Decision Time Meetings

1. Discover & Plan: Analyze the organization's needs, plan the scope of implementation, and allocate a dedicated support team.

2. Customize & Test: Configure the software to meet specific business needs, organize training for users, and introduce the support team.

3. Implement & Roll Out: Set up users, outline deployment steps, and finalize training.

The duration of the implementation process depends on the size of the organization. For small to medium-sized organizations, the implementation can be completed in just a few days. For larger organizations, it may take a few weeks to fully implement the software

• Branding and look-and-feel customization to match the organization's branding.

• Defining custom meeting templates for different types of meetings.

• Setting up specific committees and attendee groups.

• Customizing cover pages and email content.

• Configuring role-based permissions to control access to sensitive information.

• More complex customizations can be done by the development and support staff, including using APIs and form engines for bespoke requirements.

The software allows for significant levels of customization, which can be done by an authorized administrator or by the vendor's development team for more advanced customizations.

Pricing: Decision Time Meetings software is priced at £25 per user per month, with discounts available for educational organizations and volume pricing. A minimum of 10 users is required.

Setup Fees: The implementation process is designed to be quick and easy, suggesting minimal setup fees

Maintenance and Support: Ongoing customer care and support are included in the subscription cost. Additional support options, such as onsite support, are available at extra cost.The support response times are categorized as follows:

• Critical issues: 1-hour response, 2-hour resolution

• Significant issues: 4-hour response, 1 to 2 working days resolution

• Minor issues: 1 working day response, 5 working days resolution.

Decision Time Meetings offers comprehensive training options to ensure smooth adoption:

• In-Person Training: Available for organizations that prefer face-to-face sessions.

• Virtual Training: Conducted online to accommodate remote users.

• Video Tutorials and Quick Start Guides: These resources are available to help users get started quickly and efficiently.

Training plans are flexible and tailored to user experience and availability. Standard users can be trained in about an hour, while superusers or admin users may require around two hours.

• Data Storage: Data is stored in ISO 27001 certified data centers with physical access controls, encryption, and obfuscation techniques.

• Access Control: Role-based permissions and multi-factor authentication are used to ensure secure access.

• Data Protection: Key customer data, including documents and notes, are stored encrypted and obfuscated within the database. Deleted data cannot be directly accessed, ensuring data security and compliance with data sanitization processes.

• Penetration Testing: External penetration testing is conducted at least once a year to identify and mitigate vulnerabilities.

• Compliance: The software meets various security standards, including government security clearances up to Baseline Personnel Security Standard (BPSS).

• Frequency: While the exact frequency of updates is not explicitly mentioned, the software is designed to be scalable and adaptable, suggesting that updates are released as needed to address new features, security enhancements, and user feedback.

• Management: Updates are managed through the cloud infrastructure, ensuring that they are deployed efficiently without significant downtime. This approach allows users to benefit from the latest features and improvements without manual intervention.

Decision Time Meetings has clear policies on data ownership and portability:

• Data Export: Customers can export their data through downloadable PDFs and CSV files. A more formal data dump can also be provided upon request.

• Deleted Data: Deleted data cannot be directly accessed, ensuring data security and compliance with data sanitization processes.

• Portability: The software supports data portability, allowing users to transfer their data to other systems if needed.

• Scalability: Using a scalable infrastructure and capacity monitoring, Decision Time Meetings can stay ahead of user demand. Load balancing solutions are also available and increasingly used.

• Customization: Significant levels of customization are built into the system, from simple branding to complex integrations using APIs and form engines.

• Renewal: The terms for contract renewal are not provided, but the high customer retention rate (98%) suggests a focus on long-term relationships and customer satisfaction.

• Cancellation: Specific terms for cancellation are not provided, but the software's flexibility and customer support indicate a customer-centric approach to contract management. Users are likely to have options to cancel or modify their subscriptions based on their needs.

Decision Time Meetings meets several compliance standards to ensure data security and regulatory adherence:

• ISO 27001: Certified data centers for data protection, accredited by Alcumus ISOQAR Limited.

• Government Security Clearances: Up to Baseline Personnel Security Standard (BPSS).