Essential Computing

ResourceXpress

A Room, Desk, Parking and Workspace booking solution for the Hybrid Workplace. Integrate with Exchange resource mailboxes or use as standalone system. Easily collaborate with colleagues by viewing their schedule and booking near them. Find a suitable workspace via fully interactive maps. Room screens and desk devices available.

Features

• Book rooms, desks parking or any other type of space
• Access via website, mobile app, QR code, Outlook
• Room, desk and kiosk devices available
• Single sign on (SSO) using SAML2
• Navigable interactive maps across different locations
• Auto-cancellation policies to deal with
• RBAC web console for administrators with audit log
• API access for advanced BI reporting
• Zoom integration
• Deploy as SaaS solution (Azure) or host yourself

Benefits

• Enable staff to manage their own workspace bookings
• Support return to the office and hybrid workplace initiatives
• Easy access for staff using existing SSO credentials
• Simple to use interfaces across all user access platforms
• API access to booking data for powerful insights into utilization
• Adapt quickly to changes in booking requirements
• Leverages investment in Microsoft 365
• Reduce management overhead by choosing SaaS solution

£10 to £400 a licence a year

• Education pricing available
• Free trial available

Service documents

• Pricing document

  PDF

• Service definition document

  PDF

• Terms and conditions

  PDF

Request an accessible format

If you use assistive technology (such as a screen reader) and need versions of these documents in a more accessible format, email the supplier at info@essential.co.uk. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 13

Service ID

137554036485285

Contact

Clare Knight
01275 343199
info@essential.co.uk

Service scope

• Software add-on or extension: Yes
• What software services is the service an extension to: Microsoft Outlook calendars
• Cloud deployment model:
  • Public cloud
  • Private cloud
  • Hybrid cloud
• Service constraints: Supports Microsoft Exchange and Microsoft 365 (cloud only or hybrid).; ; Can be implemented on customer's own server in the cloud or internal network or as a managed SaaS solution. Licenced on a perpetual or subscription basis per bookable resource.
• System requirements:
  • Exchange Online / Exchange Server
  • Azure AD / Active Directory
  • Windows Server 2016 and above (if customer hosted)
  • SQL Server 2017 and above (if customer hosted)
  • Or Azure SQL database (if customer hosted)
  • IOS / Android

User support

• Email or online ticketing support: Email or online ticketing
• Support response times: Monday- Friday 1, all emails and phone calls are responded to within 1 hour.; ; Weekend support available at prior request.
• User can manage status and priority of support tickets: No
• Phone support: Yes
• Phone support availability: 9 to 5 (UK time), Monday to Friday
• Web chat support: No
• Onsite support: Yes, at extra cost
• Support levels: We provide a Support & Maintenance Service, which includes: email, phone and remote access support from our Bristol based offices, Mon-Fri, 9-5.30pm . Support is provided by our trained technical support team. Installation services are carried out by our Technical Consultants, who hand over to the support team following planning, install and configuration to suit your organisations needs. Where subsequent on site support is needed this would be quoted as needed on a day rate basis. Your customer account manager will work closely with Support to help and advise following initial technical installation and set up.
• Support available to third parties: Yes

Onboarding and offboarding

• Getting started: We provide a full planning, design and deployment service- from a simple design and install, through to custom designed floor plans for central kiosk panels. Our Technical Consulting team will work with you to ensure all pre-requisites are in place, before installing and configuring your instance of ResourceXpress. Following install and configuration, we can be available to support you when the system goes live, and can help with user guides and content for your communication plan.
• Service documentation: Yes
• Documentation formats:
  • HTML
  • PDF
• End-of-contract data extraction: The calendar appointments are retained in the Resource Mailbox calendar, so there's no need to export anything should you decide to stop using the service.
• End-of-contract process: At the end of the contract, we would need notification of your intent not to renew, and we'll take care of the rest.

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Internet Explorer 11
  • Microsoft Edge
  • Chrome
• Application to install: Yes
• Compatible operating systems:
  • IOS
  • Windows
• Designed for use on mobile devices: Yes
• Differences between the mobile and desktop service: None
• Service interface: No
• User support accessibility: None or don’t know
• API: Yes
• What users can and can't do using the API: API access with JSON response providing all booking data within the system including no-show information. Can be used to create powerful dashboards using Power BI and similar tools.
• API documentation: Yes
• API documentation formats: Other
• API sandbox or test environment: No
• Customisation available: Yes
• Description of customisation: The stylesheets for the digital signs are fully customisable to include corporate branding, logos, background images, coloured text and so on. ; ; Clear, intuitive graphical floor plans enable our customers to focus on user experience, supporting finding the right workspace to meet staff needs. ; ; In addition, the screens can be configured to display corporate messaging (i.e. to advise of fire alarm testing, or a marketing message).

Scaling

• Independence of resources: ResourceXpress can be implemented in your own cloud, hybrid on premises or as a SaaS solution.; ; With the SaaS option, if preferred, each customer can have it's own instance of the application, or use the multitenant option. Either way, all customer data is segregated at the database level.

Analytics

• Service usage metrics: Yes
• Metrics types: System usage with regard to storage, compute, egress.
• Reporting types: Reports on request

Resellers

• Supplier type: Reseller providing extra support
• Organisation whose services are being resold: ResourceXpress

Staff security

• Staff security clearance: Conforms to BS7858:2019
• Government security clearance: Up to Baseline Personnel Security Standard (BPSS)

Asset protection

• Knowledge of data storage and processing locations: Yes
• Data storage and processing locations: United Kingdom
• User control over data storage and processing locations: Yes
• Datacentre security standards: Supplier-defined controls
• Penetration testing frequency: At least once a year
• Penetration testing approach: Another external penetration testing organisation
• Protecting data at rest:
  • Physical access control, complying with another standard
  • Encryption of all physical media
  • Scale, obfuscating techniques, or data storage sharding
• Data sanitisation process: Yes
• Data sanitisation type: Deleted data can’t be directly accessed
• Equipment disposal approach: In-house destruction process

Data importing and exporting

• Data export approach: Data is captured within the Outlook calendars (and simply displayed on screens). Additional system configuration, usage and utilisation information is captured into a system SQL database. This information can be exported as a .csv file if needed.
• Data export formats:
  • CSV
  • Other
• Other data export formats: Microsoft Outlook Calendar appointments
• Data import formats:
  • CSV
  • Other
• Other data import formats: Microsoft Outlook Calendar appointments

Data-in-transit protection

• Data protection between buyer and supplier networks:
  • TLS (version 1.2 or above)
  • Legacy SSL and TLS (under version 1.2)
• Data protection within supplier network:
  • TLS (version 1.2 or above)
  • Legacy SSL and TLS (under version 1.2)

Availability and resilience

• Guaranteed availability: SLAs are available to our customers upon request. Availability is targeted at 99.5% uptime.; ; Services Credits are available, and are limited to the prorated subscription fee of the Services corresponding to the calendar month in which the Monthly Uptime is less than the target.
• Approach to resilience: Our datacentre leverages cloud computing technologies so that every point of failure in the architecture is resilient, and can also be geo-resilient.
• Outage reporting: Email alerts

Identity and authentication

• User authentication needed: Yes
• User authentication:
  • Public key authentication (including by TLS client certificate)
  • Identity federation with existing provider (for example Google Apps)
  • Username or password
• Access restrictions in management interfaces and support channels: Role based access controls are in place to determine appropriate access according to permission.
• Access restriction testing frequency: At least once a year
• Management access authentication:
  • 2-factor authentication
  • Public key authentication (including by TLS client certificate)
  • Username or password

Audit information for users

• Access to user activity audit information: No audit information available
• Access to supplier activity audit information: No audit information available
• How long system logs are stored for: User-defined

Standards and certifications

• ISO/IEC 27001 certification: No
• ISO 28000:2007 certification: No
• CSA STAR certification: No
• PCI certification: No
• Cyber essentials: Yes
• Cyber essentials plus: No
• Other security certifications: No

Security governance

• Named board-level person responsible for service security: Yes
• Security governance certified: Yes
• Security governance standards: Other
• Other security governance standards: We utilise the ISO/IEC 27001 Code of Practice for Information Security Management as a framework for guiding our approach to managing security.
• Information security policies and processes: We utilise the ISO/IEC 27001 Code of Practice for Information Security Management as a framework for guiding our approach to managing security.; Continually review our use of security measures so that we can improve the way in which we protect our business.; Protect and manage our information assets to enable us to meet our contractual, legislative, privacy and ethical responsibilities. Our internal framework includes: Staff education and training, company policy, regular review processes, Director ownership of policy and processes.

Operational security

• Configuration and change management standard: Supplier-defined controls
• Configuration and change management approach: Our Change Management team utilise Jira change control systems and framework. The key objective is to protect the client production services from outage and disruption resulting from change.
• Vulnerability management type: Supplier-defined controls
• Vulnerability management approach: We have our own internally defined management processes which cover planned and as-needed scanning, identification, notification, remediation and reporting. Additional levels of management can be discussed per customer requirement.
• Protective monitoring type: Supplier-defined controls
• Protective monitoring approach: We have defined our own protective monitoring processes in line with contract and customer requirements.
• Incident management type: Supplier-defined controls
• Incident management approach: Any security or data breach event must be reported immediately to the CTO. The organisation will notify its commercial insurance provider. If a security incident or data breach event involves a customer tenant, the customer must be promptly notified in writing. We will investigate all reports of security incidents and data breaches.

Secure development

• Approach to secure software development best practice: Supplier-defined process

Public sector networks

• Connection to public sector networks: No

Social Value

• Fighting climate change:

  Fighting climate change

  Essential recognises that its operations have an effect on the local, regional and global environment. Because of this, the Company is committed to continuous improvements in environmental performance and the prevention of pollution.; Employees are encouraged to take a sustainable approach to transport to and from work, with provision of showers for cyclists, frequent car-sharing, and use of public transport. Where appropriate, we encourage staff to use train transport for visiting customer sites and use teleconferencing technology where possible to deliver services remotely.
• Covid-19 recovery:

  Covid-19 recovery

  Essential have taken all possible steps to support our staff, partners and community in recovering from the impact of Covid19. Including:; - Enabling staff to continue working from home as needed or preferred; - Centralising core company systems in the cloud to support flexible working; - Adapting office space usage to suit changing needs; - Providing solutions and advice to customers to support their needs for flexible hybrid workplace solutions, enabling them to return to work safely.
• Equal opportunity:

  Equal opportunity

  The Company’s objective is to maintain operational standards so that all its employees and employment applicants are treated equally irrespective of race, sex, sexual orientation, religion, disability, age, marital status or ethnic origin.
• Wellbeing:

  Wellbeing

  Our primary responsibility is to our team, and we aim to be a responsible and supportive employer. ; ; We enable our team members to work from home or the office and believe they should choose to work from the place which best suits their roles and lives.; ; As a business we strive to have a positive impact on our own local community, as well as support the environmental and social initiatives of our customers.

Pricing

• Price: £10 to £400 a licence a year
• Discount for educational organisations: Yes
• Free trial available: Yes
• Description of free trial: For organisations wanting to review the solution before committing, we can offer access to a test set up in the cloud for 30 days. This is to evaluate the functionality, rather than test own calendars.

Service documents

• Pricing document

  PDF

• Service definition document

  PDF

• Terms and conditions

  PDF

Request an accessible format

If you use assistive technology (such as a screen reader) and need versions of these documents in a more accessible format, email the supplier at info@essential.co.uk. Tell them what format you need. It will help if you say what assistive technology you use.