SmartTask Employee Scheduling and Workforce Management

A cloud-hosted employee scheduling and workforce management solution, providing facilities and estate managers with the tools they need to performance manage staff and improve employee accountability.
Front desk and reception staff: Rota planning and proof of attendance. Caretaking teams Health and safety compliance team: Safety equipment inspections.


  • Rostering - helps facilities managemement plan workforce
  • Proof of attendance - records workforce attendance
  • Employee portal- manages employee holiday requests
  • Patrol and task monitoring using NFC or QR code scans
  • Smartforms for customised data capture
  • Daily occurance log - centralised electronic log book
  • Smartdocs- manage employee document compliance
  • Calculate employee pay for part-time workers
  • Calculate charging for part time work completed
  • Electronic audits and inspections


  • Reduce operational costs by automating the process
  • Effectively manage contract delivery
  • Certify attendance across both mobile and static teams
  • Improve Operational Control and deal with incidents quickly
  • Add management KPI’s for remote workers
  • Reduce paper forms, centralise storage and retrieval
  • Reduce scheduler involvement and the dependency
  • Suitable employee scheduling
  • Safeguard contractual commitments
  • Integrated holiday management


£500 per instance per month

Service documents

G-Cloud 10



Paul Ridden

01494 444044

Service scope

Service scope
Software add-on or extension No
Cloud deployment model Public cloud
Service constraints Planned maintenance arrangements
Windows support for recent browsers and smartphones only
System requirements
  • Web Browser
  • SmartPhones
  • Internet connection

User support

User support
Email or online ticketing support Email or online ticketing
Support response times Within 4 hours during UK office hours (9:00 - 17:00)
Extended hours at extra cost
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 Yes, at extra cost
Support levels Standard support includes account manager
Bespoke support on request
Support available to third parties Yes

Onboarding and offboarding

Onboarding and offboarding
Getting started Onsite and offsite training can be provided at an extra cost
User documentation is FOC and can be accessed online
Online video training
Service documentation Yes
Documentation formats
  • HTML
  • PDF
End-of-contract data extraction Through reports and via support with data exports
End-of-contract process Service terminated and data deleted 30 days after termination, as part of the service cost

Using the service

Using the service
Web browser interface Yes
Supported browsers
  • Internet Explorer 10
  • Internet Explorer 11
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari 9+
Application to install No
Designed for use on mobile devices Yes
Differences between the mobile and desktop service Admin through the web
Mobile applications are available for workforce management
Mobile and desktop services are designed to support unique business processes
Accessibility standards WCAG 2.0 A
Accessibility testing Accessibility testing
User testing
Customisation available Yes
Description of customisation SmartForms can be created to turn paper forms into electronic processes within SmartTask by authorised users


Independence of resources By infrastructure scaling, optimising server load and continued performance monitoring


Service usage metrics Yes
Metrics types Usage and performance
Reporting types Reports on request


Supplier type Not a reseller

Staff security

Staff security
Staff security clearance Other security clearance
Government security clearance Up to Developed Vetting (DV)

Asset protection

Asset protection
Knowledge of data storage and processing locations Yes
Data storage and processing locations United Kingdom
User control over data storage and processing locations Yes
Datacentre security standards Complies with a recognised standard (for example CSA CCM version 3.0)
Penetration testing frequency At least every 6 months
Penetration testing approach Another external penetration testing organisation
Protecting data at rest
  • Physical access control, complying with SSAE-16 / ISAE 3402
  • Encryption of all physical media
Data sanitisation process Yes
Data sanitisation type 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 Through reports and via support service
Data export formats CSV
Data import formats CSV

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)

Availability and resilience

Availability and resilience
Guaranteed availability 99% uptime 24-7
Approach to resilience Available on request
Outage reporting Email alerts

Identity and authentication

Identity and authentication
User authentication needed Yes
User authentication
  • 2-factor authentication
  • Username or password
Access restrictions in management interfaces and support channels Restricted to named individuals within organisations
Access restriction testing frequency At least once a year
Management access authentication
  • 2-factor authentication
  • Username or password

Audit information for users

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 User-defined
Access to supplier activity audit information Users contact the support team to get audit information
How long supplier audit data is stored for User-defined
How long system logs are stored for Between 1 month and 6 months

Standards and certifications

Standards and certifications
ISO/IEC 27001 certification Yes
Who accredited the ISO/IEC 27001 ISO Quality Services Limited
ISO/IEC 27001 accreditation date 23/08/2017
What the ISO/IEC 27001 doesn’t cover Non-security related management processes
ISO 28000:2007 certification No
CSA STAR certification No
PCI certification No
Other security certifications No

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 Adheres to ISO27001:2013

Operational security

Operational security
Configuration and change management standard Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
Configuration and change management approach Managed through Microsoft Team System, coding standards, peer reviews and complete security vulnerability checks
Vulnerability management type Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
Vulnerability management approach Coding standards and the use of OWASP detection tools
Critical vulnerabilities patched with the highest priority
Protective monitoring type Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
Protective monitoring approach Auditing and support monitoring
Potential compromises responded with the highest priority
Incident management type Conforms to a recognised standard, for example, CSA CCM v3.0 or ISO/IEC 27035:2011 or SSAE-16 / ISAE 3402
Incident management approach All incident management is handled through our support desk call logging system.

Secure development

Secure development
Approach to secure software development best practice Independent review of processes (for example CESG CPA Build Standard, ISO/IEC 27034, ISO/IEC 27001 or CSA CCM v3.0)

Public sector networks

Public sector networks
Connection to public sector networks No


Price £500 per instance per month
Discount for educational organisations No
Free trial available Yes
Description of free trial Fully functional system for up to 60 days
Access to video training and documentation via trial area on the website.
Link to free trial


Pricing document View uploaded document
Skills Framework for the Information Age rate card View uploaded document
Service definition document View uploaded document
Terms and conditions document View uploaded document
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