Okappy Connected Workforce Management

Workforce management platform

B2B workforce management platform which enables you to connect to your subcontractors and manage all your work whether done by your employees OR subcontractors.


  • Workforce management
  • Invoicing
  • Instant messaging
  • Electronic job sheets
  • GPS Tracking
  • Reporting


  • Real time workforce management
  • Real time 2 way communication between desktop and mobile devices
  • Manage employees and subcontractors
  • Simple, easy to use
  • Lone worker protection
  • Save time and costs
  • Transparency over what work is being done and when
  • Easily raise invoices and get paid quicker
  • Available on multiple devices
  • Integrates seamlessly with other applications


£29 to £35 per person per month

Service documents


G-Cloud 11

Service ID

3 7 2 2 0 1 8 5 2 9 1 5 7 9 4


Okappy Connected Workforce Management

Richard Harris

0207 099 5698


Service scope

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 Xero
Cloud deployment model Public cloud
Service constraints No
System requirements
  • Minimum 8GB Ram
  • Intel Core i5 processor (or equivalent)
  • 500GB of storage
  • Chrome, Safari, Firefox.
  • IOS 8.1 or above
  • Android v23 (Marshmallow) and above

User support

User support
Email or online ticketing support Email or online ticketing
Support response times Within 24 hours
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 Web chat
Web chat support availability 24 hours, 7 days a week
Web chat support accessibility standard None or don’t know
How the web chat support is accessible 2 ways web chat is available through the Okappy website
Web chat accessibility testing No formal testing
Onsite support Yes, at extra cost
Support levels We provide support via the ticket and forum at no extra cost
Phone and email support is available at £100 per month
Onsite support is available at £850 per half day
Support available to third parties Yes

Onboarding and offboarding

Onboarding and offboarding
Getting started Sign up via https://www.okappy.com or download the Okappy app on iTunes or Google Play
Online documentation is provided
Online training is available as is onsite training
Service documentation Yes
Documentation formats HTML
End-of-contract data extraction Users can generate reports and download to Excel
End-of-contract process Access to the platform expires at the end of the contract.

Using the service

Using the service
Web browser interface Yes
Supported browsers
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari 9+
  • Opera
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 service is optimised for small screen. Key information is available on the mobile devices including tracking screen, live jobs, customer database, alerts and messaging. You can also view and search historical jobs.

The desktop service includes all jobs whether open or closed with various filters. It includes invoicing functionality and in depth reporting.
Service interface Yes
Description of service interface The service interface shows the tracking screen, jobs screen, invoicing screen, reporting screen, connections and customer database screens and settings.

Various views and filters are available. You can also search for information from across the platform.
Accessibility standards None or don’t know
Description of accessibility Users can add and update jobs and assign them to employees or subcontractors
Users can receive jobs from their own company or customers
Users can raise invoices to their customers and receive invoices from their subcontractors
Users can view the latest location of collegues
Users can generate reports around locations, jobs, invoices, check sheets and miscellaneous
Users can search and update customers, subcontractors and employee records
Users can update their settings
Accessibility testing No formal testing
What users can and can't do using the API Users can add and update jobs via the Api
API documentation Yes
API documentation formats Open API (also known as Swagger)
API sandbox or test environment No
Customisation available Yes
Description of customisation Users can turn the visibility for different screens on or off
Users can change their home page
Users can choose from different themes
Users can change the columns which are displayed on the jobs screen and the number of jobs which are displayed
Users can configure GPS tracking
Admin users can configure what settings are available to all users


Independence of resources The system is cloud based and used autoscaling to ensure that demand from users doesn't affect other users. We monitor the performance system 24/7 and conduct periodic audits.


Service usage metrics Yes
Metrics types We can provide service usage metrics as an optional extra
Reporting types Reports on request


Supplier type Not a reseller

Staff security

Staff security
Staff security clearance Other security clearance
Government security clearance Up to Developed Vetting (DV)

Asset protection

Asset protection
Knowledge of data storage and processing locations Yes
Data storage and processing locations European Economic Area (EEA)
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 In-house
Protecting data at rest Physical access control, complying with CSA CCM v3.0
Data sanitisation process No
Equipment disposal approach In-house destruction process

Data importing and exporting

Data importing and exporting
Data export approach Users can run reports which can be exported to a csv file.
Data export formats CSV
Data import formats
  • CSV
  • Other
Other data import formats
  • Xls
  • Xlsx

Data-in-transit protection

Data-in-transit protection
Data protection between buyer and supplier networks
  • TLS (version 1.2 or above)
  • Legacy SSL and TLS (under version 1.2)
Data protection within supplier network
  • TLS (version 1.2 or above)
  • Legacy SSL and TLS (under version 1.2)

Availability and resilience

Availability and resilience
Guaranteed availability The server availability target is 99% in any given month with the exception of scheduled maintenance
Okappy endeavours to respond to all customers’ queries raised by email to our support email address within 24 hours.
We have no formal rules in place currently as to how users would be refined it this SLA was not met.
Approach to resilience We use AWS, servers can be launched in multiple geographic locations.
We also have backups servers provided by 1and1 in the UK.
Outage reporting A public dashboard
Email alerts

Identity and authentication

Identity and authentication
User authentication needed Yes
User authentication Username or password
Access restrictions in management interfaces and support channels Access is restricted according to user type which can be administrator or standard user.
Access restriction testing frequency At least once a year
Management access authentication Username or password

Audit information for users

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

Standards and certifications

Standards and certifications
ISO/IEC 27001 certification No
ISO 28000:2007 certification No
CSA STAR certification No
PCI certification Yes
Who accredited the PCI DSS certification Lloyds Cardnet Merchant Services
PCI DSS accreditation date 03/01/2019
What the PCI DSS doesn’t cover We are covered to merchant level 4
Other security certifications No

Security governance

Security governance
Named board-level person responsible for service security Yes
Security governance certified No
Security governance approach We take a holistic approach to strategy, ensuring everyone within the organisation is responsible. We monitor and measure various metrics and have open communications with all our stakeholders.
Being small
Create awareness and training throughout the organisation
Monitor and measure
Establish open communication between all stakeholders
We are agile and adaptable.
Information security policies and processes We have a small core team with a flat reporting structure

Operational security

Operational security
Configuration and change management standard Supplier-defined controls
Configuration and change management approach The components of are services are tracked through their life time
We continuously monitor and assess the impact of changes to security
Vulnerability management type Supplier-defined controls
Vulnerability management approach We have log various KPIs with alerts to key stakeholders of any potential issue.
We audit our services periodically
We are open to feedback from customers and users
We deploy patches within a week if not early depending on severity
Protective monitoring type Supplier-defined controls
Protective monitoring approach We log various KPIs with alerts to key stakeholders of any potential compromise.
We audit our services periodically
We are open to feedback from customers and users
We respond to incidents within 24 hours if not earlier depending on their severity.
Incident management type Supplier-defined controls
Incident management approach Users can report incidents through the Okappy platform. We provide ad hoc reporting to customers.

Secure development

Secure development
Approach to secure software development best practice Supplier-defined process

Public sector networks

Public sector networks
Connection to public sector networks No


Price £29 to £35 per person per month
Discount for educational organisations No
Free trial available Yes
Description of free trial 7 day free trial including access to all aspects of the service
Link to free trial https://www.okappy.com

Service documents

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