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RLDatix

Allocate Loop

Allocate Loop is a app dedicated to health and care frontline workers that lets them easily manage their work life admin, including viewing their roster, booking shifts and booking leave, as well as receiving direct communications from their workplace and ability to communicate with colleagues.

Features

  • View personal roster and who you're working with in calendar.
  • View annual and study leave allowances and request leave.
  • Book vacant and bank shifts instantly.
  • Log call outs times when on call-out.
  • Clock in and out using unique geofence technology.
  • Direct and group messaging amongst colleagues.
  • Personalised Newsfeed populated from your connections and organisational news.
  • Auto-managed staff groups when rostered into a team.
  • Create own Pages and Groups.
  • Report concerns directly to organisation, including anonymous option.

Benefits

  • User friendly interface for digital natives.
  • Reduced admin for rostering team with employee self service ability.
  • Able to complete admin tasks instantly via the app.
  • Fully auditable and controllable secure platform.
  • Targeted communications, ensuring right audience get the right message.
  • Improve intra-organisation communications.
  • Automation of groups, ensuring members are always up to date.
  • Direct channel to share organisation news to frontline/remote workforce.
  • Employees don't share personal contact details to communicate with colleagues.
  • Safe platform for employees to share feedback and concerns.

Pricing

Service documents

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Framework

G-Cloud 15

Service ID

8 5 2 3 3 7 2 4 7 1 7 2 9 6 2

Contact

RLDatix UK Sales
Telephone: +44 (0)20 7355 5555
Email: Bid.Manager@rldatix.com

About your service

Service categories

Applications

Production and operations

Service industry and public sector operations

  • Healthcare
Multi cloud support
No

Service scope

Software add-on or extension
Yes
What software services is the service an extension to
Allocate Loop can be used in conjunction with many of RLDatix's Software as a Service products, such as Allocate Optima or MedicOnDuty.
Cloud deployment model
Private cloud
Service constraints
RLDatix will normally perform Scheduled Maintenance activities during Out of Hours. Emergency Maintenance may be required as a result of identifying a problem through on-going monitoring and management that could potentially cause an outage or failure of the SaaS Services. RLDatix will use reasonable endeavours to provide the Customer advance notification if possible and manage such Emergency Maintenance in such a way as to minimise impact on the Customer's operations. Emergency Maintenance may be conducted at any time.
System requirements
  • Internet access
  • Compliant web-browser

User support

Email or online ticketing support
Yes
Support response times
Support is provided Monday to Friday, 08:00 – 20:00 including UK Bank Holidays (Support Service Hours). Support is telephone and web-based. Operational Support Services Response and Resolution Target Service Level: * Priority 1 - Within one (1) hour - Four (4) Support Service Hours * Priority 2 - Within one (1) hour - Sixteen (16) Support Service Hours * Priority 3 - Within one (1) Business Day - Forty-eight (48) Support Service Hours * Priority 4 - Within one (1) Business Day - Within the next Software release
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
No
Onsite support
No
Support levels
RLDatix provide a single, priority-based support model which is included, at no additional cost, within the pricing document provided.

* Priority 1 - Within one (1) hour - Four (4) Support Service Hours
* Priority 2 - Within one (1) hour - Sixteen (16) Support Service Hours
* Priority 3 - Within one (1) Business Day - Forty-eight (48) Support Service Hours
* Priority 4 - Within one (1) Business Day - Within the next Software release

At the point of “Go Live” the customer shall be assigned a Customer Success Analyst who shall focus on two key areas in their support of the customer:

*Software Adoption – The Customer Success Analyst will visit customers and work with them to help them on their journey to realise financial and non-financial benefits from the software. Once baseline information has been assessed, an Adoption Account Plan will be prepared to identify and address key areas to help organisations better utilise the software.
*Proactive Support – Using dashboards to monitor performance, engagement and the level of adoption, the Customer Success Analyst in collaboration with Customer Support, will be able to alert concerns proactively or provide assistance where a situation could be improved.
Support available to third parties
No

Onboarding and offboarding

Getting started
The RLDatix suite of projects delivers benefits rather than a software-driven programme for the organisation. Central to this is the EQUIP Business Transformation model, a structured framework enabling sustainable change and measurable outcomes. EQUIP engagements include:
• A clear case for change and agreed scope (Evaluate)
• Quantified benefits statements (Quantify)
• A structured implementation plan with governance checkpoints (Understand & Implement)
• A continuous improvement framework underpinned by reporting and data (Protect & Sustain)
Together, RLDatix training and EQUIP transformation ensure meaningful, measurable, and sustained improvements.Training during implementation is hands-on and flexible, delivered remotely, onsite, or in hybrid formats. Face-to-face workshops are recommended as they foster deeper engagement, collaboration, and knowledge retention, accelerating project benefits. RLDatix works collaboratively to tailor training plans, gathering feedback to refine approaches.
Beyond implementation, ongoing learning is supported through the RLDatix Academy, offering 22 Virtual Classroom courses, 14 eLearning modules, 500+ guides, and 200+ instructional videos via the Customer Portal. Role-focused programmes ensure teams gain confidence and expertise, supporting career progression and system optimisation. Bespoke support packages are also available.
Service documentation
Yes
Documentation formats
  • HTML
  • PDF
  • Other
Other documentation formats
PowerPoint
End-of-contract data extraction
RLDatix shall facilitate and provide the necessary tools for the Customer’s extraction of its data stored using the RLDatix Cloud Services prior to or on termination or expiry of this Agreement and subject to the foregoing it shall be Customer’s responsibility to extract all such data and RLDatix shall not be liable for any losses, damages, costs or expenses resulting from Customer’s failure to do so. On request by the Customer, RLDatix shall provide one backup copy of the Customer’s database for no additional charge. In the event that the Customer does not make such a request within one month of the termination or expiry of this Agreement the Data will be deleted.
End-of-contract process
All training delivered during the implementation phase of the solution is included within the contract price. In addition the following is included during the term of the agreement: *System maintenance *Upgrades *Support. All System data remains the property of the customer and shall be returned (at the request of the customer) on expiry or termination of the agreement in a standard data format (e.g. SQL).
Documentation accessibility standard
WCAG 2.2 AA

Using the service

Web browser interface
Yes
Supported browsers
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari
Application to install
Yes
Compatible operating systems
  • Android
  • IOS
Designed for use on mobile devices
Yes
Differences between the mobile and desktop service
The mobile application is focused around the indidivdual worker needs, making it quick and simple to download and utilise. The web is for administration to manage moderation, high text high screen resolution activities.
Service interface
No
User support accessibility
None or don’t know
API
No
Customisation available
No

Scaling

Independence of resources
We minimise “noisy neighbour” impact through continuous performance monitoring and elastic scaling. We continuously monitor service performance (e.g., system load, response times, resource utilisation) using automated monitoring and alerting, as well as ongoing checks and trend analysis to spot degradation early. Capacity management is ongoing and we maintain headroom so that performance remains stable during peak demand. Additionally, the platform uses an elastic architecture so it can scale dynamically as demand changes. If increased load causes customer performance metrics to deteriorate, we can provision additional system capacity on demand to restore performance.

Analytics

Service usage metrics
Yes
Metrics types
The Customer may request RLDatix to provide performance monitoring reports and action reports. Subject to agreement on the type and frequency of reporting, RLDatix may provide the following reports:

*Occurrence of Faults and/or Service Availability issues
*Provision of Workarounds for Faults and their applicable severity levels.
*Scheduled Maintenance activities
*Service Level Agreement Reporting
Resource tagging
No
FOCUS resource tagging
No

Resellers

Supplier type
Not a reseller

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
User control over data storage and processing locations
No
Datacentre security standards
Managed by a third party
Penetration testing frequency
At least once a year
Penetration testing approach
‘IT Health Check’ performed by a CREST-approved service provider
Protecting data at rest
  • Physical access control, complying with CSA CCM v4.0
  • Other
Other data at rest protection approach
Data in AWS-hosted SaaS environments is encrypted at rest using AWS-managed keys. Key management follows a formal policy, including annual rotation, separation of admin duties, and approved emergency recovery. Databases use continuous, encrypted backups (AES-256), retained for 30 days before secure deletion. Production data is replicated to secondary sites for resilience. Access to stored data and keys is strictly controlled by role, reviewed quarterly, and logged for audits. In non-production, sensitive data is masked or de-identified to minimise exposure.
Data sanitisation process
Yes
Equipment disposal approach
Complying with a recognised standard, for example CSA CCM v4.0, CAS (Sanitisation) or ISO/IEC 27001
Data sanitisation type
Data Erasure

Data importing and exporting

Data export approach
Utilsing Allocate Optima, users can export PDF and Excel outputs.
Data export formats
Other
Other data export formats
  • PDF
  • Excel
Data import formats
Other
Other data import formats
N/A

Data-in-transit protection

Data protection between buyer and supplier networks
  • TLS (version 1.2 or above)
  • Other
Other protection between networks
We use a defence-in-depth strategy across transport, perimeter, access control, and monitoring. Secure access is provided via HTTPS portals, APIs, SFTP/FTPS, and encrypted email (TLS, SMTP relay). Perimeter protection includes AWS WAF and Shield Standard for DDoS and application-layer security. Environments are separated in AWS (VPCs in separate accounts) with centralised routing/egress controls, and AWS Network Firewall securing egress traffic. Production access requires VPN with MFA (and, where relevant, remote desktop-protocols approved by the customer). Our continuous monitoring utilises GuardDuty for suspicious/malicious activity, and centralised logging to detect threats. API access is secured with TLS, WAF, and token-based authentication (JWT).
Data protection within supplier network
  • TLS (version 1.2 or above)
  • Other
Other protection within supplier network
Administrative-Controls
•Documented security policies defining data handling and protection
•Access based on roles and minimum required privilege
•Privileged access management (PAM) for accountability/investigation
•Centralized monitoring/SIEM-correlation with monitoring/response operations to ensure data protection and incident management

Technical-Controls
•Production/Non-Production are segmented; security-groups/virtual-firewalls enforce “deny-by-default”, and only required flows are allowed
•Strong authentication and MFA for remote and privileged access; controlled administrative paths are used to access production systems
•Logging of security events and privileged actions for traceability/investigation-support
•TLS/mTLS for internal communications to reduce interception/lateral-movement risk
•AES-256 encryption at rest with centralised key management
•IDS/IPS-style threat detection with cloud-native alerting for suspicious activity

Availability and resilience

Guaranteed availability
RLDatix guarantees a minimum of 99.8% availability.

Actual Service Availability is calculated as follows:
• Service Availability = Operational Time – Service Downtime x 100 % / Operational Time

Please refer to the terms and conditions provided for further detail.
Approach to resilience
Our service resilience is built in at the hosting, architecture, operations, and recovery layers:
•Geographic/Datacentre Resilience: The service is hosted on AWS in the UK with multiple built-in redundancy measures, using several data centres in different locations to provide geographic resilience and to survive complete datacentre outages.
•No Single Point of Failure (SPOF) & ‘Self-Healing’ Design: The platform is described as ‘self-healing’ and engineered for redundancy and continuity without an SPOF.
•Resilient Infrastructure and Network Topology: Cloud environments are within Tier III+ datacentres with virtualised resilient infrastructure and network topology with multiple points of presence.
•Entrenched Business Continuity and Disaster Recovery: Resilience is governed by our BC/DR Policy/Plan, is ISO27001-aligned, and tested/reviewed annually.
•24/7 Monitoring & Automatic Failover/Precautions: We operate with 24/7 monitoring and backup procedures, i.e., automatic failover and other precautions.
•High Availability and Low-Maintenance Disruption: The service is designed for 24/7 availability with minimal planned downtime; updates are applied roughly every 4-weeks and, typically, do not require downtime.
•Defined DR Objectives: In a major disaster requiring DR plan invocation, we use reasonable endeavours to restore the SaaS service within 8 hours (RTO) and recover to a point no more than 24 hours prior to the event (RPO).
Outage reporting
Service outages are communicated to customers through a publicly accessible dashboard.

Identity and authentication

User authentication needed
Yes
User authentication
  • Multi-Factor Authentication (MFA)
  • Other
Other user authentication
To access Allocate Loop, users create their own accounts - this happens through Auth0. Auth0 authenticates a user by redirecting them to a secure, hosted login page where they enter their credentials or use an SSO identity provider. Auth0 then verifies the identity, and upon success, issues tokens (such as ID and access tokens) that the application uses to confirm the user’s identity and permissions.
Access restrictions in management interfaces and support channels
Access to management interfaces and support channels is tightly controlled. Admin access requires VPN, role-based provisioning, and MFA. Privileged paths are hardened with SSH blocked at the firewall until required, unique 4096-Bit RSA keys, disabled root, audited escalations, and Kubernetes access is per-user/permissioned. AWS access is limited to necessary operators, with enforced MFA and regular key rotation. Emergency accounts are rare, time-limited, and monitored. Support system access is restricted via RBAC, 2FA, VPN, and authenticated accounts; staff have no default access to customer data—temporary access is granted only when needed, logged, and promptly revoked, with audits reviewed quarterly.
Access restriction testing frequency
At least once a year
Management access authentication
  • Multi-Factor Authentication (MFA)
  • Other
Description of management access authentication
To access Loop, users create their own accounts - this happens through Auth0. Auth0 authenticates a user by redirecting them to a secure, hosted login page where they enter their credentials or use an SSO identity provider. Auth0 then verifies the identity, and upon success, issues tokens (such as ID and access tokens) that the application uses to confirm the user’s identity and permissions.

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

Security governance

Named board-level person responsible for service security
Yes
Security governance certified
Yes
Security governance standards
  • CSA CSM version 4.0
  • ISO/IEC 27001
  • Other
Other security governance standards
In addition to ISO/IEC 27001, our governance/control standards are mapped/aligned to the following other frameworks and requirements:
•ISO 9001
•ISO/IEC 27018
•NIST SP 800-53
•NCSC CAF (UK National Cyber Security Centre Cyber Assessment Framework)
•Cyber Essentials Plus
•Essential Eight (ACSC Essential 8)
•NIS2
•GDPR
•HIPAA
•NCQA
Information security policies and processes
• Risk assessment and ongoing risk review (frequency depends on risk score).
• Define/maintain information security policies & procedures based on risk assessment and best practice.
• Implement technical and procedural controls (e.g., firewalls/encryption/access controls plus password policies and training).
• Internal and external audits to validate adherence to policies/procedures.
• Certification maintenance (e.g., ISO 27001 and Cyber Essentials Plus) as part of continuous improvement.
• Security awareness & GDPR training annually for all employees (tracked as a metric).
Software Security Code of Practice
Yes

Operational security

Configuration and change management standard
Complies with a recognised standard, for example CSA CCM v4.0 or SSAE-18 / ISAE 3402
Configuration and change management approach
Service components are tracked through their lifecycle using an ITIL-aligned configuration management process. We maintain records of the status, location and configuration of hardware and software and keep those records current through controlled updates via standard change and request management (including reconciliation/validation activities).

Changes are raised and tracked in ServiceNow, where the workflow requires justification, risk/impact assessment, testing and backout plans, scheduling, and closure notes.

Each change is assessed for potential security impact; higher-risk changes require formal authorization/CAB review before implementation.
Vulnerability management type
Complies with a recognised standard, for example CSA CCM v4.0 or SSAE-18 / ISAE 3402
Vulnerability management approach
Our vulnerability management process includes regular automated scans, impact assessment, and remediation tracking. We prioritise using CVSS (NIST-aligned), mapping patches to NVD and Microsoft Security Bulletin ratings. Patches are deployed by severity: Critical within 14 days, Important within 30 days, Others within 90 days. For Critical issues (CVSS 9–10), corrective action plans are made within 2 weeks and resolved in 1 month; High issues (CVSS 7–8.9) are planned in 1 month and resolved in 3 months. Verification scans and independent penetration tests ensure remediation, vulnerability-mitigation, and ongoing security, with quarterly service/infrastructure testing.
Protective monitoring type
Complies with a recognised standard, for example CSA CCM v4.0 or SSAE-18 / ISAE 3402
Protective monitoring approach
Operationally, this sits within a continuous control framework that is externally accredited/certificated by ISO27001 and ISO9001, with continual internal monitoring and external auditing.
Incident management type
Complies with a recognised standard, for example, CSA CCM v4.0 or ISO/IEC 27035:2011 or SSAE-18 / ISAE 3402
Incident management approach
Our incident-management process, guided by our Global-Incident-Management-Policy, includes: identifying and reporting incidents (security, privacy, health/safety), responding with defined roles and escalation steps, immediate reporting of ransomware to the MIRT Team Leader, and clear communication plans for internal/external stakeholders. Where notification is required by law/regulation, we prepare notifications with a dedicated contact, breach description, investigation/remediation steps, data types involved, and notification steps to individuals/authorities/law-enforcement as applicable. Evidence is documented in RLDatix, with technical resolution and risk assessment tracked. Post-incident, we conduct root cause analysis and after-action reviews to drive continuous improvement, submitting reports to the enterprise risk/compliance committee as required.
Post-quantum cryptography secure
Yes

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 v4.0)

Public sector networks

Connection to public sector networks
No

Pricing

Discount for educational organisations
No
Free trial available
No

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
DNV - Business Assurance
ISO/IEC 27001 accreditation date
Monday 14 October 2013
What the ISO/IEC 27001 doesn’t cover
The certificate is valid for the following scope:
Design, development, management, support, delivery and availability of the RLDatix software platforms for resource planning and modelling, patient safety and risk management and transport management, transport procurement and specialist call handling solutions. All in accordance with the Statement of Applicability version 2.
ISO 28000:2022 certification
No
ISO 9001 certification
Yes
Who accredited the ISO 9001 certification
DNV - Business Assurance
ISO 9001 accreditation date
Tuesday 3 October 1995
What the ISO 9001 doesn’t cover
The certificate is valid for the following scope:
Design, development, implementation and support of application software and provision of associated consultancy and user training for resource planning and modelling, patient safety and risk management and transport management, transport procurement and specialist call handling solutions.
Quality management systems (QMS)
Yes
CSA STAR certification
No
PCI certification
No
Cyber essentials
Yes
Please provide your Cyber Essentials Certificate Number
204b74d2-630c-47ae-965b-8abef4ea8e7b
Cyber essentials plus
Yes
Please provide your Cyber Essentials Plus Certificate Number
34d8f76f-14bb-49eb-bf76-de63292b660c
Other security certifications
No

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
    • Payment of more than the National Minimum Wage or National Living Wage (as appropriate) to the contract workforce
    • 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
    • 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
    • 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
    • Means of influencing staff, suppliers, customers, communities and/or any other appropriate stakeholders with respect to modern slavery risks relating 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 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
  • 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
    • Understanding of local demographics, needs and opportunities for the co-design of the goods, services and works to be delivered under the contract
  • 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
  • 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 underlying factors affecting improvements to reduce barriers to entry and training schemes for the target cohort(s) related to the contract workforce
    • Understanding of issues relating to entering the contract workforce
  • 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
    • Understanding barriers to access to health and social care services or employment opportunities e.g. digital inclusion

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