Rubitek Solutions Limited

Rubitek Core

End-to-end apprentice, employer and provider e-portfolio; transforms efficiency and delivers improved outcomes through better engagement and ownership. Includes learner app, employer dashboard, provider reporting, upload of ILR data. Arrange and conduct reviews from any location. Secure messaging, on/off-the-job hours tracking, evidence uploads, competency analysis, eLearning. Works with standards and frameworks.


  • 5-year apprentice employment projection tool for apprenticeship levy payers
  • GPS college check-in and date clash detection maximises learning opportunities
  • Dynamic custom dashboards, reports and alerts, online/interactive forms, electronic signatures
  • Management information reports including diversity, outcomes, expenses and on/off-the-job hours
  • Access, upload and share files securely with selected users
  • Provider reporting including upload of ILR data
  • Apprentice/learner management dashboard with real time progress reports
  • Apprentice/learner mobile app for better communication, support and engagement
  • Schedule apprentice/learner reviews, monitor frequency and invite multiple attendees
  • Evidence maps to e-portfolio. Assembled, accessible and managed in real-time


  • Manage holidays, tasks, expenses, absences, attendance, on/off-the-job hours and breaks
  • Manage accommodation bookings and link to map/booking details
  • Monitor behaviours, identify/respond earlier to warning-signs of mental ill health
  • E-learning platform links to off-the-job hours and tracks apprentice/learner performance
  • Apprentice timesheet and journal with photo upload evidences learner progress
  • Conduct evidence based gap analysis to identify additional learning requirements
  • Arrange and evidence apprentice/learner inductions to comply with health-and-safety
  • Share apprentices/learners with other departments and organisations
  • Monitor placements, health and safety requirements and upload insurances
  • Identify learning gaps and experience needed to demonstrate competencies


£55 to £140 per licence per year

  • Education pricing available
  • Free trial available

Service documents


G-Cloud 11

Service ID

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


Rubitek Solutions Limited

Kerry Linley

07846 035748

Service scope

Software add-on or extension
Cloud deployment model
Private cloud
Service constraints
System requires an internet browser on compatible computer or mobile device supporting HTML 5 or above. Older versions of supported browsers may not enable the Software to operate correctly and limit functionality. We support the current and the previous release of Chrome, Opera, Firefox, Safari, and Microsoft browsers (Microsoft Edge and Internet Explorer 11). Each time a new browser version is released, we begin supporting that version and stop supporting the third most recent version. (Note: Enhanced Protected Mode is not supported on Internet Explorer 11.)
System requirements
  • A stable internet connection of 2Mbps minimum recommended
  • A desktop computer, smartphone (iOS or Android) or tablet device
  • IOS v12 or above, Android v8 or above
  • Browser supporting HTML5 or above, including Safari, Chrome, Edge, Firefox

User support

Email or online ticketing support
Email or online ticketing
Support response times
Standard Support Service consists of self-help resources and access to support via email, web-chat or telephone contact. Target SLA is 2 clock hours for initial response to confirm with user the nature of the fault and planned activity to fix/remediate the fault. Target fix within 1 business day, subject to nature and detail of fault - minimum target response will confirm and agree the course of action to complete fix including anticipated timescales.
User can manage status and priority of support tickets
Phone support
Phone support availability
9 to 5 (UK time), Monday to Friday
Web chat support
Onsite support
Yes, at extra cost
Support levels
Support for users is available.
Support available to third parties

Onboarding and offboarding

Getting started
On registration, the system will guide the user through the set-up process through a series of screens and questions. At any time after registration, help icons will be available to provide support to different types of user along with a series of video tutorials.

Administrators will be provided with a sample CSV file format into which they can upload learner and other relevant information - we then import the information into the system as part of the on-boarding process.

In addition to online training materials, remote (videoconferencing) and onsite training can be provided as an additional service.
Service documentation
Documentation formats
End-of-contract data extraction
A user must make a request to extract data and we will provide details of how this may be achieved, dependent on the level of customisation and data requirements. All extracted data will be provided in XML format.
End-of-contract process
Once a user has confirmed that they wish to terminate their contract, they will have a period of 14 days to extract their data. Once this period has lapsed, all data will be backed up and archived. The user account will then be closed and service terminated. Data will be removed from the cloud service.

Using the service

Web browser interface
Supported browsers
  • Internet Explorer 10
  • Internet Explorer 11
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari 9+
Application to install
Designed for use on mobile devices
Differences between the mobile and desktop service
The full version of the software is accessible via mobile devices. There is also an ALMA app available for smartphones to make using the software even easier. The mobile version is designed for sending and receiving information and interacting with the software. The desktop service is where the set-up will take place (control panel and admin functionality) as well as interrogating / reporting against data that has been entered.
Service interface
What users can and can't do using the API
Employers and colleges / training providers can upload employee and learner details as well as courses, course versions, modules and competencies.
API documentation
API documentation formats
API sandbox or test environment
Customisation available
Description of customisation
Customisation is available as an additional service. A customer can brand the service using their own logo via image upload and select their primary corporate colour and text colour using RGB or HREF codes.


Independence of resources
We regularly monitor the number of users accessing the platform at any given time. We monitor usage and the performance of the server. If our servers are running at more than 75% capacity for at least 1 x 6 hours period on any given day, we will provide additional server capacity.


Service usage metrics
Metrics types
Customers can access via their dashboard a system log of all user activity.
Reporting types
Real-time dashboards


Supplier type
Not a reseller

Staff security

Staff security clearance
Other security clearance
Government security clearance
Up to Security Clearance (SC)

Asset protection

Knowledge of data storage and processing locations
Data storage and processing locations
United Kingdom
User control over data storage and processing locations
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 CHECK service provider
Protecting data at rest
  • Physical access control, complying with another standard
  • Encryption of all physical media
Data sanitisation process
Data sanitisation type
  • Explicit overwriting of storage before reallocation
  • Deleted data can’t be directly accessed
Equipment disposal approach
In-house destruction process

Data importing and exporting

Data export approach
Learners will export journal entries and uploaded files via a link that will be password protected. All documented information will exported in PDF format. Data will be exported via a button to a CSV file.
Data export formats
  • CSV
  • Other
Other data export formats
  • XML
  • PDF
Data import formats

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
We guarantee 99.95% up time per year. Refunds will be given for each full day (9am to 5pm) where access is not available. Refunds will be calculated pro-rata against monthly or yearly contributions and reimbursed to the customer within 30 days.
Approach to resilience
Information available on request.
Outage reporting
We have access to a client dashboard providing us with real time information about the service availability and receive alerts when there is planned maintenance.

Identity and authentication

User authentication needed
User authentication
  • 2-factor authentication
  • Username or password
Access restrictions in management interfaces and support channels
User roles to restrict access in management interfaces and support channels.
Access restriction testing frequency
At least every 6 months
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
Access to supplier activity audit information
Users have access to real-time audit information
How long supplier audit data is stored for
How long system logs are stored for

Standards and certifications

ISO/IEC 27001 certification
ISO 28000:2007 certification
CSA STAR certification
PCI certification
Other security certifications

Security governance

Named board-level person responsible for service security
Security governance certified
Security governance standards
Other security governance standards
Cyber Essentials.
Information security policies and processes
Adhere to principles of ISO27001.

Operational security

Configuration and change management standard
Supplier-defined controls
Configuration and change management approach
We appoint a change manager who ensures all proposed changes are evaluated for benefits and risks and all impacts considered. We prioritise changes in line with business needs and require that all changes are tested and each deployment includes a back-out plan to restore the previous state in the event that the deployment fails. The config management system is updated to reflect the effect of any changes.
Vulnerability management type
Supplier-defined controls
Vulnerability management approach
Regular vulnerability scans are performed by a penetration tester. Anti-virus and anti-malware is installed on all machines.
Protective monitoring type
Supplier-defined controls
Protective monitoring approach
Syslog Monitoring performed by PRTG server.
Incident management type
Supplier-defined controls
Incident management approach
Our approach to incident management includes the following steps: Identification, logging, categorisation, prioritisation, diagnosis, escalation as necessary, resolution, closure, communication.

Secure development

Approach to secure software development best practice
Conforms to a recognised standard, but self-assessed

Public sector networks

Connection to public sector networks


£55 to £140 per licence per year
Discount for educational organisations
Free trial available
Description of free trial
New users can sign up to a free, 14 day trial period and can convert, with no loss of data to the fully paid up version before the 14 day period expires.

Service documents

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