Jobtrain Solutions

Jobtrain's Applicant Tracking System/Online Recruitment Software and support services

Jobtrain are Cyber Essentials and IASME GDPR certified, providing a fully UK ASP hosted platform automating your recruitment workflow and reducing costs. Incorporating vacancy approval, source tracking, smart candidate matching, online interview booking, bias removal, referencing and engaging on-boarding with powerful reporting. Automate your processes, reduce costs and encourage talent.

Features

  • Client branded, mobile responsive External, Internal and Agency portals
  • Automated Online Vacancy and Offer Authorisation
  • Include images and videos in your job adverts
  • Flexible applications forms, scored forms and panel shortlisting
  • Build your careers site using our own Content Management System
  • Intelligent Talent Search and Talent Match and Talent Pools
  • Online On-boarding and Online Referencing
  • Full standard Reports and Business Intelligence and Report Builder
  • Unlimited number of users and different user access levels
  • 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 aspects of recruitment in real-time
  • Engaging, mobile responsive and professional candidate experience
  • Screens out unsuitable candidates at application stage
  • Improved engagement with Hiring Managers including Panel Shortlisting
  • Streamlines and saves time spent on administration
  • Meets with stringent security measures
  • Intuitive and easy to use helps with quick adoption
  • Supported via phone and email from the UK by Jobtrain
  • Greater engagement with candidates through media rich adverts

Pricing

£8500 to £39500 per unit per year

  • Education pricing available

Service documents

Framework

G-Cloud 11

Service ID

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

Contact

Jobtrain Solutions

Clare Ryder

0161 850 2004

clare.ryder@jobtrain.co.uk

Service scope

Service scope
Software add-on or extension No
Cloud deployment model Private cloud
Service constraints No. Jobtrain is a web based system that can be accessed at any time, assuming the user has an internet connection.
System requirements
  • Currently supported Internet browser
  • Adobe Reader installed for reading CVs
  • The Internet browser needs to support downloadable fonts

User support

User support
Email or online ticketing support Email or online ticketing
Support response times We log each query/request received via our support helpdesk via phone and email as a ticket with a unique reference number and depending upon it's content it will be rated by priority and answered or referred as appropriate.

A weekly report of all tickets received and their lifecycle/status is generated each week to provide internal metrics and learning material for development purposes. The data collected from these reports are available for client's to review.
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 training, support, scoping and implementation are included within our annual licence fee and is offered by Jobtrain, based in the UK, and is not outsourced.

Every Jobtrain solution is different and is configured to fully support the client's existing process.
All clients are assigned a dedicated Client Success Manager.
The Client Success Manager works actively to advise on the ongoing refinement of the solution, helping our clients gain the most from Jobtrain, and introducing standard upgrades/ new functionality. Quarterly account review meetings with your Client Success Manager are also offered at no additional cost, along with access to our client community.

Support is offered through email, telephone and an online help guide. Our telephone and email support service is fully included within the annual licence fee and is completely unlimited for HR and Recruitment users, Hiring Managers, Agencies and Candidates. All critical technical support is 24/7 at no additional cost for clients outside of office hours.

At the outset of the relationship, scoping and discovery sessions are held onsite with clients to understand needs, processes, aims and objectives.

We train all clients onsite with experienced Jobtrain trainers and follow-up with tailored user guides.
Support available to third parties Yes

Onboarding and offboarding

Onboarding and offboarding
Getting started All clients are assigned a dedicated Implementation Manager and Client Success Manager. The Client Success Manager will work with customers throughout their partnership with us.

At the outset of the relationship, we hold scoping and discovery sessions onsite with clients to understand their needs, processes, aims and objectives. We then guide them through the process of fully scoping the solution and mapping it against their processes. Once we've gathered all set up information, we complete all aspects of configuration of Jobtrain for clients before inviting clients to user acceptance testing.

Before the system is made live, we hold onsite training sessions with HR users and Super Users. The Jobtrain trainer will be your Implementation Manager who will have implemented many applicant tracking systems and trained many users before.

A fully searchable online help guide is available to all users via a help guide link within Jobtrain, with optional e-learning packages should a client wish.
Service documentation Yes
Documentation formats
  • HTML
  • PDF
  • Other
Other documentation formats
  • Word
  • Video
End-of-contract data extraction We are very proud of our client retention rate at Jobtrain Limited.
However, 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.

The exit management process will be outlined within your Jobtrain Licence Agreement.
End-of-contract process No Client data shall be held or retained after the termination or expiry of your Licence Agreement unless required by Applicable Law. Client data that is required to be removed on termination or expiry of your Licence Agreement must be wiped using commercial multi pass pattern wiping software as per Jobtrain Limited hosting providers ISO27001:2013 policies, this does not an additional cost.

Any requests for data exports beyond our 90 day notice period, can attract fees on a time and cost basis in-line with our standard consultancy day rate. Jobtrain Solutions will provide the export within the timescale agreed with the Client in a standard export format.

Using the service

Using the service
Web browser interface Yes
Supported browsers
  • Internet Explorer 11
  • Microsoft Edge
  • Firefox
  • Chrome
Application to install No
Designed for use on mobile devices Yes
Differences between the mobile and desktop service Jobtrain's client and candidate portals can be viewed and used on any device, such as desktop PC, laptop, mobile phone or tablet. Jobtrain is compatible with all currently supported browsers.

Jobtrain's candidate experience was designed with a "mobile first" approach in mind.
Service interface No
API No
Customisation available Yes
Description of customisation Jobtrain is highly configurable (in fact 85% of our set-up work for each client solution is done within core system settings) and the Settings feature provides ‘Administrators/Superusers’ with access to customise all the key set-up features required including (but not limited to):

Setting-up and administering all user types;
Managing user profiles and permissions;
Adding and administering Agency profiles;
Changing workflows either across the organisation or on a division/ department basis
Adding and administering the database of job and offer approvers
Changing recruitment workflow statuses, alerts and notifications
Defining and amending standard job templates
Defining and amending standard job levels/grades
Creating new advert sources including costs for reporting
Creating employment contracts and offer letters
Creating onboarding templates and associated new starter documents
Creating and administering communication templates (e.g. emails and letters)
Defining auto-generated job reference components
Defining and maintaining cost centres
Setting rules for auto-archiving of personal data

All the above are simple to manage and there is no limit to the number of approval routes that can be created.

Scaling

Scaling
Independence of resources Jobtrain uses burstable high bandwidth internet connectivity 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.
Virtual Platform: Jobtrain uses virtual platforms which provide us with both flexibility where resource can be added on demand (this ensures the solution operates at a constant capacity of no more than 60%), and increased availability as the virtual platform is built on fault tolerant and resilient technology.

Analytics

Analytics
Service usage metrics Yes
Metrics types Reports can be generated on a per client basis and include areas such as date ranges and query categories i.e. client query, candidate query, system area, who the request was raised by, time to resolve, first time resolution etc. Typically we will provide service updates per quarter at client review meetings. Reports will include candidate volumes versus queries raised and average time to resolve queries. We will also feed back to the client’s Jobtrain Client Success Manager any training issues we have identified from our support team.
Reporting types
  • Regular reports
  • Reports on request

Resellers

Resellers
Supplier type Not a reseller

Staff security

Staff security
Staff security clearance Other security clearance
Government security clearance None

Asset protection

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 SSAE-16 / ISAE 3402
  • Physical access control, complying with another standard
  • Encryption of all physical media
  • Scale, obfuscating techniques, or data storage sharding
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 importing and exporting
Data export approach A data export can be achieved by using the Business Intelligence and Report Builder platform. The tool is capable of exporting data into CSV, Excel formats, PDF, Word and HTML.
Data export formats CSV
Data import formats Other
Other data import formats For security constraints, it’s not possible to bulk import data

Data-in-transit protection

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)
  • IPsec or TLS VPN gateway

Availability and resilience

Availability and resilience
Guaranteed availability As used herein, the term "Service Availability" means the percentage of a particular month (based on 24-hour days and an assumed 30-day month) that access to the hosted Jobtrain solution and client/candidate data is available.

Jobtrain will use commercial best efforts to provide clients with 99.9% service availability relating to its hosting. Service Availability is calculated by the number of hours the service is available to clients plus the total number of hours, if any, the service is scheduled to be unavailable, divided by the total number of hours in that month.

If the Service Availability is less than 99.9%, Jobtrain will issue a credit in accordance with the following schedule, with the credit being calculated on the basis of the monthly licence fee for the affected solution:

99.9 to 100% service availability - 0% refund
98% to 99.8% service availability - 10% refund
95% to 97.9% service availability - 25% refund
90% to 94.9% service availability - 50% refund
89.9% or below service availability - 100% refund
Approach to resilience Available on request.
Outage reporting Any service outages are reported to clients via email by our support team.

Identity and authentication

Identity and authentication
User authentication needed Yes
User authentication
  • Identity federation with existing provider (for example Google Apps)
  • Username or password
Access restrictions in management interfaces and support channels Management access is limited to secure connections via user supplied username and password.
Access restriction testing frequency At least every 6 months
Management access authentication Other
Description of management access authentication Access complexity levels are managed in accordance with your needs. Multi factor authentication can be added using Azure Multi-Factor authentication or we can add an IP range lock out to restrict access.

Audit information for users

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 Between 6 months and 12 months
How long system logs are stored for Between 6 months and 12 months

Standards and certifications

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. Jobtrian 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 CESG certified penetration test

Security governance

Security governance
Named board-level person responsible for service security Yes
Security governance certified Yes
Security governance standards ISO/IEC 27001
Information security policies and processes We have a full established Information Security policy which is available upon request. Jobtrain is registered with the Information Commissioner’s Office as a data processor with registration number Z1464102. As a hosted solution handling personal data, Jobtrain complies with the UK and EU data protection laws.

Below we've described some of the main elements of our hosted solution's security.

Jobtrain has engaged Access Alto (part of Access Group) to be its primary cloud computing
partner. Access Alto delivers a highly scalable cloud computing platform with high availability and dependability, and the flexibility to enable Jobtrain to build and manage a wide range of applications.

All data is stored in the UK only, with Jobtrain’s UK data storage partner being based at Telehouse West, London - Jobtrain’s datacentre.

Data Centre and Host Technology and Certification:
VeriSign SSL with Secure Site Pro with Extended Validation throughout its solution.
ISO27001:2015 certified.
ISO 22301:2012 certified.
ISO 9001:2008 certified.
Payment Card Industry, Data Security Standard (PCI DSS) compliant.
NGFW (next generation firewalls).
Intrusion Prevention Services.
Jobtrain’s SSL Policy has been verified by Qualys SSL Labs.
CESG Group certified penetration tests.

Operational security

Operational security
Configuration and change management standard Supplier-defined controls
Configuration and change management approach 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 Vulnerability patch management is in line with host's ISO27001:2013.
Protective monitoring type Supplier-defined controls
Protective monitoring approach Protective monitoring is in line with our host's ISO27001:2013 processes.
Incident management type Supplier-defined controls
Incident management approach Best practices to ITIL methodology.

Secure development

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

Public sector networks

Public sector networks
Connection to public sector networks No

Pricing

Pricing
Price £8500 to £39500 per unit per year
Discount for educational organisations Yes
Free trial available No

Service documents

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