Frequently Asked Questions

OASIS is a cloud-based case management system for charities and frontline support services. It runs as a web application, so you do not need to install software or buy special hardware. You use it in your browser. OASIS helps you keep case data and documents in one place, improve workflows, and support data security and confidentiality.

Charities often search for a CRM (Customer Relationship Management) system, but if you support clients directly, you need case management software.   What is a CRM? A CRM helps you: • Manage donor and volunteer relationships • Track fundraising activity • Run supporter communications Great for engagement and income generation. What is Case Management Software? Case management software helps you: • Track support and outcomes • Record notes, risks, and referrals • Report impact to funders Ideal for charities delivering services. Can Case Management Software Work as a CRM? Yes — platforms like OASIS include CRM-like features (contact tracking, communication history, reporting) but are built for support-focused organisations.   Which Should I Choose? OASIS also has a Staff Management module which can manage staff and volunteers details, contacts, timesheets, leave requests, TOIL, training and meetings. Take a look at our blog post: CRM vs Case Management System: Which One Does Your Organisation Need? Looking for a system that was built for charities and frontline support? Get in touch!

OASIS is suitable for any service or organisation that supports people. It allows services to collect the data needed to best support their clients, to meet funding requirements and to evidence outcomes. OASIS is highly customisable and can be used by services of all sizes, whether you deliver one service/programme, or many. Hundreds of services, and thousands of users use OASIS to: Improve workflows, data collection & quality Analyse data and produce reports Evidence support provided & track client progress Record client demographic information, support needs & vulnerabilities Identify gaps in service provision Record client contact & detailed case notes Measure and monitor risk Measure outcomes Create customised forms for feedback, evaluations & assessments Demonstrate impact, return on investment & financial value to stakeholders OASIS can scale and develop according to your needs. We are continuously upgrading and developing OASIS. Our teams are at hand if you need to make changes to your system, as well as for consultancy work, and helping organisations with larger or more complex development requirements.

OASIS is competitively priced for the third-sector, ensuring it delivers exceptional value without compromising quality or security. We understand that charities and support organisations operate within tight and often uncertain budget constraints. We will arrange an initial discussion with you to find out your needs and determine the best system set up for you, and your budget. OASIS is priced per named user/license. Our annual fees cover online hosting, ongoing customer support and continuous product and service enhancement. We make sure OASIS is accessible to all types of organisations, from small counselling services, to large national charities, local authorities and agencies. We won't just sell you software - we will work with you to maximise your return on investment.

Our teams will make getting up and running with OASIS as simple, fast and stress-free as possible. We will talk through your requirements initially and agree a realistic timeframe for going live. Our Implementation team works hand-in hand with you during this process to ensure OASIS can quickly and seamlessly become part of your organisation. We have extensive experience in successfully moving new customers to OASIS from their legacy systems, managing data migration and ensuring sensitive data is protected at every stage and we will work at a pace that is right for you and your team, in line with your agreed objectives and timescales. The time it takes to complete implementation can vary due to existing data and records needing to be migrated to OASIS, but typically we aim for: 4 weeks - 2 months with no data migration 2-4 months with data migration.

We take data security seriously. OASIS is securely hosted in Microsoft Azure UK West (Cardiff) and automatically replicated to another data centre in Microsoft Azure UK South (London). Your OASIS data is encrypted in transit and at rest and is backed up regularly. OASIS and the internal infrastructure is PEN (Penetration) tested and regular application security tests and audits are performed. Additionally, OASIS has been approved for “Official Sensitive” classified information. All OASIS staff undergo regular training on data security and GDPR. IT Works has a robust governance framework in place and has ISO27001 and Cyber Essentials Plus.

When you use OASIS, you have ongoing support from our teams, who are dedicated to your success. Implementation & Go-Live During implementation, our team will train your staff to ensure they are confident and have the tools necessary to use OASIS effectively in their role. OASIS Training We offer a range of ongoing training including on-line scheduled training webinars, as well as bespoke training - tailored to individual organisations.  Our on-line training webinars are free of charge and are offered throughout the year, covering the key areas of OASIS. These can be booked from your OASIS system. Our bespoke training is chargeable, and can be requested when more personalised training is needed for teams. Support OASIS has an integrated support ticket system so key contacts can request assistance for day-to-day trouble shooting - with quick response times from our dedicated Support team. Account Management You will also have a dedicated OASIS Account Manager available for more complex queries, or changes to your system, and for regular check-in meetings throughout the year. OASIS Knowledge Base OASIS has an inbuilt user guide called the Knowledge Base, which is a comprehensive library of guides, step-by-steps, video resources and resources for OASIS users - so help is always at hand. We want every OASIS user to get the very best from their OASIS system, and we are always here to help.

OASIS requires no special hardware to be installed within your organisation. OASIS is a secure, cloud-based solution that requires only an internet connection. Access to your OASIS system is secure, using multi-factor authentication so your teams can work from anywhere and always have access to up-to-date client data.

OASIS can be used on all major browsers Including Microsoft Edge, Mozilla Firefox, Google Chrome and Safari.

The data collected within OASIS is reportable. OASIS provides a range of in-built reporting tools as standard, enabling comprehensive reporting and analysis on the data recorded and held in OASIS. Users can save reports to create templates, which can then be run routinely. Reports can be exported for presentation and formatting in Word, Excel or PDF format. Custom reports and raw data exports can also be requested. Our OASIS Analytics tool makes reporting simpler and more flexible, enabling deeper analysis, with more ways to share data with stakeholders - including creating report books and scheduling report data to be shared with nominated stakeholders. We also offer data requirements mapping and custom report building as an additional service. We offer free online training webinars to help OASIS users build reporting skills, and our Support team is happy to help with any reporting queries.

Yes. As long as there is an internet connection, you and your teams can access your OASIS system. All users must have an individual login, password and multi-factor authentication to ensure secure access to the system. Key Contacts with administrator permissions can also set up safe IP addresses and block unwanted IP addresses to control access, can set logon hours for staff members in addition to other safety and security features available as standard.

As frontline services face increasing demand and growing administrative pressures, technology has an important role to play in helping practitioners spend more time supporting people and less time completing repetitive tasks. That's why Artificial Intelligence (AI) capabilities are becoming available within OASIS, with a focus on practical, ethical and secure applications that genuinely support frontline work. From assisting with note-taking and summarising case information to helping identify trends and insights within service data, AI has the potential to reduce administrative burden and improve decision-making, making OASIS an even more powerful partner in case management and service provision. Importantly, AI in OASIS is being developed as an aid to practitioners—not a replacement for professional judgement. Human oversight, data security and responsible use remain at the centre of our approach. Additionally, organisations can decide whether to use AI in OASIS or not, and we will ensure that OASIS is always accessible and affordable to those organisations who either don't wish to, or do not have the resources to implement AI. As customer needs continue to evolve, OASIS will continue to explore and develop AI-powered capabilities that help organisations work smarter, gain deeper insights from their data and ultimately improve outcomes for the people they support. If you'd like to learn more about how AI will be supporting OASIS users, reach out to us!