount for educational organisations: Yes
• Free trial available: Yes
• Description of free trial: SheepCRM's free trial includes access to core features like contact & member management and reporting but excludes customisation and API access. Support is available via email and our knowledge base. The trial typically lasts 14 to 30 days, allowing thorough evaluation of the system's capabilities.
• Link to free trial: https://sheepcrm.co.uk/gcfreetrial

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