ClearCompany

1. Initial Consultation: Understanding the client's specific needs and objectives.
2. Configuration: Setting up the software to align with the client's workflows and processes.
3. Data Migration: Transferring existing data into the ClearCompany system.
4. Training: Providing training sessions for HR teams and other users.
5. Testing: Ensuring the system works as expected before going live.
6. Go-Live Support: Offering support during the initial phase of using the software.

Duration of Implementation

The duration of the implementation process can vary depending on the complexity of the client's requirements. However, it generally takes a few weeks to a few months. For instance, SCS Global Services highlighted an excellent implementation process that equipped them to leverage every tool available in the robust platform.

Key Points

• SCS Global Services: The implementation manager was praised as the best across any kind of software-as-a-service platform, indicating a high level of support and efficiency during the implementation phase.
• Customer Feedback: Some users have experienced delays and multiple changes in account representatives, which affected the implementation timeline and overall experience.
• Ongoing Support: ClearCompany provides ongoing support from a dedicated Customer Success Manager, ensuring that clients can continuously optimize their use of the software.

• Review Cycle Workflows: Users can easily customize review cycle workflows, questions, formats, scales, and participant communications to support unique roles within the company.
• Tailored Processes: The platform combines job-specific requirements and company values with its analytics and best practices to create unique hiring, engagement, development, and retention processes.
• Modular Access: ClearCompany offers modular access, allowing businesses to select specific functionalities such as Applicant Tracking, Onboarding, Performance Management, and Employee Engagement.
• Custom Reports and Data Visualizations: Users can create custom reports and data visualizations, although some users have noted that the templates for these features can be basic.
• Integration with Other Tools: ClearCompany integrates with over 100 partners, allowing businesses to build a tailored HR management solution that saves time and effort.

• Setup Fees: There may be setup fees for extra add-ons or customizations.
• Annual Maintenance Fee: An annual maintenance fee is charged for certain integrations, and this fee varies according to the subscription size.
• Subscription Fees: Pricing typically starts at $60 per user per month, with options for monthly or annual subscriptions.
• Data Retention Fees: Subscribers wishing to retain active data in excess of the provided quotas must pay a charge of $1.00/5 GB per year for data retention.
• Professional Services: ClearCompany may perform professional services as agreed upon by the parties, which could include additional fees based on the scope of services provided.

• Training Options:
  • Webinars and Videos: For ongoing learning and updates.
  • In-Person Training: Available for more hands-on learning.
  • Documentation: Comprehensive guides and manuals.
  • Live Online Training: Interactive sessions with trainers.
• Support Services:
  • Email/Help Desk: For direct support queries.
  • Chat: Real-time support through chat.
  • Phone Support: Direct phone support for immediate assistance.
  • Knowledge Base: Access to a repository of information and FAQs.
  • 24/7 Live Support: Around-the-clock support for urgent issues.

• SOC 2 Type II Certification: ClearCompany is SOC 2 Type II certified and completes this audit annually, ensuring robust data security and privacy practices.
• Data Encryption: Customer data is always encrypted in transit using HTTPS and at rest using AES 256 encryption. Sensitive PII and other sensitive data are encrypted at rest.
• Access Controls: Role-based security limits and controls access within the ClearCompany software platform. User access is reviewed on a rolling basis or at least annually.
• Two-Factor Authentication (2FA): Implemented for all critical systems and any other systems that support it.
• Intrusion Detection and Prevention: The infrastructure is monitored in real-time leveraging an Intrusion Detection System (IDS). Alerts are reviewed by a third-party Security Operations Center (SOC) and internal security team available 24/7/365.
• Regular Audits and Penetration Testing: ClearCompany conducts two or more penetration tests per year and quarterly Red Team vulnerability testing and remediation.
• Data Backup and Disaster Recovery: All databases are backed up to remote regions daily, and server configurations and files are also backed up to separate regions. ClearCompany has distinct business continuity and disaster recovery plans in place, reviewed and updated annually.
• Physical Security: ClearCompany offices are secured against unauthorized physical access, and procedures for managing visitors are in place.
• Employee Training: All new hires undergo security training before accessing the ClearCompany system, and all employees complete security training annually.

Frequency of Updates

• Regular Releases: ClearCompany frequently releases new product updates and feature enhancements. For instance, in 2022, ClearCompany released 39 new product updates and numerous feature enhancements.
• Quarterly Releases: ClearCompany often bundles significant updates into quarterly releases. For example, the Spring 2023 release included six new product lines and eleven major features.
• Annual Summaries: At the end of each year, ClearCompany provides a summary of the updates and enhancements made throughout the year. In 2023, they released 39 transformative software enhancements and 11 new integrations.

Management of Updates

• Automated Processes: Updates are managed through automated processes to ensure minimal disruption to clients. This includes automated data refreshes and integration updates.
• Client Notifications: Clients are notified about new updates and features through various channels, including blog posts, newsletters, and direct communications from account managers.
• Training and Support: ClearCompany encourages clients to stay in touch with their account managers and attend vendor-hosted training sessions to stay updated on new features and best practices.
• User Interface (UI) Refreshes: Periodically, ClearCompany updates the user interface to improve user experience and align with their refreshed brand identity. For example, the Platform UI Refresh in 2023 aimed to create a more intuitive experience for users.
• Integration Enhancements: ClearCompany continuously enhances its integrations with other software solutions to ensure seamless data flow and improved functionality. For instance, the bi-directional payroll integration with ADP was enhanced to simplify setup and provide more control over data sync.

• Data Ownership: Subscriber data, including all documents sent, received, and stored in the system, is regarded as the property of the subscriber. ClearCompany will provide archival copies upon request.
• Data Retention: Subscribers are entitled to unlimited data storage and retention for two years from the date such data is submitted into the system. Data older than two years is subject to archival and removal from active management, with backup copies provided to the subscriber.
• Data Portability: Subscribers may request a backup of data stored by ClearCompany once per calendar quarter. ClearCompany will provide a copy of all resumes received and stored in the system within 30 days of receiving such a request. Structured database backups, including parsed resume output in table or HR-XML format, are also available subject to a one-time report setup fee.
• Data Deletion: In the event of termination, ClearCompany shall not be required to maintain former subscribers’ data in a usable format after a backup has been provided or after six months if no backup request has been received. ClearCompany may continue to retain data for operational or technical reasons after termination

• Flexibility & Scalability: ClearCompany provides agility to scale up or down as needed, which is crucial for fluctuating workloads. This flexibility allows businesses to adjust their workforce quickly to meet changing market conditions.
• Modular Access: ClearCompany's software is modular, allowing businesses to select and implement only the features they need. This modularity supports scaling by enabling companies to add or remove functionalities based on their current requirements.
• Global Contingent Hiring: ClearCompany supports global contingent hiring, allowing businesses to scale their workforce up or down quickly by hiring contingent workers. This approach provides business agility and the ability to adapt to changing market conditions.

• Automatic Renewal: Unless otherwise specified, each Order Form will automatically renew for additional successive periods of equal length to the initial term unless either party notifies the other in writing of their intention not to renew at least 90 days prior to the expiration of the current term.
• Termination for Breach: In the event of a material breach of the agreement by either party, the non-breaching party may terminate the agreement by providing written notice to the breaching party. The breaching party has 30 days (10 days in the case of non-payment) to cure the breach.
• Suspension of Service: ClearCompany may suspend or limit access to the service if the subscriber's account is more than 60 days past due or if the use of the service results in damage or material degradation of the service. ClearCompany will provide notice and work with the subscriber to resolve the issue before resorting to suspension.
• Data Retention Post-Termination: Upon termination, ClearCompany is not required to maintain former subscribers' data in a usable format after a backup has been provided or after six months if no backup request has been received. ClearCompany may retain data for operational or technical reasons after termination.
• Professional Services: ClearCompany may perform professional services as agreed upon by the parties, which may include additional fees based on the scope of services provided.

• SOC 2 Type II Certification: ClearCompany is SOC 2 Type II certified, which ensures robust data security and privacy practices.
• GDPR: ClearCompany complies with the General Data Protection Regulation (GDPR) for data protection and privacy in the European Union.
• CCPA: ClearCompany complies with the California Consumer Privacy Act (CCPA), ensuring the protection of personal data for California residents.
• Data Privacy Framework: ClearCompany adheres to the EU-U.S. Data Privacy Framework (EU-U.S. DPF), the UK Extension to the EU-U.S. DPF, and the Swiss-U.S. Data Privacy Framework (Swiss-U.S. DPF). These frameworks ensure compliance with data protection principles for data transferred from the European Union, United Kingdom, and Switzerland to the United States.
• Regular Audits and Penetration Testing: ClearCompany conducts regular security audits and penetration tests to identify and mitigate potential vulnerabilities. This includes at least two penetration tests per year and weekly vulnerability scans.