AZEUS UK LIMITED

Convene in Teams (CiT)

Convene in Teams is a secure board portal for Boards and Senior Management teams, enabling meeting creators and participants to manage governance meetings directly within Microsoft Teams.

A digital governance platform designed to streamline the preparation, distribution and management of board and committee meeting packs, with SSO and SharePoint integration.

Features

• Board portal embedded directly within Microsoft Teams
• Single sign-on (SSO) via Active Directory integration
• SharePoint integration for uploading and managing meeting papers
• Exchange calendar integration for scheduling and RSVP synchronisation
• Agenda creation and secure meeting pack distribution within Teams
• Real-time annotations and collaborative document review during meetings
• Teams video conferencing alongside Convene meeting materials
• Guest access support for external meeting participants
• Action items and meeting notes captured during live sessions
• Search across meeting documents, annotations and action items

Benefits

• Manage governance meetings without leaving the Microsoft Teams environment
• Reduce administration effort through integrated scheduling and meeting packs
• Maintain secure governance controls within existing Microsoft Teams policies
• Streamline document workflows through SharePoint-connected meetings
• Capture decisions instantly through embedded voting and approvals
• Improve accountability with tracked actions and follow-up items
• Produce accurate minutes efficiently with structured post-meeting workflows
• Collaborate securely with shared annotations on meeting papers
• Reduce application switching by consolidating governance workflows in Teams
• Support secure approvals and sign-off directly within Teams meetings

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

Framework

G-Cloud 15

Service ID

968120482328946

Contact

Azeus UK
020 3743 2515
ukpresales@azeus.com

About the service

• Service categories:
  • Applications
    • Content workflow and management
      • Content services
        • Enterprise Content Management Applications
        • Content Sharing and Collaboration Applications
      • Capture
        • Capture
      • Document
        • Document
      • Enterprise portals and digital workspaces
        • Multi-Audience Portals
        • Integrated Employee Workspaces
• Multi cloud support: No

Service scope

• Software add-on or extension: Yes, but can also be used as a standalone service
• What software services is the service an extension to: Microsoft Teams
• Cloud deployment model:
  • Public cloud
  • Private cloud
• Service constraints: N/A.
• System requirements:
  • Web browser: Google Chrome 51 or later
  • Web browser: MS Edge 13.1056 or later
  • Web browser: Mozilla Firefox 47 or later
  • Web browser: Apple Safari 9 or later
  • Android: minimum 7.0 or above, 3 GB RAM
  • IOS: minimum iPadOS13 (3GB RAM) or iOS12 (2GB RAM)
  • Windows: minimum Windows10, Intel i3, 4GB RAM
  • MacOS: minimum X 10.10

User support

• Email or online ticketing support: Yes
• Support response times: Support response times; Support Case Response Times and Resolution ; Priority: High. Response time: 1 hour. ; Medium: 2 hours. ; Low: 8 hours. ; Support is 24/7/365, response times do not vary on week-ends.
• User can manage status and priority of support tickets: No
• Phone support: Yes
• Phone support availability: 24 hours, 7 days a week
• Web chat support: Yes
• Web chat support availability: 24 hours, 7 days a week
• AI chatbot: No
• Web chat support accessibility standard: WCAG 2.2 AA
• Web chat accessibility testing: More than compliance, we make sure that Convene can actually be used by end-users. Convene Accessibility has been developed with a fully visually impaired director (who is now happily using it). We are open to trial and feedback by any user concerning accessibility (physically impaired or not). We have also been assessed by an organization of the blind (https://atriev.org). Voluntary Product Accessibility Template (VPAT) documents can be supplied for Convene if required.
• Onsite support: Yes, at extra cost
• Support levels: Customers are assigned an Account Manager, who manages the ongoing contract, amendments or additions to it, provides general customer engagement, new product information, guidance and the provision and pricing of any additional business, technical, project management and user training, consultancy services or other required by the customer. ; ; Support Case Priority Levels ; Reported issues will be prioritised according to their nature and impact on business operations. ; The priority definitions are: ; High: Service is unusable. ; Medium: Service is usable but affects day-to-day operations. Service is usable but has minor issue(s). ; Low: Ad-hoc queries by end users. ; ; Support Case Response Times and Resolution ; Priority: High. Response time: 1 hour ; Medium: 2 hours. ; Low: 8 hours. ; ; Support Case Resolution Times ; Priority High: Targeted for resolution within 1 working day. ; Priority Medium: Targeted for resolution within 5 working days. ; Priority Low: Fix can be in next release. ; ; A support case is considered resolved when either a fix or a workaround is provided so that end users can continue with their work. In the case where a workaround is provided, Convene support staff will continue to follow up and resolve the issue.
• Support available to third parties: Yes

Onboarding and offboarding

• Getting started: Convene in Teams (CiT) user training is usually split between meeting attendees training and system administrators training.; Delivery is on the basis of a train-the-trainer approach, supported by webinar demos to all users, with additional onboarding support to users or administrators as required.; As CiT is designed to be simple to use, our clients only require a short training period to start using and getting the benefits out of CiT.; Administrator Training covers various tasks such as creating user accounts, setting up meetings, building agendas, inviting participants, post-meeting activities, taking meeting notes, and more (2 to 3 hours).; End-user Training covers tasks like joining meetings via video conferencing, navigating agenda items, reviewing and annotating documents, signing documents, casting votes, and more (0.5 to 1 hour).; Other resources (Sample Meetings, User Manuals, Quick Start Guides, In-app Help Guide or Quick Start Videos) are also available.
• Service documentation: Yes
• Documentation formats:
  • PDF
  • Other
• Other documentation formats: Video
• Documentation accessibility standard: WCAG 2.2 AA
• End-of-contract data extraction: As part of standard procedures, in the event of service termination, data will be retained securely in the hosting environment for only 30 days after services have been terminated. This is a period to allow clients to retrieve data that has been previously uploaded on the environment. If no data retrieval requests have been received in this 30 day period, Azeus will perform cryptographic deletion on the client’s data. This is carried out by deleting the data in its encrypted form and any corresponding encryption keys associated with the data. This removes any chance of recovery and decryption of deleted data.
• End-of-contract process: All Convene in Teams (CiT) documents are stored within your MS365 SharePoint instance, including exported meeting packs. This means that there is no time consuming or costly offboarding process.

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari
• Application to install: Yes
• Compatible operating systems:
  • Android
  • IOS
  • MacOS
  • Windows
• Designed for use on mobile devices: Yes
• Differences between the mobile and desktop service: While Convene is accessible in different platforms (via Mac and Windows web browsers, iPad and Android tablets, as well as Windows and OSX devices), functionality is consistent across all platforms and the solution is designed to use the native navigation of each device. ; For example, the tablet devices make use of hand swipe to move between pages, finger pinch to zoom etc whereas the laptop version will use mouse and keyboard controls.
• Service interface: Yes
• Description of service interface: Convene in Teams (CiT) offers a secure, modern board portal that combines powerful technical features with truly responsive global service.; Supported across a wide range of web, mobile and desktop platforms, it provides your users a wide range of options for collaborating.; Internal administrators can manage users, licences, meeting roles, permissions, documents, without supplier involvement, reducing friction, saving time, increasing internal governance flexibility.; CiT offers robust offline access on iOS, Android, Windows, and for customers seeking to reduce meeting friction, CiT integrates with Teams to provide a conferencing solution (users won’t have to switch between apps or struggle with links).
• Accessibility standards: WCAG 2.2 AA
• Accessibility testing: More than compliance, we make sure that Convene can actually be used by end-users. Convene Accessibility has been developed with a fully visually impaired director (who is now happily using it). We are open to trial and feedback by any user concerning accessibility (physically impaired or not). We have also been assessed by an organization of the blind (https://atriev.org). Voluntary Product Accessibility Template (VPAT) documents can be supplied for Convene if required.
• User support accessibility: WCAG 2.2 AA
• API: No
• Customisation available: Yes
• Description of customisation: Convene supports customisation in a specific format. ; Customers can reinforce branding through a customisable sign in page and meeting document templates. The following elements of electronic meeting packets may be customised:; - Company logo; - Company name; - Theme colour of the app; - Meeting agenda template; - Agenda separator template; - Minutes template

Scaling

• Independence of resources: As a fully integrated Microsoft (MS) Teams application, Convene in Teams has the same hardware requirements and constraints as the currently supported versions of the MS Teams desktop and Web apps. ; The current MS Teams hardware requirements and support can be seen on the Microsoft website (https://docs.microsoft.com/en-us/microsoftteams/hardware-requirements-for-theteams-app ).

Analytics

• Service usage metrics: Yes
• Metrics types: Our system can provide extensive service metrics for analysis of how and when users interact with it.; Reports included:; - Users Reporting: Committee/Board Membership; - Reporting on Meeting Data; - Reporting on Action Item Status; - Performance Reports; - Efficiency Tracking Reports; Some of the metrics provided include attendance, frequency, duration, and other meeting details over a set period of time. Settings for reports can be configured to create an assessment specific to the user’s needs.
• Reporting types:
  • Real-time dashboards
  • Regular reports
  • Reports on request
• Resource tagging: Yes
• FOCUS resource tagging: Yes

Supplier type

• 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: 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
• Data sanitisation process: Yes
• Data sanitisation type:
  • Deleted data can’t be directly accessed / Cryptographic Erasure
  • Explicit overwriting of storage before reallocation / Secure Erase
• Equipment disposal approach: Complying with a recognised standard, for example CSA CCM v4.0, CAS (Sanitisation) or ISO/IEC 27001

Data importing and exporting

• Data export approach: Users can export all of their data from their sites at any time during their subscription.; An Export functionality, e.g. Export button, is provided in applicable system screens.; It is an intuitive, simple and user friendly process, to export data from the Convene system.
• Data export formats:
  • CSV
  • Other
• Other data export formats:
  • PDF
  • XML
  • XLS
• Data import formats:
  • CSV
  • Other
• Other data import formats: XML

Data-in-transit protection

• Data protection between buyer and supplier networks:
  • Private network or public sector network
  • 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: The guaranteed system availability is 99.7%. Where the annual uptime percentage drops below 99.7% within a total Service Year (i.e., the preceding 365 days from the date of an SLA claim), the customer is eligible to receive a service credit equal to 0.5% of the annual service charge for each percentage below the committed availability. Note the annual service charge does not include ad-hoc or pre-paid consultancy, training, project management or other one-off service types. No credits are offered if a customer is in arrears with payments or has insufficient balance to continue using Azeus cloud services during the qualifying claimed credit period for at least 10 calendar days. The maximum total credit for the yearly billing period, including all guarantees, will not exceed 5% of the total annual service charge payable by the customer for the eligible credit period (i.e. yearly billing cycle in which the most recent unavailable event included in the SLA claim occurred) nor can a credit amount in excess of 5% be carried over and applied to future fees. The Account Manager service provides the means through which a claim can be made, account management meetings occurring quarterly.
• Approach to resilience: Azeus UK implements a comprehensive backup strategy that keeps redundant backups of system data and its configuration. Backups are scheduled daily to ensure availability of data and will typically be kept for 14 days. A disaster recovery environment is available and is prepared in case a disaster occurs on the production site. The disaster recovery environment will be capable of taking over the operations from the production site if needed. Azeus UK will restore services to normal operations within 24 hours. Our system infrastructure is designed to provide varying levels of availability to fit the customer's resilience requirements. The disaster recovery site is hosted on a geographically separate data centre with a system and server configuration that is identical to the production site. The design can be adjusted to a strict resilience requirement with redundancy configured such that there is no single point of failure in the production setup or a more budget oriented approach where regular backups are configured and specific servers can be configured with hot or cold-standby configurations. The frequency of backup and replication can be configured to the customer's needs
• Outage reporting: Our service utilises Zabbix to perform system checks and monitor server resources. The monitoring service is configured to check if the system is up and to monitor performance and system-related parameters such as CPU utilisation, RAM utilisation and available storage space on servers. Thresholds are set so that Zabbix will automatically generate an email alert should any threshold be breached. Email alerts are sent to the Azeus System Engineer for appropriate action. Data from Zabbix monitoring is also used to monitor system usage and to inform future capacity planning. For any scheduled downtime (e.g., maintenance or system upgrade) Azeus UK will inform the customer ahead of time (at least 1 week ahead except for emergency maintenance) and schedule the activities, where possible, outside of office hours. Azeus UK provides a report for all system outages which includes the following: 1. Date and time when the outage was detected 2. Date and time of when Azeus UK first responded 3. Impact analysis 4. Contingency measures implemented 5. Date and time of when service was restored 6. Results of the post-mortem review of the incident.

Identity and authentication

• User authentication needed: Yes
• User authentication:
  • Multi-Factor Authentication (MFA)
  • Identity federation with existing provider (for example Google Apps)
  • Username or password
• Access restrictions in management interfaces and support channels: Convene in Teams supports role-based access to all areas of the system and outputs (including reports). This includes administrator functions which can be delegated 'downwards' to other posts as required. All administrator activities are audited with the same level of granularity as other user types. Direct database access is handled independently. Note that Convene in Teams' unique Data Security module extends the role-based access via enabling control over who may see/update/delete specific data types irrespective of whether the user has rights to the areas or case types via standard function rights.
• Access restriction testing frequency: At least once a year
• Management access authentication:
  • Multi-Factor Authentication (MFA)
  • Identity federation with existing provider (for example Google Apps)
  • Username or password

Audit information for users

• Access to user activity audit information: Users have access to real-time audit information
• How long user audit data is stored for: User-defined
• Access to supplier activity audit information: Users have access to real-time audit information
• How long supplier audit data is stored for: User-defined
• How long system logs are stored for: Between 1 month and 6 months

Security governance

• Named board-level person responsible for service security: Yes
• Software Security Code of Practice: Yes
• Security governance certified: Yes
• Security governance standards: ISO/IEC 27001
• Information security policies and processes: The Azeus/Convene Board Portal team operates a formal Information Security Management System (ISMS) which is based on BS779 pt.2 and ISO17799 and accredited under the ISO standard 27001. It addresses the following areas: Quality, Performance Monitoring and Review, Policy and Procedures, Managing External Relationships, Financial Management, Strategic and Business planning, Human Resource Development and Service Innovation. There is a nominated Chief Security Officer (CSO) who ensures that Azeus UK staff members are aware of the importance of meeting customer, as well as statutory and regulatory, requirements. The Chief Security Officer also ensures that staff members contribute to achieving Azeus UK’s Information Security Objectives and ensures a) that the information security policy and objectives are in line with the strategic direction of the organisation, b) that they are fully integrated into the organisation’s processes and c) that resources needed for the ISMS are available. Further, the CSO ensures that communication covering the importance of effective information security management and conformance to the ISMS requirements is in place, that the ISMS achieves its intended outcome(s), that direction and support is available to staff and that continual improvement is promoted.

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: Azeus UK tracks a range of system configuration settings (e.g. application, server, network, firewall, etc). During initial setup, we apply our standard configuration process (which includes server hardening) prior to release for customer use. Subsequent changes are then tracked and undergo our internal change management processes which includes impact analysis to system security and stability. Changes are first tested in an identical test environment before being rolled out to the production environment. Azeus UK manages only the server-side configuration which includes OS security patches and server-side anti-virus updates. We expect the customer to maintain the configuration of all client-side devices.
• Vulnerability management type: Complies with a recognised standard, for example CSA CCM v4.0 or SSAE-18 / ISAE 3402
• Vulnerability management approach: Security testing is a key aspect in the overall development process for the Convene Board Portal. The system undergoes regular and methodical vulnerability scanning on both the application and the infrastructure in line with the requirements of the Digital Service Standard. Regular In-house testing ensures we are building and maintaining a body of expertise in the developer pool. Independent vulnerability scans are also often conducted by our customers for additional assurance. Potential and current vulnerabilities are made known by these scans. Appropriate rectification for these vulnerabilities are then handled in a timely manner dependent on the severity of the vulnerability.
• Protective monitoring type: Complies with a recognised standard, for example CSA CCM v4.0 or SSAE-18 / ISAE 3402
• Protective monitoring approach: In conjunction with our hosting provider (who applies the Cloud Security Principles) our monitoring strategy embraces the NCSC's 10 Steps to Cyber Security. This strategy includes both technical and transactional monitoring, as appropriate, informed by previous security incidents and our remedial actions. Our incident response plan comprises 1. Make an initial assessment, 2. Communicate the incident, 3. Contain the damage and minimize the risk, 4. Identify the type and severity of the compromise and protect the evidence, 5. Notify external agencies and recover systems, 6. Document the incident. Response times will be dependent upon the severity and its impact.
• Incident management type: Complies with a recognised standard, for example, CSA CCM v4.0 or ISO/IEC 27035:2011 or SSAE-18 / ISAE 3402
• Post-quantum cryptography secure: No
• Incident management approach: Azeus UK uses JIRA (our online tracking system) to communicate, manage and report on all incidents. We provide authorised customer representatives access to our JIRA system in order to promote transparency and they can engage in the workflow from initial logging to resolution. Feedback on all incidents is available here. Incidents are classified as critical, high, medium or low and are responded to within our response time commitment and resolution timeframes. Critical and High incidents will usually be followed by an internal Causal Analysis meeting and the appropriate updating of documentation and/or process.

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: Yes
• Free trial available: Yes
• Description of free trial: Prospective customers may have up to 30 days free access to specific modules in order to test out functions and assess their applicability to current needs. We offer a standard 'sandpit' environment with a suitable dataset to enable real-life working scenarios to be managed.
• Link to free trial: https://www.azeusconvene.com/convene-in-teams/contact-us

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

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

Standards and certifications

• ISO/IEC 27001 certification: Yes
• ISO/IEC 27001 accredited by: British Assessment Bureau
• ISO/IEC 27001 accreditation date: Tuesday 22 July 2025
• What the ISO/IEC 27001 doesn’t cover: Development by offshore team is not covered by ISO/IEC 27001 (but is covered by our SOC 2 Type II)
• ISO 28000:2022 certification: No
• ISO 9001 certification: Yes
• ISO 9001 certification accredited by: BSI
• ISO 9001 accreditation date: Tuesday 18 March 2025
• What the ISO 9001 doesn’t cover: Development by offshore team is not covered by ISO 9001 (but is covered by our CMMI Level 5)
• Quality management systems (QMS): Yes
• CSA STAR certification: No
• PCI certification: No
• Cyber essentials: Yes
• Cyber Essentials Certificate Number: 7e2eb556-1ca6-435d-88c7-0e879ec2136c
• Cyber essentials plus: Yes
• Cyber Essentials Plus Certificate Number: Ceff8632-596c-454d-94bd-fb7ee0b963ab
• Other security certifications: Yes
• Any other security certifications: SOC 2 Type II

Social value

• 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

  • Ensuring new workers are informed of their right to join a trade union
  • 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 report and address bullying and harassment
  • 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
  • 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

  Policy Outcome 2: Skills for growth: Supporting growth sectors and addressing skills gaps.

  • Support for educational attainment relevant to the contract, including training schemes that address skills gaps and result in recognised qualifications

  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
• 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
  • 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 6: Employment and training: For those who face barriers to employment

  • 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

  Policy Outcome 7: Creating a pipeline of opportunities: For the contract workforce, reducing barriers to entry for under-represented groups.

  • 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

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