The Hire Lab Recruitment, Applicant Tracking & Onboarding Solution
The Hire Lab empowers you to streamline and automate your hiring whilst offering a superior candidate experience – from application, assessment, interviewing through to onboarding aswell as DBS checking & seamless integration with systems such as NHSJobs & ESR. This is all offered alongside training and ongoing support as standard.
- Branded Candidate Portals mixing engagement, marketing and relationship management
- Vacancy Management – creation, authorisation, posting etc.
- Applicant Tracking – intelligent matching, audit trails, flexible workflows
- Recruitment process optimisation focusing on automation and streamlining
- Indepth Reporting suite & Business Intelligence
- Task Management across all touchpoints - candidates, recruiters, managers
- Flexible Candidate Self Service for Assessments, Interview Scheduling, Onboarding
- Integrates with systems like ESR, eDBS, NHSJobs & Eures
- Engaging Onboarding Module that mixes marketing with HR compliance
- Optional Psychometric, Skills, Language Testing & Video Interviewing
- Put the candidate at the centre of your recruitment
- Increase Quality of Hire whilst Speeding up Hiring Time
- Enhance your brand recognition & customer loyalty
- Harness technology to reduce manual effort, administration and cost
- A user friendly system for recruiters and hiring managers
- Integrates with systems like ESR, eDBS, NHSJobs & Eures
- Measure your recruitment processes in real-time
- Meet regulatory & diversity targets/requirements
- Promotes inclusivity with built in alignment to accessibility standards
- Improves efficiency of recruitment staff & hiring managers
£7000 per licence per year
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The Hire Lab
|Software add-on or extension||No|
|Cloud deployment model||Public cloud|
|Service constraints||No Service Constraints envisaged as service is accessible via any web browser or mobile device.|
|System requirements||Chrome, Firefox, IE11+, Edge & Safari Web Browser PDF Viewer|
|Email or online ticketing support||Email or online ticketing|
|Support response times||Mon-Fri 9am to 5pm (Ex. UK Public Holidays).|
|User can manage status and priority of support tickets||Yes|
|Online ticketing support accessibility||WCAG 2.1 AAA|
|Phone support availability||9 to 5 (UK time), Monday to Friday|
|Web chat support||No|
|Onsite support||Yes, at extra cost|
As described in detail in the Service Level Agreement policy included in our Service definition document.
All user queries and issues are logged within our customer relationship management system. All reported issues are processed by a support representative who is responsible for assigning a priority to each issue as per international ISO 9000 standard definitions (four levels of Severity, with Severity 1 issues requiring immediate resolution or workaround). The Support Representative is responsible for maintaining contact with the user to ensure they are always aware and up-to-date of the issue's status.
We also provide access to an online knowledge base, FAQ and video tutorials, where we provide a self-service through smart features like instant search and topic suggestions with a library of support queries and answers.
There are no added costs for these support services.
|Support available to third parties||Yes|
Onboarding and offboarding
Technology can sometimes hamper progress and we pride ourselves on developing a technology that is modular based – almost like a box of lego, so clients can structure it to suit their individual needs. Each customer's requirements are slightly different, and therefore the implementation plan is bespoke for each customer.
To ensure project success, we have experts in Project Management, with the ability to setup, execute, manage and support an efficient implementation programme.
The planning process benefits from mandating that a Work Breakdown Structure (WBS) is generated for each project in advance of creating a schedule. During the implementation phase, Weekly Project Reports including project milestones will summarise project status and predict on-time delivery. Project Performance Measurements may be identified and used to monitor the project quality and progress.
Once the project has moved through the execution, deployment, implementation and testing phases and is agreed to be compliant by the client, we then move to handover and knowledge transfer with continuous support provided by your project team and dedicated account manager.
This is all offered alongside full training and ongoing support as standard.
See Service definition document for further information.
|Other documentation formats||Video|
|End-of-contract data extraction||CSV downloads for bulk extraction of data and PDF records for individual applicants.|
The Hire Lab has enjoyed a very high client retention rate through our partnership approach with all our clients, however in the instance where a client moves on from using the solution, clients's have full access to all their own application and vacancy data and we will export all such data as and when requested by the client, as part of an exit strategy, in a data format as specified by the client.
Any exit support in terms of migration of data to their new solution, the Hire Lab engineering and support teams are available to offer advice and support at our normal Ad-hoc Support rates.
Once this data has been exported and the contract has ended, all relevant data is securely destroyed.
Using the service
|Web browser interface||Yes|
|Application to install||No|
|Designed for use on mobile devices||Yes|
|Differences between the mobile and desktop service||
The Hire Lab’s candidate portal are built using a responsive design methodology, allowing candidates to have a fully optimised mobile experience when engaging with your organisation.
For full recruiter features, desktop access or tablet is recommended.
|What users can and can't do using the API||APIs & feeds are available for core recruitment process details including vacancies - i.e. for displaying/promoting lists of current vacancies. Private API's are also available for deeper integration - available and configured on request|
|API documentation formats||Other|
|API sandbox or test environment||Yes|
|Description of customisation||
The Hire Lab solution can be customised through configuration. We will configure the system in collaboration with the client’s requirements during the solution implementation. Configuration options are controlled by role permissions/privileges. This controls what the different user roles can see and do within the solution. We also create custom application forms, branding, etc as part of the system setup service.
You can also choose to develop new client specific features should you wish, based on our daily rates.
|Independence of resources||
The Hire Lab product is built on the Microsoft Azure cloud infrastructure and it is covered under the Windows Azure Cloud Services, Virtual Machines, and Virtual Network Service Level Agreement. Azure offers a 99.95% availability SLA.
Microsoft’s Azure platform services have undergone SSAE 16 audits and are certified according to ISO/IEC 27001:2013 standards. Azure is independently audited once a year for ISO 27001/27002 and 27018 compliance by British Standards Institution (BSI) Americas, an ISO/IEC accredited auditor.
TheHireLab achieves resilience by geo-replicating services and data sources across data centres in geographically distant locations.
|Service usage metrics||Yes|
|Metrics types||The Hire Lab has a clear and easy to use dashboard screen for reporting and business intelligence and in addition provides a wide array of template reports, details of which are in the Service Definition document.|
|Supplier type||Not a reseller|
|Staff security clearance||Other security clearance|
|Government security clearance||Up to Developed Vetting (DV)|
|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||Yes|
|Datacentre security standards||Managed by a third party|
|Penetration testing frequency||At least once a year|
|Penetration testing approach||Another external penetration testing organisation|
|Protecting data at rest||Encryption of all physical media|
|Data sanitisation process||Yes|
|Data sanitisation type||Explicit overwriting of storage before reallocation|
|Equipment disposal approach||In-house destruction process|
Data importing and exporting
|Data export approach||
Candidate profiles can be downloaded into pdf files. Various reports can be exported in csv/xls format.
At the end of a contract, if migrating from The Hire Lab, the transfer of data can be extracted from system into csv file format.
Should any client want any additional exit services in terms of migration of service to their new solution, The Hire Lab team are available to offer advice and support on a time and materials basis.
|Data export formats||
|Other data export formats||
|Data import formats||
|Other data import formats||XML|
|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||The Hire Lab will ensure that the system, is available to Client Users and Candidates for more than 99% of the total possible uptime (excluding any scheduled downtime which is necessary to effect any essential modifications or maintenance to the Server). A service credit schedule is in place should up-time not be met.|
|Approach to resilience||TheHireLab achieves resilience by geo-replicating services and data sources across data centres in geographically distant locations. The service itself is load balanced across multiple servers.|
|Outage reporting||Should it be necessary, email alerts are sent to clients informing them of any potential outages or disruptions to the solution via their account manager.|
Identity and authentication
|User authentication needed||Yes|
|User authentication||2-factor authentication|
|Access restrictions in management interfaces and support channels||The Hire Lab includes its own user management and privileges system which enables users who have access to the service to be configured. Defined privileges ensure that each user only has access to the features and data they are responsible for. The Hire Lab can provide username and password authentication & access credentials or can integrate with Single Sign On providers.|
|Access restriction testing frequency||At least every 6 months|
|Management access authentication||2-factor authentication|
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||User-defined|
|Access to supplier activity audit information||Users have access to real-time audit information|
|How long supplier audit data is stored for||User-defined|
|How long system logs are stored for||User-defined|
Standards and certifications
|ISO/IEC 27001 certification||Yes|
|Who accredited the ISO/IEC 27001||Independent Organisation|
|ISO/IEC 27001 accreditation date||21/2/2018|
|What the ISO/IEC 27001 doesn’t cover||Nothing. The online recruitment solution is covered in its entirety by the certification. This certification covers the services provided by our hosting provider Microsoft Azure.|
|ISO 28000:2007 certification||No|
|CSA STAR certification||Yes|
|CSA STAR accreditation date||12/02/2018|
|CSA STAR certification level||Level 1: CSA STAR Self-Assessment|
|What the CSA STAR doesn’t cover||There are no parts of our service that are not covered by our CSA STAR certification.|
|Other security certifications||No|
|Named board-level person responsible for service security||Yes|
|Security governance certified||Yes|
|Security governance standards||ISO/IEC 27001|
|Information security policies and processes||
As part of our security framework, we have a comprehensive list of policies and processes covering every aspect of Information Security. These include, but limiting to, Business Continuity, Incident Management, Operations, Data Access, Access Requests, Data Protection and Retention, Data Storage and Disposal, Security Testing, HR, Environmental Security, and Encryption. All Policies are available on request, and are fully compliant with Industry standards. All Policies are tested, reviewed regularly, updated when required, and are clear and unambiguous. All Policies are fully sponsored by Senior Management, and are version controlled and approved by the CEO before implementation and adoption.
The Hire Lab systems comply with UK Data Protection Legislation. Following the principles of good practice outlined in the Data Protection Act (DPA) – we ensure that data is: processed for specified and lawful purposes; fairly and lawfully processed; adequate, relevant and not excessive; accurate; not kept longer than necessary; processed in accordance with the data subject's rights; secure; and not transferred to countries without adequate protection.
|Configuration and change management standard||Supplier-defined controls|
|Configuration and change management approach||
Microsoft Team Foundation Server is used as a Configuration Management Tool.TFS is used for tracking and controlling changes in the software.
JIRA is used to manage all features and to plan, track, and release system upgrades. A dedicated configuration manager is in place and responsible for all change control procedures and have defined processes and procedures for copying, storage, transmission, archiving and destruction of data. This includes release, version and patch update control. All usage of the system is recorded in audit logs and can be used for audit purposes (Zendesk, Jira, TFS).
|Vulnerability management type||Supplier-defined controls|
|Vulnerability management approach||The Hire Lab has the virus protection Microsoft Security Essentials used on all host systems. The Hire Lab utilizes Microsoft Windows Server Firewall with Advanced Security to secure traffic. Regular security testing (penetration/vulnerability testing) is undertaken on The Hire Lab system using Microsoft Azure testing tools - Azure Security Centre delivers easy-to-use and effective threat prevention, detection, and response capabilities.|
|Protective monitoring type||Supplier-defined controls|
|Protective monitoring approach||The Hire Lab's monitoring systems continuously collect server metrics and provide analytics for systems administrators. All servers are continually monitored to detect any unusually high levels of load and systems administrators are automatically alerted.|
|Incident management type||Supplier-defined controls|
|Incident management approach||
All incidents are reported to the Information security officer. We operate an open environment in a small team encouraging direct communication of any issues to ensure staff report actual, or suspected security weaknesses.
All staff are made aware of the information security policy so that they recognise and understand the need to report security incidents. These are reinforced at regular team meetings. Our client account managers will notify the relevant point of contact within a client organisation should any potential or real incident arise.
|Approach to secure software development best practice||Supplier-defined process|
Public sector networks
|Connection to public sector networks||Yes|
|Other public sector networks||
|Price||£7000 per licence per year|
|Discount for educational organisations||No|
|Free trial available||No|