HIRESERVE LIMITED

Hireserve ATS

Hireserve ATS is a powerful Applicant Tracking System designed for in-house recruitment teams. Trusted by organisations in a diverse range of sectors, Hireserve ATS is used to streamline recruitment processes, to automate administration and to reduce the time and costs associated with internal hiring.

Features

• Cloud recruitment software, delivered in a SaaS model
• Job administration and management tools, creating, approving and posting jobs
• Unlimited automated workflows, forms, statuses and linked communications
• Candidate management tools, including killer questions and screening questions
• Integrations: job boards, social media, online testing, video interviewing
• Internal, external candidate portals for full self-service
• Confidential (blind) shortlisting and scoring facilities for Equality and Diversity
• Automated SMS to candidates and self-select interview scheduling
• Integration with onboarding and HR systems
• Real-time reporting including equality and diversity

Benefits

• Easy-to-use, supporting the end-to-end recruitment process with minimal training
• Real-time candidate and job data for invaluable recruitment campaign reporting
• Brand-replica careers sites, enhance employer branding and talent attraction
• Configurable application forms offer a sleek and positive candidate experience
• Reporting and recruitment spend cost-mapping
• Job alerts to build a pool of passive talent
• Social job sharing to reach maximum candidates in minimum time
• Automated tasks and processes save invaluable administrative time and costs
• Multiple job-board integrations for efficient job posting
• Meet DPA/ GDPR responsibilities, from data retention to automatic archiving

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

Framework

G-Cloud 15

Service ID

991899448624014

Contact

Andrew Bray
07503 629249
andy.bray@peoplexcd.com

About your service

• Service categories:

  Applications

  Enterprise resource management

  Human capital management

  • Talent Management Applications
• 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: It is a complementary service offering to core HR systems - filling a common gap in functionality. With web APIs or file transfer, we can integrate with any HR system that supports integration, But we also have a complete integration with our hire-to-retire parent solution - XCD HR and Payroll.
• Cloud deployment model: Private cloud
• Service constraints: The service has no constraints
• System requirements: Buyers require a supported browser (IE, Edge, Firefox, Chrome, Safari)

User support

• Email or online ticketing support: Yes
• Support response times: All support requests received will be added to the support database, generating a ticket number and given a priority. At that point, we will assign a named Hireserve Support Consultant to have responsibility for the ticket for Response and Resolution.; ; The main support admin is in the UK. We provide enhanced availability through additional support in the UK or India, Support is accessible Monday to Friday, excluding English Bank Holidays between the hours of 9.00am and 5.30pm.; ; Evidencing the quality of our support, our "fix-at-first-touch" rate is 54%, where we have provided an immediate resolution to any query.
• User can manage status and priority of support tickets: Yes
• Online ticketing support accessibility: EN 301 549
• 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 care and support is a core priority of Hireserve. The support team is contactable directly via email or via telephone and for a high standard of customer service, each customer will have a primary account contact to perform the role of Technical Account Manager. Further measures included in the annual SaaS fees for all customers include:; ; -Customers can access the Hireserve Hub, a password protected online resource centre.; -We run Hireserve support clinics quarterly.; -We also run a Hireserve User Group annually.; -We also provide quarterly webinars and email newsletters.; -We undertake annual account review meetings.; -We offer software "how-tos", general Q&A, minor configuration changes and environment support via our Services Team from the Hireserve offices.; ; Additional project-based work and on-site support / consultancy / training is priced according to our rate card.; ; Additional details relating to SLAs can be found in our Service Definition Document.
• Support available to third parties: Yes

Onboarding and offboarding

• Getting started: We provide comprehensive implementation support for the Hireserve ATS from day 1, guided by a dedicated Implementation Consultant assigned to you.; ; Following Go-Live, we offer a variety of training options. There are 3 groups of employees who require training. This includes 'Super Users', regular 'HR Users' and ‘Hiring Managers’.; ; We recommend that 'Super Users' are involved during the implementation of Hireserve ATS and will therefore develop a working knowledge of the system during that process. To maximise efficiency, we have found 'Train the Trainer' approaches to be the most effective training method. This involves training 'Super Users' to pass on their first-hand knowledge of the system to 'HR Users' and ‘Hiring Managers’.; ; We aim to be as flexible as possible. So, if this is not the most appropriate method for your organisation, we will discuss other approaches that may be more suitable. In particular, we deliver formal half or full-day training sessions when requested.; ; For user documentation, Hireserve ATS provides a comprehensive online ' Help' section within the system. Customers also have access to 'How-to' Guides, webinars and face-to-face support clinics free of charge.
• Service documentation: Yes
• Documentation formats: PDF
• End-of-contract data extraction: They will be provided with a link to download ZIP files within which their data is contained. This is drawn directly from the secure back end of the Hireserve ATS.; ; Avoiding lock-in and supporting GDPR compliance, all candidate documents can be extracted, not just CVs. The data covers jobs, candidates, candidate history, lookup values. Candidate CV documents are also included.; ; The format of the non-document data is CSV.
• End-of-contract process: At the end of the contract, we require a single payment to facilitate the provision of customer data in zipped CSV format. We will also include CV documents, application forms, job documents and other candidate document types as requested by the customer. For convenience, each type of document will be segregated into a separate zip file.; ; The cost of data offboarding is the equivalent to a single consultancy day.; 30 days post contract termination all customer data is purged from our databases.
• Documentation accessibility standard: None or don’t know
• How the documentation is accessible: Using standard PDF tools.

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari
  • Opera
• Application to install: No
• Designed for use on mobile devices: Yes
• Differences between the mobile and desktop service: Our service has an intuitive mobile design but all core functionality is available on mobile and desktop.; ; Candidates can access the careers site via mobile or tablet. This is delivered as the base website template using a 'responsive design' or a custom-built website template designed for mobile (by Hireserve).; ; We have also developed a Hiring Manager portal designed for occasional users. It has clear navigation, at-a-glance metrics and an enhanced notification centre. On both mobile and desktop, this enables users to review notifications, approve vacancies, shortlist candidates and progress workflows anytime, anywhere, and from their desktop, smartphone or tablet.
• Service interface: No
• User support accessibility: None or don’t know
• API: Yes
• What users can and can't do using the API: Through our APIs, users can:; ; -Load vacancies and associated documents; -Retrieve details of new hires (including associated documents); -Synchronise user accounts; -Retrieve live, filtered job listings in RSS, XML and JSON format; ; New APIs are also under development which are documented using Swagger.; ; By way of limitations, we do not support synchronisation of dropdown lists or organisation hierarchy.
• API documentation: Yes
• API documentation formats:
  • Open API (also known as Swagger)
  • HTML
• API sandbox or test environment: Yes
• Customisation available: Yes
• Description of customisation: This does not include software customisation but does include a wide range of options which can be configured to meet the unique needs of each customer.; ; Users implement these options using the screens provided within Hireserve ATS. For robust access and administration control, users who are permitted to customise the platform are identified by a system privilege of "System Administrator" being assigned.

Scaling

• Independence of resources: We undertake performance monitoring against defined thresholds. Support teams are notified as soon as a threshold has been breached and then research into possible causes is conducted.; ; To maintain availability for candidates and administrators, the system has been designed to be highly scalable and extremely efficient using elastic cloud and based on Oracle Cloud Infrastructure. We have in-built resilience to ensure that extra users utilising the system do not have any noticeable impact on other system users.

Analytics

• Service usage metrics: Yes
• Metrics types: Commonly accessed metrics include user access, candidate volumes, history records created within periods of time. For added value, integration with Google Analytics provides detailed candidate usage metrics.; ; To allow customers to create their own reports, we also provide a ReportBuilder tool.
• Reporting types:
  • Regular reports
  • Reports on request
• Resource tagging: No
• FOCUS resource tagging: No

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
  • Other locations
• 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 another standard
• Data sanitisation process: No
• 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: All report "grids" provide an "Export to Excel" option. At the end of the contract (or at any other time subject to payment of the fee), customers can access an extract of their data in zipped CSV format and CV documents, application forms, job documents and other candidate document types as requested by the customer. Each document type will be segregated into a separate zip file.
• 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)
  • IPsec or TLS VPN gateway

Availability and resilience

• Guaranteed availability: Based on Oracle Cloud Infrastructure, our SLAs for service availability are for 99.9% uptime percentage (but excluding any scheduled maintenance to the System notified to the Client in advance); ; If the System and Services are not available to these levels in any quarter, the Company shall promptly pay the Client on request a service credit of 10% of the annual hosted service fee pro-rated for that Quarter ("Service Credit").
• Approach to resilience: The essential principles are of redundancy using mirrored disks, multiple power supplies and network routes. We also deploy dual firewalls, an IDS, dual load-balancers, dual application servers and a clustered database server arrangement. All data is backed up and replicated to a disaster recovery site in near-real-time to enable resumption of service in another location with minimal risk of loss of data. Further details can be provided on request.
• Outage reporting: We provide details of any outages by e-mail initially to all identified key technical contacts and then all subsequent updates are communicated via a dashboard on the Hireserve Hub.

Identity and authentication

• User authentication needed: Yes
• User authentication:
  • Identity federation with existing provider (for example Google Apps)
  • Username or password
• Access restrictions in management interfaces and support channels: Hireserve ATS system users each have a set of privileges associated with them which govern which parts of the system and which features are available to them.; ; Support channels are open to all customer users. However, to ensure security, we will always validate that the request received is from a legitimate source and that any requests for system configuration change originate from an authorised user.
• Access restriction testing frequency: At least every 6 months
• Management access authentication:
  • 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: At least 12 months
• Access to supplier activity audit information: Users contact the support team to get audit information
• How long supplier audit data is stored for: 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: ISO/IEC 27001
• Information security policies and processes: We have a robust information security policy and set of defined processes which are externally audited. These include:; ; -All locations protected against cyber attack through physical and internet access controls.; -Secure by design hardware and infrastructure with up to date patching policies.; -Defined policies for the storage and retention of sensitive and PII data Incident and breach management process.; -Training and Awareness for all staff and customers.; ; Evidencing the robustness of our policies which are externally audited, we hold both Cyber Essentials and ISO27001 accreditation.
• Software Security Code of Practice: Yes

Operational security

• Configuration and change management standard: Supplier-defined controls
• Configuration and change management approach: All software components that Hireserve produces have a formal specification and each has a "security exposure profile" associated with it. This defines the impact that any breaches of security could have.; ; All code is tested against OWASP and all changes are specified, documented, evaluated by a Senior Technical Team Member before coding commences. This is followed by code review and security / functional test plan review to ensure no risk of security flaws being introduced.; ; Checklists /statuses are maintained throughout and all changes can be traced (also through the use of modern code repository tools) from origination through to deployment.
• Vulnerability management type: Supplier-defined controls
• Vulnerability management approach: The hosting environment is managed by Oracle on their OCI environment.; ; In addition, Hireserve implements application-level monitoring. This includes identification of unusual access patterns, high volumes of access from specific IP addresses / ranges or abnormal system load profiles. These all trigger alerts for our Technical and Services Team. The alerts contain information on the steps to be taken to address the scenarios encountered.; ; In addition, we monitor the CVE databases and receive notifications from software suppliers (e.g. Oracle).; ; To preserve system integrity, we deploy patches ASAP after identification (infrastructure and application code) and implement emergency downtime if necessary.
• Protective monitoring type: Supplier-defined controls
• Protective monitoring approach: The hosting environment is managed by Bytes MSP according to its ISO27001 certification, providing complex and evasive threat detection.; ; In the event of a compromise being identified, the facility being compromised will immediately be shut down whilst we determine and analyse the cause and impact. If impact is limited, the service will be re-enabled. Details of any compromise will be shared with the affected customer.; ; We ensure instant allocation of all relevant resources and retainment of these resources until resolution be assigning all incidents related to data security as Priority level 1 (targeted for resolution in 4 hours).
• Incident management type: Supplier-defined controls
• Incident management approach: The hosting environment is managed by Oracle on their OCI environment, with the infrastructure managed by DSP; ; We have a 'Security Incident Reporting Policy' to ensure that Hireserve can track security incidents and they are reported / resolved in the minimum amount of time. Users contact the Support team to report an incident.; ; We create an incident report to ensure investigation, corrective action and monitoring of results.; ; We will provide incident reports to affected customers via email to primary contact.
• Post-quantum cryptography secure: Yes

Secure development

• Approach to secure software development best practice: Supplier-defined process

Public sector networks

• Connection to public sector networks: No

Pricing

• Discount for educational organisations: No
• Free trial available: Yes
• Description of free trial: Full access the back office as an "end user" upon request. No access to site configuration options but ability to simulate HR and Manager user transactions. Time period by agreement.

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: Alcumus ISOQAR
• ISO/IEC 27001 accreditation date: Thursday 1 May 2025
• What the ISO/IEC 27001 doesn’t cover: Nothing not covered by certification.
• ISO 28000:2022 certification: No
• ISO 9001 certification: No
• Quality management systems (QMS): Yes
• CSA STAR certification: No
• PCI certification: No
• Cyber essentials: Yes
• Please provide your Cyber Essentials Certificate Number: B974819e-187e-4c4a-ab11-b7ab40505052
• Cyber essentials plus: No
• Cyber Essentials Alternative: None of the criteria
• 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
    • 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
    • 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
    • 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 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
    • How to ensure business decisions re: price/cost, short lead times, payment timescales do not create modern slavery risks in the supply chain

  • 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 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
    • Working conditions which promote an inclusive working environment and promote retention and progression
    • Inclusive and accessible development practices, including guidance for line managers on recruiting, managing and developing people with a disability or health condition

  • 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

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