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.

Features

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

Benefits

  • 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

Pricing

£29 to £35 per person per month

Service documents

Framework

G-Cloud 11

Service ID

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

Contact

Okappy Connected Workforce Management

Richard Harris

0207 099 5698

richard@okappy.com

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
Clearbooks
Sage
Kashflow
Quickbooks
Tradex
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

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

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

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
API
Yes
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

Scaling

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.

Analytics

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

Resellers

Supplier type
Not a reseller

Staff security

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

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 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 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

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

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

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

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

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

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

Approach to secure software development best practice
Supplier-defined process

Public sector networks

Connection to public sector networks
No

Pricing

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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