Speakap

The process moves from initial strategic planning to setup, launch, and continuous improvement. For speed, the platform can be set up and ready to launch in a matter of weeks, enabling companies to quickly mobilize their frontline workforce.

• Define the Game Plan (Strategy): This initial stage involves a deep dive into the organization's unique structure, current communication challenges, specific business objectives, and what success looks like for the company.
• Set Up Your Platform (Configuration): The Speakap team works closely with the customer to configure and customize the platform. This includes adapting it to existing workflows, applying company branding, and aligning it with team dynamics.
• Launch with Ease (Rollout): A successful rollout is supported with personalized training and communication materials to ensure the team feels confident using the new platform from day one, aiming for high adoption.
• Keep Getting Better (Optimization): Post-launch, the focus shifts to continuous improvement, which includes tracking performance metrics, gathering employee feedback on the experience, and refining the platform's features and content strategy to ensure ongoing value.

Duration

Once the subscription contract is signed, the platform can be configured and ready to get your team up and running in as little as 15 days, depending on the complexity of the deployment.

Customization is a core offering of Speakap, extending beyond simple branding to the core user experience and integration capabilities. The software is built to adapt to the customer’s organization, not the other way around. This high degree of flexibility is often available without requiring the user to write any code.

• Full White-Label Branding: The platform offers complete white-label capabilities, allowing the customer to deliver a fully branded experience, including the use of their own logo and company colors across the entire user interface.
• Configuration without Coding: Users can customize the platform's features, workflows, and organizational structure to fit their needs without requiring any coding expertise.
• Tailored Content Delivery: The system allows for granular sharing of information, ensuring that content is relevant to the recipient by sharing it based on team, department, or location.
• API and Integration Support: Speakap provides open APIs and integration capabilities to connect with existing HR systems (HRIS), payroll, scheduling, Learning & Development (L&D), and other essential digital workplace tools.
• Personalized Employee Journeys: The software allows for the creation of tailored onboarding, training, and compliance workflows (Employee Journeys) that are customized for different roles and departments within the organization.

Speakap operates on a subscription-based pricing model, which is typically billed annually per user, per month. Additional costs like setup and support are generally handled within this subscription model, though the exact figures and inclusions depend on the selected plan.

• Pricing Model: Speakap uses a subscription-based pricing model, calculated per user, per month, and typically billed annually.
• Setup Fees: The platform's pricing is transparent and cost-effective, with the company stating there are no hidden fees. Any one-time implementation or configuration costs would be included in the personalized quote provided based on the chosen plan.
• Maintenance and Support: Support is integrated into the subscription plans, eliminating separate maintenance or support charges. Support options vary by plan but can include:
  • Online support access, often provided 24/7/365.
  • Live phone support during business hours.
  • Access to a Customer Community and Knowledge Base.
  • A dedicated support contact for higher-tier plans.
• Pricing Calculation: The specific cost is not fixed publicly. The total price for the platform is determined by the chosen product plan (Basic, Premium, or Premium+) and the total number of licensed employees, requiring a direct quote from the company.

Training and support are multi-faceted, encompassing hands-on guidance from dedicated teams, a rich self-service knowledge repository, and unique in-app features for structured learning. The support system is a continuous partnership, starting with a defined game plan for implementation and continuing with personalized assistance to ensure the organization maximizes the platform's value. The focus is on making the tool easy to use and providing all necessary resources for immediate productivity.

Detailed Bullet Points

• Dedicated Customer Success and Support Teams: A specialized team guides the customer through all stages—from defining goals and configuring the platform to a seamless launch with personalized training and communication.
• Continuous Support Availability: Support is provided long-term, from initial deployment onward, with options that include 24/7 availability with live representatives for customer assistance.
• Built-in Knowledge Base: The platform includes a centralized self-service Knowledge Base for organizing crucial resources such as training materials, HR handbooks, operational manuals, policies, and compliance documents.
• Structured Employee Journeys: A key feature for new users, this allows administrators to create customized, guided, step-by-step processes for onboarding, training, and organizational change, which can be tailored by role or location.
• Interactive Training Content: Employee Journeys and the Knowledge Base support rich, engaging media, including videos, documents, files, and quizzes, with real-time tracking of training completion and quiz results.
• Comprehensive Help Center: The self-service portal offers detailed documentation, including a Platform Guide for end-users, an Admin Guide for network administrators, and an IT Admin Setup guide for technical configurations like Single Sign-On (SSO) and user synchronization.
• Multilingual Support: The platform includes built-in translation features for content, ensuring that training materials and communications are accessible and understood by diverse and global teams in their preferred language.

The security framework is robust, built on comprehensive encryption, secure coding best practices, and continuous auditing by independent third parties. Data is protected at all stages, from when it is stored on highly certified data centers to when it is being transmitted across the network. Furthermore, the platform is designed to meet the strict regulatory requirements of global data protection laws, giving organizations confidence in their data's safety and privacy compliance.

Detailed Bullet Points

• Data Encryption: Data is secured both in transit and at rest. Communications are protected using secure, TLS 1.2 encrypted connections, and customer data is encrypted at rest using the AES-256 algorithm. Passwords are never stored as plain text, but as hashes using the secure BCrypt algorithm.
• Global Security Certifications: The platform maintains an Information Security Management System and is certified with the internationally recognized ISO 27001:2013 standard. It also successfully undergoes an annual SOC 2 Type II audit by an independent auditor regarding the design and operational effectiveness of security controls.
• Regulatory Compliance: Speakap is compliant with major global and regional data protection regulations, including GDPR (General Data Protection Regulation), HIPAA (Health Insurance Portability and Accountability Act), and CCPA (California Consumer Privacy Act).
• Proactive Testing and Auditing: Security vulnerabilities are actively managed through a Bug Bounty program utilizing an ethical hacker platform and annual penetration tests conducted by an external, independent security firm.
• Secure Infrastructure: Data is stored in secure, ISO 27001 certified data centers located in either the EU or the US, with no intercontinental data transfer. Critical services are set up redundantly to ensure high availability and a guaranteed 99.8% uptime.
• Access Control and User Authentication: Security is enhanced through features like Single Sign-On (SSO) for friction-free and secure user access, and granular Role-Based Permissions that ensure employees only have access to information relevant to their specific role.
• Secure Development Practices: The software is developed according to industry best practices, with all code changes peer-reviewed by senior developers and subjected to extensive automated testing to prevent vulnerabilities like those listed in the OWASP Top 10.

Updates are managed through a rigorous, modern software development lifecycle that prioritizes stability, security, and quality assurance. The management process is highly controlled, utilizing peer review, extensive automated testing, and security checks for every change before it is released. This methodology supports a continuous delivery model, allowing the platform to regularly introduce new features and tools, such as Employee Journeys and AI capabilities, while maintaining a guaranteed high-availability uptime.

Detailed Bullet Points

• Continuous Improvement Model: The platform operates under a philosophy of continuous improvement, suggesting a regular cadence of new feature rollouts and maintenance updates, rather than infrequent major releases.
• Rigorous Quality Assurance (QA): Before any change is deployed, it must pass an extensive suite of automated tests, including unit tests, API tests, and integration tests, ensuring that new features or fixes do not disrupt existing functionality.
• Mandatory Peer Review: All changes to the software's code are subject to peer review by senior developers to ensure secure coding practices and adherence to quality standards.
• Prioritization of Security and Stability: Updates are managed to ensure minimal disruption, with all critical services set up redundantly to guarantee a high uptime. Security updates are prioritized and deployed rapidly, backed by continuous monitoring and annual external penetration testing.
• Seamless Integration Maintenance: Update management considers integration requirements, ensuring that the platform remains compatible with various third-party systems, such as HR tools, e-learning platforms, and scheduling software.
• Feedback-Driven Enhancements: New features and updates are often developed based on customer needs and industry trends, such as the introduction of new communication tools and employee engagement features.

The policy is framed around ensuring customer control, compliance with major data privacy regulations like GDPR and CCPA, and providing the necessary technical assurances to facilitate data movement. The software does not claim ownership of user data and actively implements measures to ensure the integrity and accessibility of information. Data portability is a key aspect of their compliance, which ensures clients can retrieve their data in a usable format.

Detailed Bullet Points

• Customer Data Ownership: The general principle, aligned with data privacy laws, is that the customer (the organization using the software) retains full ownership and control of the data they input, including sensitive employee information, documents, and communications.
• Regulatory Compliance as Portability Assurance: The platform's compliance with regulations like GDPR (General Data Protection Regulation) and CCPA (California Consumer Privacy Act) mandates the "right to data portability." This means the software must be able to provide the data subject (the employee/user) with their personal data in a structured, commonly used, and machine-readable format.
• No Sale of Personal Data: The company explicitly states its compliance with CCPA, which includes the commitment to never sell personal data, further reinforcing that the data is the customer's asset, not the vendor's.
• Data Security During Storage and Transfer: All data, including videos, documents, and communications, is encrypted both in transit (using secure TLS 1.2 connections) and at rest (using AES-256 encryption), ensuring security is maintained during any necessary data export or transfer process.
• Disaster Recovery and Backup for Integrity: Customer data is backed up multiple times a day and kept for a month, providing a high level of assurance for data integrity and availability, which is a critical component of data ownership protection.

The scaling terms are based on a per-user, per-month subscription model, which is the industry standard for cloud-based Software as a Service (SaaS). This model allows the organization to pay for the capacity they use. The platform's technical infrastructure is built on a scalable cloud solution, which has historically accommodated significant growth and can be easily configured to handle increasing user bases and resource demands without performance degradation. For specific terms regarding adding or removing user licenses, a direct contract discussion with the sales team is necessary.

Detailed Bullet Points

• Subscription-Based Model: Pricing is based on a per-user, per-month basis, typically billed annually, which forms the foundation for both scaling up and scaling down.
• Designed for Enterprise Growth: The platform's core infrastructure is a scalable cloud solution that has successfully managed significant user growth (e.g., hyper-growth phases up to 200% increase), ensuring the technical capacity to scale up rapidly without service interruption.
• Agile User Synchronization: The Admin Console includes features for User & Group Sync that automatically synchronize user data from existing directory services, which is essential for quickly onboarding large numbers of new employees when scaling up.
• Customizable Infrastructure: The underlying technical solution is highly customizable, allowing for resources to be added on demand to support growing capacity and bandwidth needs as the organization expands.
• Contractual Adjustment for Fluctuations: As the model is user-based, adjustments for scaling up (adding more users/licenses) or scaling down (reducing licenses due to organizational changes) are governed by the specific terms in the signed contract with the provider.
• Fit for All Sizes: While highly effective for large enterprises, the architecture supports organizations of various sizes, indicating flexibility in the minimum and maximum number of users the subscription can handle.

Contracts are typically annual, with a provision for an automatic renewal unless the customer provides timely notice of non-renewal. Termination by the customer before the agreed-upon term requires the immediate payment of all remaining fees for the unexpired portion of the contract. The software provider also reserves the right to terminate or suspend services if the customer breaches the terms of the agreement.

Detailed Bullet Points

• Initial Term and Renewal:
  • The initial service period is typically for one (1) year (the “Initial Term”).
  • After the Initial Term expires, the service will automatically renew for successive one-year increments (the “Renewal Term”).
• Non-Renewal Notice:
  • To prevent the automatic renewal of the contract, the customer is generally required to provide a written notice of non-renewal to the provider. The timeframe for this notice is typically thirty (30) days prior to the expiration of the current term.
• Customer Cancellation (Early Termination):
  • If the customer chooses to cancel the services prior to the expiration of the agreed-upon term, the customer is required to immediately pay the remaining fees for the unexpired portion of the contract term.
• Provider Termination/Suspension:
  • The provider may suspend and/or terminate the customer's access at any time if the provider determines the customer has breached the terms of the agreement.
• Post-Termination Data/IP Obligation:
  • Upon termination or expiration of the license, the customer must cease using the services, and, upon request, delete or destroy all portions of the provider's intellectual property (IP) and software copies in their possession.
  • The customer should be aware that upon termination, they will likely no longer have access to any data previously available through the services.

This software (Speakap) is designed to operate with high-level security and data protection, adhering to several major global and regional compliance standards and certifications relevant to managing sensitive employee and corporate data.

Overview

The platform meets stringent requirements for information security, auditing, and data privacy, which is particularly important for its focus on large enterprises, including those in high-compliance sectors like healthcare. The compliance posture is validated through external audits and certifications, ensuring the technical and operational effectiveness of its security controls.

Detailed Bullet Points

• Global Information Security Certification:
  • ISO 27001: The platform holds this internationally recognized certification for maintaining an Information Security Management System (ISMS), which confirms its commitment to robust security practices.
• Global Audit Standards:
  • SOC 2 Type II: The software has successfully undergone a SOC 2 Type II audit by an independent firm. This attests to the design, implementation, and operational effectiveness of its internal controls related to security, availability, and confidentiality.
• Major Data Privacy Regulations:
  • GDPR Compliant: It has taken measures to be compliant with the General Data Protection Regulation, which governs the handling and privacy of personal data for individuals within the European Union.
  • CCPA Compliant: It has taken steps to be compliant with the California Consumer Privacy Act, which includes a commitment to never sell personal data.
• Sector-Specific Compliance (Healthcare):
  • HIPAA Compliant: The platform meets the necessary security and privacy requirements of the Health Insurance Portability and Accountability Act, classifying it as a Business Associate (BA) and making it compliant for use by U.S.-based healthcare organizations.
  • NEN 7510 Certified: It is certified under this Dutch standard for information security in the health sector, further establishing its suitability for handling medical and personal health information in the Netherlands and other relevant regions.