School Cloud Systems Ltd

SchoolCloud Clubs & Events

SchoolCloud Clubs & Events allow parents to easily book after school clubs, breakfast clubs, activities, trips, plays, childcare and events online. Schools can easily accept payments online. Students can be allocated fairly
to clubs by allowing parents to submit a ranked preference of clubs with places allocated afterwards.

Features

  • Online school clubs & events booking
  • Syncs directly with your school MIS
  • Accept payments online or record cash payments
  • Teacher login to allow them manage their clubs
  • Highly configurable for booking a term or individual dates
  • Send reminders to parents
  • Branded to the schools logo and colours
  • Insightful reports
  • Keep a register of student attendance
  • Collect useful information with customisable questions for parents

Benefits

  • Accessible from any modern internet connected device
  • Allow your parents to easily book clubs, trips and plays
  • Saves time for teachers and school administrators
  • Easily configure limits per student, per parent or family
  • Direct integration with your MIS for a quick setup
  • Easily take payments online
  • No letters home which can get lost in schoolbags

Pricing

£199 to £949 a licence a year

Service documents

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 info@schoolcloud.co.uk. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 12

Service ID

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

Contact

School Cloud Systems Ltd Robbie Beattie
Telephone: 0333 344 3403
Email: info@schoolcloud.co.uk

Service scope

Software add-on or extension
No
Cloud deployment model
  • Public cloud
  • Private cloud
Service constraints
A modern web browser is required.
System requirements
  • Any modern internet connection device
  • Import of data: teachers, students and classes (optionally parents)

User support

Email or online ticketing support
Email or online ticketing
Support response times
Officially we will respond to any enquiry within 48 hours, however usually any queries are responded to within a couple of hours! (Support available during UK business hours, 9am till 5pm, Monday to Friday).
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
No
Onsite support
No
Support levels
We're known for providing excellent support. In the past year, we've responded to the majority of emails within 30 minutes and we always aim to respond the same business day. Support can be provided by phone, Monday to Friday 9am till 5pm.

Our support staff are very knowledgable about our products and the requirements of schools. Support documentation is also available online.
Support available to third parties
No

Onboarding and offboarding

Getting started
A step by step wizard takes the school through the process of adding data and setting up the system. Online user documentation is also available. Our excellent support team are available by phone and email.
Service documentation
Yes
Documentation formats
HTML
End-of-contract data extraction
Data can be downloaded via CSV files using the Export options available on the system.
End-of-contract process
Inline with our data retention policy, all personal data will be removed within 60 days after the licence ends.

Using the service

Web browser interface
Yes
Supported browsers
  • Internet Explorer 11
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari 9+
  • Opera
Application to install
No
Designed for use on mobile devices
Yes
Differences between the mobile and desktop service
Parent and Teacher sections work fully on both mobiles and desktops. The Admin section is optimised for desktops.
Service interface
Yes
Description of service interface
A separate admin web based interface is used to configure the settings and use the Parents Evening System.
Accessibility standards
None or don’t know
Description of accessibility
Text size can be scaled, the web page can also be enlarged using the web browser's zoom feature.
Accessibility testing
None
API
No
Customisation available
Yes
Description of customisation
The school's logo can be uploaded to the system and a theme colour chosen.

Scaling

Independence of resources
We use load balanced servers, with automatic failover, operating at below half capacity. In addition all servers are behind redundant hardware firewalls. This means even if one of our servers was to completely fail, another would seamlessly take over. Therefore your data is synced in real time over two live servers.

Analytics

Service usage metrics
Yes
Metrics types
Student attendance, percentage of places booked, total revenue, revenue per event, average number of clubs booked per student, last MIS successful sync
Reporting types
Real-time dashboards

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
  • European Economic Area (EEA)
User control over data storage and processing locations
No
Datacentre security standards
Supplier-defined controls
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
Yes
Data sanitisation type
  • Explicit overwriting of storage before reallocation
  • Deleted data can’t be directly accessed
Equipment disposal approach
Complying with a recognised standard, for example CSA CCM v.30, CAS (Sanitisation) or ISO/IEC 27001

Data importing and exporting

Data export approach
Administrators can export data in CSV files.
Data export formats
CSV
Data import formats
  • CSV
  • Other
Other data import formats
Direct sync with School Management System

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
Service is provided on a 'best effort' basis. However we have managed an uptime over 99.95%, including planned maintenance, for the past 5 years.
Approach to resilience
Uptime is of critical importance to us. We use load balanced servers, with automatic failover, operating at below half capacity. In addition all servers are behind redundant hardware firewalls. This means even if one of our servers was to completely fail, another would seamlessly take over. Therefore your data is synced in real time over two live servers.
Outage reporting
Email and via our Twitter account

Identity and authentication

User authentication needed
Yes
User authentication
  • Identity federation with existing provider (for example Google Apps)
  • Username or password
  • Other
Other user authentication
Parents: their name, child's name and child's date of birth.
Teachers: Username and password or Single Sign-On.
Admins: Username and password.
Access restrictions in management interfaces and support channels
Each employee only has access to the appropriate data to fulfil their duties. Only trusted employees have access to school data by way of a strong password with access managed by the Directors of the Company.
Access restriction testing frequency
At least once a year
Management access authentication
  • 2-factor authentication
  • Username or password

Audit information for users

Access to user activity audit information
Users contact the support team to get 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
No
Other security certifications
No

Security governance

Named board-level person responsible for service security
No
Security governance certified
No
Security governance approach
As part of induction staff are trained on which information we have is confidential; ensure only trusted employees have access to school data etc.

Our employees have access to the data - we're a small team that's been providing hosted software to schools for over 10 years. As we use managed hosting providers, the qualified engineers also have access to the data and they pass the advanced CRB check.
Information security policies and processes
SchoolCloud are committed to high standards of data security and privacy. All suspected security incidents are to be reported to the Directors. Our terms and conditions outline our data policies. As a small company, the Directors periodically review the procedures to make sure we have the appropriate training and systems in place. Our selected UK data centre (UKFast.co.uk) is ISO 27001 & ISO 9001 accredited and ranks amongst the very best in the industry. Security staff 24/7, extensive CCTV covering the building and each aisle, intruder alarms, proximity card readers and perimeter prison fencing maintain a physical security layer to our servers. We apply the latest patches to our servers keeping your data safe and secure with multiple levels of password protection - the servers themselves and the database each are password protected. The managed hosting provider performs annual penetration testing, monitors our firewalls for any unauthorised activity, and would immediately inform us should anything happen - information we would in turn pass onto our customers. This has not happened to date.

Operational security

Configuration and change management standard
Supplier-defined controls
Configuration and change management approach
As a SaaS company, our products are continually evolving with new features. Metrics of our products are tracked to check they are performant. Senior staff are in place for the approval and acceptance of changes.
Vulnerability management type
Supplier-defined controls
Vulnerability management approach
Our development processes are streamlined that we can release fixes within hours without any downtime.

Our managed hosting company, UKFast, performs vulnerability scans which checks for low, medium, high and critical risks. Results of which are shared with our team who action fixes for risks identified with the assistance of our hosting company.
Protective monitoring type
Undisclosed
Protective monitoring approach
The managed hosting provider performs annual penetration testing, monitors our firewalls for any unauthorised activity, and would immediately inform us should anything happen - information we would in turn pass onto our customers. This has not happened to date.

We will notify the customer without undue delay on becoming aware of a data breach.
Incident management type
Supplier-defined controls
Incident management approach
Users should report incidents via dataprotection@schoolcloudsystems.co.uk

Incident reports will be provided by email.

Secure development

Approach to secure software development best practice
Supplier-defined process

Public sector networks

Connection to public sector networks
No

Pricing

Price
£199 to £949 a licence a year
Discount for educational organisations
Yes
Free trial available
Yes
Description of free trial
30 day fully functional system for clubs & events, including syncing with your school management system
Link to free trial
https://www.schoolcloud.co.uk/clubs-and-events.html

Service documents

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 info@schoolcloud.co.uk. Tell them what format you need. It will help if you say what assistive technology you use.