Cleverly Product Information

Last Updated: January 27th, 2025

 

1. General Product Description

Name of the SaaS Product: Cleverly
High-Level Overview: Cleverly assists real estate and property professionals in digitising information and workflows for the operation and maintenance of physical assets, such as buildings and equipment. By providing a single source of truth, Cleverly enables real-time updates and streamlined processes.

2. Functionality and Features

  • Core Features

    • Handling of reactive work orders

    • Quote management

    • Creation of planned maintenance and compliance schedules

    • Contractor management

    • Invoicing

    • Central data repository for asset-related information

  • Key Use Cases

    • Efficiently organising and tracking maintenance tasks

    • Streamlining property-related workflows among contractors, suppliers, and administrators

3. Intended Users and Industry

  • Target Audience: Primarily real estate and property professionals, including property managers, facility managers, maintenance technicians, and building owners.

  • User Roles/Tiers: The system has three main user types:

    • Administrator: Has the highest level of permissions, able to configure system settings, manage user permissions, and oversee operations.

    • Customer: Typically the property manager or owner; can create and track work orders, generate schedules, and manage invoices.

    • Supplier: Often contractors or external vendors responsible for fulfilling work orders and providing quotes.

4. Technical Overview

  • Hosting and Infrastructure: Cleverly is hosted on Amazon Web Services (AWS), leveraging AWS’s London data centre ("eu-west-2") for reliability, scalability, and compliance with local regulations.

    • Uses Amazon ECS to manage containerised applications.

    • Databases run on Amazon RDS.

    • Web client assets are stored on GitHub Pages for streamlined deployment.

  • Integrations: Currently integrates with enterprise software such as Google (Gmail) and Microsoft (Exchange) for email and scheduling.

  • APIs: While Cleverly primarily interacts via web and direct integrations, an API may be offered or extended upon request for further custom integrations.

5. Data Handling and Security

  • Data Processed: Includes property details, asset information, work order details, contractor and supplier information, and potentially personal data of relevant parties.

  • Security Measures: Cleverly enforces strong Identity and Access Management (IAM) policies, multi-factor authentication (MFA), and role-based access control to ensure data integrity and confidentiality.

  • Encryption:

    • In Transit: All data transfers are encrypted via Transport Layer Security (TLS) 1.2 or higher.

    • At Rest: Data is encrypted within AWS using AWS Key Management Service (KMS).

  • Backup and Retention:

    • Daily database snapshots are taken between 3:00 and 3:30 AM.

    • Snapshots are stored for 6 days.

    • Regular restoration tests are performed to ensure reliability.

6. Service Levels and Performance

  • Availability: Cleverly is designed for high availability via AWS’s resilient infrastructure. Specific uptime SLAs (e.g., 99.9%) can be referenced in the master SaaS agreement if applicable.

  • Support Levels: Ongoing support is available to ensure customers maximise value. Support channels typically include email and possibly phone or chat, depending on customer needs.

7. Updates and Maintenance

  • Release Cycle: Cleverly adopts a rolling release approach, deploying updates and new features as needed. Typically these are done on a roughly monthly basis. 

  • Maintenance Windows: Where possible, system updates are performed during off-peak hours with advance customer notification.

8. Onboarding and Training

  • Implementation Process: Cleverly offers onboarding support to ensure a smooth transition, helping with configuration and initial data upload.

  • Training Resources: Provision of user guides, documentation, or direct training sessions, as required by clients.

9. Pricing and Payment

  • Pricing Model: Subscription-based, with charges processed on a monthly cycle.

  • Billing Cycle: Monthly.

  • Accepted Payment Methods: Typically credit card and/or invoicing, subject to the terms of the service agreement.

10. Customisations and Branding

  • White-Label Options: Currently, Cleverly is delivered under the Cleverly brand. Full white-label options can be discussed on a case-by-case basis. Customisation of some aspects is possible within your system settings to allow for corporate branding. 

  • User Configuration: Users can set up custom fields, notifications, and certain preferences, ensuring the platform aligns with their operational workflows.

11. Limitations and Exclusions

  • Usage Limits: Standard plans typically include a predefined number of user seats or data volume. Additional usage can be accommodated under higher tiers.

  • Unsupported Functions: Cleverly focuses on property maintenance and operational workflows; it does not provide functionality outside that scope (e.g., CRM or leasing management are not core features, though integrations may be possible).

  • Feature Deprecation Policy: Deprecated features are phased out with adequate notice, allowing clients to adapt.

12. Roadmap

  • Upcoming features or enhancements may include deeper integration with third-party systems, further automation, the use of artificial intelligence or advanced analytics tools. Some of these may be chargeable under a separate subscription and specific timelines can be shared with customers upon request.

13. Additional Information

  • Regulatory/Compliance: Cleverly aligns with UK GDPR practices and leverages AWS’s certifications (ISO 27001, SOC 2, etc.) for data hosting.

  • Unique Selling Points: Multi-user collaboration, real-time visibility into property operations, and an intuitive interface that connects customers, suppliers, and administrators.

14. Document Control

  • Document Owner: Adam Edgell-Bush
  • Approval Authority: Director
  • Next Scheduled Review: July, 2025