APPRILIS LTD

Loopin: People‑centric digital coaching and performance AI platform

Loopin is an AI powered, employee engagement coaching, performance insight and team well being platform designed to measure sentiment, support personal development and strengthen organisational culture. It provides pulse surveys, feedback tools, analytics and AI-enabled coaching insights to help organisations understand workforce needs, improve engagement and support wellbeing initiatives.

Features

• Employee pulse surveys to measure engagement and sentiment
• Real-time analytics and dashboards for workforce insights
• AI-enabled coaching and reflective prompts
• Feedback tools supporting continuous improvement conversations
• Configurable surveys aligned to organisational priorities
• Role-based access for managers and administrators
• Secure cloud-based platform for people data
• Data export for reporting and analysis
• Integration with existing people and HR systems

Benefits

• Improves understanding of employee engagement and wellbeing
• Supports proactive management of workforce issues
• Encourages open feedback and continuous dialogue
• Provides insight to inform people strategy decisions
• Supports healthier workplace culture and morale
• Enables early identification of wellbeing risks
• Improves leadership awareness and responsiveness
• Reduces reliance on infrequent annual surveys
• Supports evidence-based organisational improvement initiatives
• Enhances employee experience and retention

• 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 commercial@apprilis.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

852012726492062

Contact

David Newbigging
07707 038420
commercial@apprilis.co.uk

About your service

• Service categories:

  Application Development and Deployment

  Analytics and business intelligence

  • Business Intelligence
  • Advanced and predictive analytics
• Multi cloud support: No

Service scope

• Software add-on or extension: No
• Cloud deployment model: Public cloud
• Service constraints: Browser and device compatibility:; Full functionality may be limited on unsupported or legacy browsers.; Mobile access may be via responsive web or companion apps, with reduced features compared to desktop.; ; User access and identity:; Integration with enterprise identity providers (e.g. SSO) may be optional or require configuration.; ; Data availability and quality:; Analytics and insights depend on the volume, quality, and consistency of user engagement data.; AI-driven insights improve over time as more data is captured.; ; AI functionality limitations:; AI-generated insights and coaching are advisory, not deterministic or guaranteed outcomes.; Outputs depend on user behaviour and interaction patterns.
• System requirements: Accessed via modern web browsers (e.g. Chrome, Edge, Safari, Firefox).

User support

• Email or online ticketing support: Yes
• Support response times: Within 1 business day.
• 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: Customer support is included within the service at no additional cost and is provided during normal business hours in accordance with the supplier’s support policy. Support covers access, availability, and use of the service. Enhanced or out-of-hours support is not included unless separately agreed.
• Support available to third parties: Yes

Onboarding and offboarding

• Getting started: Onboarding with Loopin begins with an initial discovery session to understand organisational objectives, workforce structure and engagement priorities. The platform is configured to reflect the organisation’s teams, roles and reporting lines. Survey templates, wellbeing check-ins and feedback cycles are aligned to agreed goals such as engagement, inclusion or mental wellbeing.; ; User roles and permissions are established to ensure appropriate access for administrators, managers and participants. Initial surveys or check-ins are scheduled, and communication materials may be shared to support adoption and participation.; ; Training is provided for administrators and managers, covering dashboard interpretation, survey configuration, feedback review and use of insights to support team discussions. Employees are onboarded through simple guidance, ensuring ease of participation with minimal disruption to daily work.; ; A pilot phase may be used to validate survey questions, reporting outputs and participation levels. Feedback is used to refine configuration before wider rollout.; ; Ongoing support ensures organisations can adapt surveys, analyse trends and use insights effectively as workforce needs evolve.
• Service documentation: Yes
• Documentation formats:
  • ODF
  • PDF
• End-of-contract data extraction: At the end of the contract, organisations retain full ownership of their engagement and wellbeing data. Loopin supports export of survey responses, participation metrics, aggregated insights, dashboards and configuration settings. Data is provided in standard formats suitable for reporting, analysis or migration to alternative platforms.; ; Exports can be scoped to specific time periods or organisational units, ensuring flexibility. Clients validate extracted data to confirm completeness and accuracy.; ; Once confirmation is received, Loopin removes all client-specific data from its systems in line with data retention and deletion policies. This includes survey responses, feedback records, user profiles and reporting configurations.; ; Documentation describing data structures and metrics can be provided to support interpretation and future use. This ensures continuity of organisational insight beyond the contract period and supports audit or reporting requirements.
• End-of-contract process: The offboarding process begins with formal notice and agreement of timelines for data extraction and access removal. Organisations identify the data and reports required for export, and Loopin assists in preparing and validating these extracts.; ; During the transition period, the platform may remain accessible until data validation is complete. Scheduled surveys and notifications are paused to prevent new data collection. User accounts are then deactivated, and administrative access is withdrawn.; ; Loopin proceeds with secure deletion of all remaining client data, including responses, insights and configurations, in accordance with governance and data protection policies. Confirmation of deletion can be provided upon request.
• Documentation accessibility standard: WCAG 2.2 AA

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari
• Application to install: No
• Designed for use on mobile devices: No
• Service interface: Yes
• User support accessibility: WCAG 2.2 AA
• Description of service interface: The Loopin interface is a web-based dashboard designed to give managers clear, real-time visibility of team engagement and wellbeing. It presents an overall team health score using visual indicators and status messaging, supported by AI-generated recommendations to address identified issues. Users can view recent check-ins, individual team member updates, and action statuses through simple, card-based layouts. A left-hand navigation menu provides access to core features such as team analytics, history, and profile settings. An integrated AI chat panel offers contextual coaching and guidance linked directly to team feedback and engagement data.
• Accessibility standards: WCAG 2.2 AA
• Accessibility testing: The service has been designed with accessibility in mind and is addressed within product iterations. Further information is available upon request.
• API: Yes
• What users can and can't do using the API: If the Customer chooses to use their own generative AI model API key instead of Loopin SAAS Ltd products OpenAI key, they are responsible for negotiating and adhering to the terms of usage, training, and retention with their model provider directly. In this scenario, Loopin SAAS Ltd will not be responsible for managing any relationship between the Customer and the generative AI model provider or for any terms and conditions agreed upon by the Customer and the provider.
• API documentation: Yes
• API documentation formats:
  • ODF
  • PDF
• API sandbox or test environment: Yes
• Customisation available: Yes
• Description of customisation: As part of the setup and onboarding process, users can determine the interface styling and branding as they deem appropriate. Further configuration of the metrics and data metrics required is also enabled.

Scaling

• Independence of resources: Loopin is delivered as a cloud-based SaaS platform requiring no client-managed infrastructure. All engagement and wellbeing data can be exported at any time, ensuring portability and reducing vendor lock-in. The platform integrates with standard HR and people systems, supporting flexibility and independence in data management.

Analytics

• Service usage metrics: No

Resellers

• Supplier type: Reseller providing extra features and support
• Organisation whose services are being resold: Loopin SaaS (https://letsloopin.com)

Staff security

• Staff security clearance: Other security clearance
• Government security clearance: Security Clearance (SC)

Asset protection

• Knowledge of data storage and processing locations: Yes
• Data storage and processing locations:
  • United Kingdom
  • European Economic Area (EEA)
• 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:
  • Physical access control, complying with SSAE-18 / ISAE 3402
  • Scale, obfuscating techniques, or data storage sharding
• 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 Erasure

Data importing and exporting

• Data export approach: Loopin enables export of survey responses, engagement metrics, wellbeing indicators, dashboards and configuration metadata in commonly supported formats such as CSV. Exports may be filtered by date or organisational unit. Supporting documentation is provided to explain data structures. Clients validate exported data before platform access is removed.
• 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: Loopin is hosted on cloud infrastructure designed to provide reliable access for employee engagement and wellbeing activities. The platform supports continuous availability for surveys, dashboards and feedback tools. Infrastructure monitoring and redundancy help maintain performance during peak survey periods.; We use commercially reasonable efforts to make the Services available 24 hours a day, seven days a week, except for planned maintenance carried out during the maintenance window of 10:00 pm to 2:00 am UK time.; Planned maintenance is communicated in advance and scheduled to minimise disruption. Monitoring tools track platform health and usage, enabling early detection of performance issues.
• Approach to resilience: Loopin uses cloud-native architecture with redundancy and scalable resources to ensure service continuity. Data is stored in resilient environments with backup processes that protect against data loss. The platform can scale to support increased participation during organisation-wide surveys or wellbeing initiatives.; ; Monitoring tools identify anomalies or service degradation, triggering internal remediation processes. Recovery procedures are in place to restore normal operation quickly if required.
• Outage reporting: In the event of an outage or service degradation, Loopin provides timely communication to affected clients. Initial notifications describe the issue, impacted functionality and expected resolution time where known. Updates are shared regularly until service is restored.; ; For significant incidents, Loopin may provide a summary outlining cause, resolution steps and preventative actions. Planned maintenance windows are communicated in advance.

Identity and authentication

• User authentication needed: Yes
• User authentication:
  • Public key authentication (including by TLS client certificate)
  • Username or password
• Access restrictions in management interfaces and support channels: Access to administrative features and support channels is restricted through authenticated user accounts and role-based permissions. Only authorised users can configure surveys, access dashboards or manage organisational settings. Privileged actions are logged to support audit and accountability.
• Access restriction testing frequency: At least once a year
• Management access 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: Between 1 month and 6 months
• Access to supplier activity audit information: Users contact the support team to get 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

Security governance

• Named board-level person responsible for service security: Yes
• Security governance certified: Yes
• Security governance standards: CSA CSM version 4.0
• Information security policies and processes: Loopin applies security practices appropriate for handling sensitive people and wellbeing data. Access to the platform is role-based, ensuring that users can only view information relevant to their responsibilities. Data is stored securely in managed cloud environments with encryption and access controls.; ; The platform supports anonymised and aggregated reporting where appropriate, reducing risk of identification in engagement insights. Secure development practices, monitoring and routine updates help maintain platform integrity.; ; Integrations with other systems use authenticated connections to protect data exchange. These measures support confidentiality, data protection compliance and trust in engagement reporting.
• Software Security Code of Practice: Yes

Operational security

• Configuration and change management standard: Supplier-defined controls
• Configuration and change management approach: Loopin manages platform updates and enhancements through controlled release processes. Changes are tested before deployment and communicated in advance. Organisations manage their own survey configuration, templates and reporting structures within the platform, allowing controlled and transparent evolution of engagement practices.
• Vulnerability management type: Supplier-defined controls
• Vulnerability management approach: The platform undergoes regular security reviews, vulnerability scanning and patching. Risks are prioritised based on severity and addressed promptly. Managed cloud hosting provides additional security controls and monitoring to protect against emerging threats.
• Protective monitoring type: Supplier-defined controls
• Protective monitoring approach: Loopin monitors system performance, access activity and data usage patterns. Logs and alerts support early detection of anomalies or unauthorised access. Monitoring enables timely investigation and supports compliance and governance requirements.
• Incident management type: Supplier-defined controls
• Incident management approach: Loopin follows defined incident management procedures to identify, assess and resolve issues affecting service availability or data integrity. Incidents are prioritised by impact. Clients are notified when incidents affect platform use. Root cause analysis and corrective actions are applied for significant events.
• Post-quantum cryptography secure: No

Secure development

• Approach to secure software development best practice: Conforms to a recognised standard, but self-assessed

Public sector networks

• Connection to public sector networks: No

Pricing

• Discount for educational organisations: No
• Free trial available: Yes
• Description of free trial: Free 14 day trial is available

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

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

Non-mandatory Standards and certifications

• ISO/IEC 27001 certification: Yes
• Who accredited the ISO/IEC 27001: British Assessment Bureau
• ISO/IEC 27001 accreditation date: Monday 24 November 2025
• What the ISO/IEC 27001 doesn’t cover: N/A
• ISO 28000:2022 certification: No
• ISO 9001 certification: Yes
• Who accredited the ISO 9001 certification: British Assessment Bureau
• ISO 9001 accreditation date: Monday 24 November 2025
• What the ISO 9001 doesn’t cover: N/A
• Quality management systems (QMS): Yes
• CSA STAR certification: No
• PCI certification: No
• Cyber essentials: Yes
• Please provide your Cyber Essentials Certificate Number: C18087df-fbe7-441c-8137-34847d8d86c5
• Cyber essentials plus: Yes
• Please provide your Cyber Essentials Plus Certificate Number: C5eb6ef6-96c7-4b48-975e-45a25945bcc7
• Other security certifications: Yes
• Any other security certifications: ICO - Data Protection Certificate

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
    • Monitoring of employee engagement rates (by protected characteristic) and, where necessary, the development of actions to ensure all voices are heard across the diversity of the workforce
    • 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
    • Activities to cascade good practice on fair working conditions throughout the supply chain
    • Offer a pay and leave entitlement to all eligible staff who become kinship carers, ideally equivalent to statutory adoption pay and leave
    • Payment of more than the National Minimum Wage or National Living Wage (as appropriate) to the contract workforce
    • Monitoring and reporting of gender and ethnicity pay gaps and plans to address them where necessary
    • Entitlement to sick pay for the contract workforce, with provision in place for any staff who do not meet the earnings threshold for statutory sick pay, payment of sick pay from day one of absence and payment of staff on the contract workforce who are off sick a replacement income of 100% of their usual earnings for as long as possible
    • Plans for an appropriate income replacement policy for staff who are required to spend time away from work to care for a sick dependent or close relative
    • 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
    • Support for educational attainment relevant to the contract, including training schemes that address skills gaps and result in recognised qualifications
    • Volunteering opportunities for staff
    • 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
    • Delivery of apprenticeships, supported internships and T Level industry placement opportunities (Level 2, 3 and 4+) in relation to the contract

  • 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
    • Activities to identify opportunities to open up sub-contracts under the prime contract to a diverse range of businesses, including new businesses, entrepreneurs, start-ups, SMEs, VCSEs and mutuals
    • Activities that demonstrate a collaborative way to work with a diverse range of businesses as part of the supply chain
    • Ensuring accessibility to contracting and subcontracting opportunities for disabled business owners and employees
    • Structuring of the supply chain selection process to ensure fairness (e.g. anti-corruption) and encourages participation by a diverse range of businesses, including with regard to new businesses, entrepreneurs, start-ups, SMEs, VCSEs and mutual
    • 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
    • Collaborative ways of working with the supply chain to deliver additional environmental benefits in the performance of the contract, including working towards net zero carbon emissions and use of clean energy and green technologies
    • Delivery of additional environmental benefits through 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
    • Activities to reconnect people with the environment and increase awareness of ways to protect and enhance it

  • 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
    • Creation of employment opportunities particularly for those who face barriers to employment, such as prison leavers, care leavers and/or who are located in deprived areas, and for people in industries with known skills shortages or in high growth sectors
    • 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
    • Inclusive and accessible recruitment practices, and retention-focused activities, including those provided in the Guide for line managers on recruiting, managing and developing people with a disability or health condition
    • Introducing transparency to pay and reward processes
    • Offering a range of quality opportunities with routes of progression if appropriate, e.g. T Level industry placements, students supported into higher level apprenticeships.
    • Working conditions which promote an inclusive working environment and promote retention and progression
    • Other measures to provide equality of opportunity for disabled people and those with health conditions into employment, including becoming a Disability Confident employer and inclusion of supported businesses in the contract supply chain
    • 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
    • Inclusive and accessible development practices, including guidance for line managers on recruiting, managing and developing people with a disability or health condition

  • 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
    • Other measures to offer development opportunities for the target cohort(s) in the contract workforce
    • Advertising, promotional and outreach activities designed to raise awareness of the offer to reach the target cohort
    • Understanding of issues relating to entering the contract workforce
    • Creation of outreach activities to create a pipeline of employees for the future contract delivery
    • Content of the outreach activity is designed to suit the target cohort

  • 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
    • Inclusive and accessible recruitment practices, development practices and retention policies that support-focused activities including those provided in the Guide for line managers on recruiting, managing and developing which support people with a disability or health condition
    • Actions to invest in the physical and mental health and wellbeing of 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 commercial@apprilis.co.uk. Tell them what format you need. It will help if you say what assistive technology you use.