Jobtrain Solutions

Jobtrain

The Jobtrain Applicant Tracking System automates every aspect of the online recruitment process, to enable your organisation to manage the sourcing and hiring of the right people with minimum effort and maximum efficiency.

From authorising the vacancy to onboarding your new employee, everything is facilitated by one seamless system.

Features

  • Client branded, mobile responsive external, internal and agency portals
  • Automated online vacancy and offer authorisation
  • Include media rich images and videos in your adverts
  • Flexible application forms, scored assessment forms and panel shortlisters
  • Build your careers site using our Jobtrain Content Management System
  • Intelligent Talent search, Talent match and Talent pools
  • Online onboarding and online referencing
  • Full standard reports and Business Intelligence report building
  • Unlimited users and different user access levels configured by you
  • Unlimited telephone and email support for clients, candidates and agencies

Benefits

  • Manage authorisation processes on the move to save time
  • Track and report on all recruitment aspects in real-time
  • Engaging, mobile responsive and professional candidate experience
  • Sifts unsuitable candidates at the start of the application process
  • Improved engagement with Hiring Managers and Panel Shortlisting
  • Streamlined and saves you time on administration tasks
  • Meets stringent security measures, Cyber Essentials and IASME GDPR certification
  • Intuitive, easy to use, providing quick adoption by Hiring Managers
  • Online help and supported by phone/email from our UK offices
  • Greater candidate engagement via media rich adverts and enhanced rapport

Pricing

£6500 to £99000 per licence per year

  • Education pricing available
  • Free trial available

Service documents

Framework

G-Cloud 11

Service ID

4 7 9 7 5 2 0 5 1 1 6 7 8 7 3

Contact

Jobtrain Solutions

Clare Ryder

0161 850 2004

clare.ryder@jobtrain.co.uk

Service scope

Service constraints
Overall, as an Internet based solution, we harness the latest technologies in terms of infrastructure and software development to provide immensely robust, scalable, reliable and usable solutions to our clients.

Jobtrain's continual development path, which includes feedback from clients, users and candidates, allows us to continually expand upon the software solutions we can offer to our clients.

All routine maintenance is typically performed during off-peak hours and our customer support to all clients, users, candidates and agencies is unlimited.
System requirements
Any modern supported browser with internet access

User support

Email or online ticketing support
Email or online ticketing
Support response times
We log each query/request received via our support helpdesk (0900-1730hrs Mon-Fri) via phone and email as a ticket with a unique reference number and depending upon it's content it will be rated by severity and answered or referred as appropriate.

Severity 1 - assigned to a general question or requests for enhancement.

Severity 2 - assigned to a situation that slows a clients' response time or limits the functions of part of the solution.

Severity 3 - assigned to outages that keep a business from being able to access one or all of their applications.

Critical technical support is 24/7.
User can manage status and priority of support tickets
No
Phone support
Yes
Phone support availability
9 to 5 (UK time), Monday to Friday
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
The user can clearly see the labels describing the topic or purpose of the web chat support. By simply clicking on their choice of heading, the user is taken to the web page guide containing full guidance on the topic of their choice. In the unlikely event that they are unable to find the answer, they need, they will be directed to our online contact form or have the option to contact us by telephone (the number to call is provided).
Web chat accessibility testing
N/A
Onsite support
Onsite support
Support levels
All support and training is UK based and included within your Licence Agreement to encompass:
The online Knowledge hub providing help via user guides, training webinars and troubleshooting tips and is available at any time to all users.
Email and telephone support to all users between 0900-1730hrs Monday to Friday is in addition to the support of your Client Success Manager, who has an excellent understanding of your system configuration and will visit you usually every quarter for an onsite review meeting.
All critical technical support is available 24/7 for which there is no additional charge for you outside of office hours.

Our Chief Technology Officer can provide consultancy support for major development work to your system functionality charged at £900 per day (if the work requires more than 1 day). We do not charge for development work which takes less than one day.
Support available to third parties
Yes

Onboarding and offboarding

Getting started
Bespoke to your requirements and the features of the Jobtrain system you have selected, the training will be discussed with you and designed around your needs and processes with your Jobtrain Implementation Manager.

We can provide all of the required training methods described above.
At the start of your relationship with us, we will hold scoping and discovery sessions with you, followed by full training - all onsite at your offices. This would be followed up with user guides, videos and online e-learning packages, with the continued support of your Client Support Manager and the Jobtrain Helpdesk team, should you have any further requirements.

For the duration of your licence agreement, you are free to join any of the forums, workshops, webinars and roundtable evenings that we hold throughout the year, we have Linkedin knowledge sharing groups as well as our weekly H.O.W (Help on Wednesdays) sessions, which cover a variety of topics.

We work closely with you to ensure you see the benefits of using your Jobtrain solution to it's full potential.
Service documentation
Yes
Documentation formats
  • HTML
  • PDF
  • Other
Other documentation formats
  • PowerPoint
  • Videos
  • Online User Guides
  • Bespoke PDF User Guides
End-of-contract data extraction
Should a customer require an export of any or all of the personal data at the end of the agreement, they should notify us in writing no less than 90 days before the end of the contract term. Jobtrain Limited will provide the export within the timescale agreed with the Client in a standard export format.
Any requests after the 90 days, can attract fees on a time and cost basis in-line with our standard consultancy day rate of £900.

No client data shall be held or retained after the termination or expiry of your agreement unless this is required by Law. Active client data is only held for the required archival timeline as set during the scoping/set-up process. On archival of data, only anonymised statistical data is held for the term of your agreement. Data that is required to be removed on expiry/termination of your agreement will be wiped using commercial multi pass pattern wiping software as per our hosting providers ISO27001-2013 policies.
End-of-contract process
Any requests for personal data at the end of the contract and within the 90 day notice period, shall be exported in a standard format. After 90 days costs will be imposed.

In general terms termination or expiry of your Agreement for any reason, shall be without prejudice to the other rights or remedies of either Party under the Agreement or at law and any fees paid in advance by you shall be refunded on a pro-rata basis.

Each party agrees to keep confidential, and not use for it's own purposes or disclose to any third party, any information of a confidential nature, unless such information is public knowledge or already known to such party.

Using the service

Web browser interface
Yes
Using the web interface
As Jobtrain is an SaaS product, all user interaction would be done through our web interface.
Web interface accessibility standard
WCAG 2.1 AA or EN 301 549
Web interface accessibility testing
Testing was done with screen reader technology to ensure that the website was usable to individuals using assistive technology.
API
No
Command line interface
No

Scaling

Scaling available
Yes
Scaling type
Automatic
Independence of resources
Jobtrain uses burstable high bandwidth internet connectivity of up to a gigabit per second of data transfer capacity and would usually operate at 20% of its total capacity. The Internet connectivity can easily accommodate any increases of bandwidth in the future and is capable of dealing with the most demanding requirements, including streaming of media content.

Using virtual platforms built on fault tolerant and resilient technology, provide us with the flexibility to add resource on demand.Our virtual platform is built across a number of nodes running Quad core Intel processors connecting to a Storage Area Network (SAN).
Usage notifications
Yes
Usage reporting
  • Email
  • Other

Analytics

Infrastructure or application metrics
No

Resellers

Supplier type
Not a reseller

Staff security

Staff security clearance
Conforms to BS7858:2012
Government security clearance
None

Asset protection

Knowledge of data storage and processing locations
Yes
Data storage and processing locations
  • United Kingdom
  • European Economic Area (EEA)
User control over data storage and processing locations
No
Datacentre security standards
Complies with a recognised standard (for example CSA CCM version 3.0)
Penetration testing frequency
At least once a year
Penetration testing approach
‘IT Health Check’ performed by a CHECK service provider
Protecting data at rest
  • Physical access control, complying with another standard
  • Encryption of all physical media
Data sanitisation process
Yes
Data sanitisation type
Explicit overwriting of storage before reallocation
Equipment disposal approach
Complying with a recognised standard, for example CSA CCM v.30, CAS (Sanitisation) or ISO/IEC 27001

Backup and recovery

Backup and recovery
Yes
What’s backed up
  • Databases
  • Files
Backup controls
As back-ups are stored securely off-site, there is no need for users to perform individual back-ups.

However, should users wish to run data reports, these could be scheduled to run automatically (using our Business Intelligence feature) exported and saved as required.
Datacentre setup
Multiple datacentres with disaster recovery
Scheduling backups
Supplier controls the whole backup schedule
Backup recovery
Users contact the support team

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)

Availability and resilience

Guaranteed availability
Subject to conditions, if the Service Availability is less than 99.9%, Jobtrain Solutions will issue a credit to the Client in accordance with the following schedule, with the credit being calculated on the basis of the monthly licence fee for the affected solution:

Service Availability Credit Percentage
99.9 to 100% 0%
98% to 99.8% 10%
95% to 97.9% 25%
90% to 94.9% 50%

Jobtrain currently has been operating at >99.99% uptime over the last year.
Approach to resilience
Jobtrain operates as a co-located solution, hosted in two ISO27001 certified datacentres, ensuring resilience and reliability.

• Appropriate Heating Ventilation and Cooling (HVAC) systems
• Redundant (N+2) power supplies delivered to rack
• Diverse power supply to separate sub-stations
• Diverse network feeds into the building

Jobtrain also operates using virtual platforms which provice flexibility and resilience by using VMotion and smart failover of VMs to ensure virtual machines stay up in the event of server failures.
Outage reporting
Outages would be reported through email alerts, phone calls, or a notification on the client portal if the outage is related to areas other than the main service.

Identity and authentication

User authentication
  • Identity federation with existing provider (for example Google apps)
  • Username or password
  • Other
Other user authentication
SSO is available for client login, please contact us for more information.
Access restrictions in management interfaces and support channels
Jobtrain has a comprehensive system that allows fine granularity for managing access rights to areas of the system, so support, management, and regular users can have only the access they require.
Access restriction testing frequency
At least once a year
Management access authentication
  • 2-factor authentication
  • Dedicated link (for example VPN)
  • Username or password
  • Other
Description of management access authentication
Uses a combination of secured IPSec tunnels, IP lockout, multiple usernames and passwords, and other security measures.
Devices users manage the service through
Dedicated device on a segregated network (providers own provision)

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
Between 6 months and 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
Between 6 months and 12 months

Standards and certifications

ISO/IEC 27001 certification
Yes
Who accredited the ISO/IEC 27001
Alcumus ISOQAR/BSI Group
ISO/IEC 27001 accreditation date
25/8/2017 for hosting provider and 25/06/2018 for datacentre
What the ISO/IEC 27001 doesn’t cover
Jobtrain offices are not covered by ISO27001, as ISO27001 certification applies to our hosting provider and the datacentres we use.

Jobtrain offices are covered by IASME certification.
ISO 28000:2007 certification
No
CSA STAR certification
No
PCI certification
No
Other security certifications
Yes
Any other security certifications
IASME (Jobtrain Offices only)

Security governance

Named board-level person responsible for service security
Yes
Security governance certified
Yes
Security governance standards
  • ISO/IEC 27001
  • Other
Other security governance standards
Our hosting provider and the datacentres we use are ISO27001 certified, and Jobtrain as an organisation is IASME/CyberEssentials certified.
Information security policies and processes
Jobtrain has a number of internal security and data management policies which are rigidly adhered to through a mixture of technical solutions, and training for staff members to ensure all staff are aware of, and follow, these policies.

Jobtrain has a reporting structure in place to ensure that issues are raised to the appropriate level and are dealt with accordingly.

Operational security

Configuration and change management standard
Supplier-defined controls
Configuration and change management approach
All changes are trialled in our test environment, with each client able to test new functionality in their own test environment before anything would be deployed to their live system. Assessment for security impact are done as standard testing for any new modules or functionality.

Changes to the infrastructure are made in line with our host's ISO27001:2013 processes. Services and components are tracked via secure CMDB through its life-cycle.
Vulnerability management type
Supplier-defined controls
Vulnerability management approach
High importance patches are deployed 14 days at the latest after release, and other patches would be tested in our isolated test environment to ensure stability and security before deployment to live.

Jobtrain is kept up-to-date about potential threats through multiple subscriptions to technology sites that share that information, as well as independent research.

Potential threats would be assessed on a case-by-case basis to ensure that the correct procedures are taken to assess and protect against that threat.
Protective monitoring type
Supplier-defined controls
Protective monitoring approach
Jobtrain makes use of NGFWs and IPSs, to ensure that sufficient monitoring is provided to detect and safeguard against attempts to access the data.

How Jobtrain responds and the speed of response will depend upon the potential threat in question, but Jobtrain aligns itself with industry best practices in how quickly it responds to potential incidents.
Incident management type
Supplier-defined controls
Incident management approach
Jobtrain has a comprehensive internal policy for managing incidents, with established procedures for reporting to the relevant authorities (police, ICO, or other relevant agency) when appropriate.

Users can report incidents through our helpdesk or ticketing system, where they will be informed of when the incident is resolved and the steps taken to try and prevent it from happening again.

Secure development

Approach to secure software development best practice
Supplier-defined process

Separation between users

Virtualisation technology used to keep applications and users sharing the same infrastructure apart
Yes
Who implements virtualisation
Supplier
Virtualisation technologies used
VMware
How shared infrastructure is kept separate
Jobtrain provisions clients as single tenants in a multi-tenant system, where each client's data is kept logically separate in different databases which are isolated from each other to prevent crossover.

Energy efficiency

Energy-efficient datacentres
Yes
Description of energy efficient datacentres
By continual improvement of their energy performance to ensure the availability of information and of necessary resources to achieve any objectives and targets established. Complying with all relevant legal, customer and other 3rd party requirements and setting targets in the form of EnPI's (Energy Performance Indicators) in the form of overall electricity and energy consumption, achieving PUE (Power Usage Effectiveness) figures for specific buildings and to achieve other specified local energy targets in the UK.

The above commitments will be met by implementation of an Energy Management System which is ISO50001:2011 compliant, identifying all areas of energy use, setting targets and objectives for reducing its energy, making energy efficiency a key consideration in the design, purchase and implementation of new processes, services and equipment. All employees are trained accordingly and information is recorded for access by customers and regulators. Continual monitoring and reviewing energy use against targets and objectives is paramount.

Pricing

Price
£6500 to £99000 per licence per year
Discount for educational organisations
Yes
Free trial available
Yes
Description of free trial
Jobtrain can provide you with a testing environment (Sandbox) for a limited period (usually 2 weeks).

This will allow your users to get a feel for the flexibility and functionality prior to signing your Licence Agreement.

Service documents

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