CLEAROOMS LIMITED

Clearooms Desk and Room Booking

Desk and room booking online solution to support collaborative working and manage teams effectively. A cost efficient, SSO and SCIM integrated application to support co-working at multiple locations. Dedicated account manager and email/phone/live-chat support 7 days a week.

Features

• Desk Booking
• Meeting Room Booking
• Calendar Integration (Azure/Outlook and Google)
• Visitor Management
• Utilisation and Availability Dashboards
• Supporting Mobile Apps (Android and IOS)
• Plug-in compatibility (including MSTeams/Paxton Access Control/SaltoDoorLocks)
• Multiple language options including Welsh
• Single Sign On (SSO) & Identity Management (SCIM) functionality
• QR Code check-in and access

Benefits

• Desk allocation to individuals and/or teams
• Meeting Room display kiosk to view desk/room availability
• View meeting room availability directly from your office floor plan
• Interactive floorplans - see what’s booked and what’s free
• No touch booking to avoid unnecessary contact
• Identify your Fire Marshals and First Aiders
• Create custom user attributes such as keyholders and First Aiders
• Saved setting to simplify repeat bookings
• Order catering or equipment when booking your meeting
• Desk descriptions so users can find the perfect desk

£10 a unit a month

• 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@clearooms.com. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 14

Service ID

148982493013876

Contact

Tony Gibson
01484 218116
info@clearooms.com

Service scope

• Software add-on or extension: No
• Cloud deployment model: Public cloud
• Service constraints: No
• System requirements: Modern Browser required, e.g Edge, Chrome, Firefox or Safari

User support

• Email or online ticketing support: Email or online ticketing
• Support response times: Priority: Critical ; ; A problem which would make the system inoperable or unworkable. Response time: 2 Hours ; ; Priority: SEVERE ; ; A problem which would make the system operationally inconvenient in use. Response time: 3 Hours ; ; Priority: MEDIUM ; ; A problem which is inconvenient but does not reduce the system's operational capacity Response time: 5 Hours ; ; Priority: MINOR ; ; A problem of a minor nature. Response time: 24 Hours
• User can manage status and priority of support tickets: Yes
• Online ticketing support accessibility: None or don’t know
• Phone support: Yes
• Phone support availability: 9 to 5 (UK time), Monday to Friday
• Web chat support: Web chat
• Web chat support availability: 9 to 5 (UK time), Monday to Friday
• Web chat support accessibility standard: None or don’t know
• How the web chat support is accessible: Available through the Clearooms portal and website. It contains options to email our team directly, share documentation, take and receive video calls and allows screensharing.
• Web chat accessibility testing: None conducted, but can be carried out at client request.
• Onsite support: No
• Support levels: We provide dedicated Account Managers to support System Administrators in onboarding the service for the client. Charges may apply (for onboarding). All users have access to ticketing, phone support, live chat.
• Support available to third parties: Yes

Onboarding and offboarding

• Getting started: We provide a simple form to register your organisation and start a free trial.
• Service documentation: Yes
• Documentation formats:
  • HTML
  • PDF
• End-of-contract data extraction: Online reports and download options for all data stored.
• End-of-contract process: Accounts can be closed at any time without exit charges or penalties.; Accounts can be deleted entirely by the owner of the account on exit.

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Internet Explorer 11
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari
  • Opera
• Application to install: No
• Designed for use on mobile devices: Yes
• Differences between the mobile and desktop service: Users can access the online portal through their phone's web browser, which will provide the same service as would be seen on desktop. For the best experience on mobile, we have a mobile app that can be downloaded from their provider's app store.
• Service interface: Yes
• User support accessibility: WCAG 2.1 A
• Description of service interface: Customers interface with the service to raise tickets to our support team, and explore FAQs regarding all aspects of the system to support their understanding of our service.
• Accessibility standards: WCAG 2.1 A
• Accessibility testing: Testing carried using browser extensions
• API: Yes
• What users can and can't do using the API: Anything you can do in the portal or mobile app you can do via our API. Streamline your processes and connect Clearooms to your own systems. Contact us for details of how to use API.
• API documentation: Yes
• API documentation formats: Open API (also known as Swagger)
• API sandbox or test environment: Yes
• Customisation available: Yes
• Description of customisation: - Branding: Change the user portal to your own branding, portal and email notifications can be customised plus each meeting room can have its own branding and description as well as individual meetings having unique branding.; - User Attributes: Create attributes against users to gain insights into who is available in the office such as Fire Wardens, First Aiders, Key Holders etc.; - Custom Availability Rules: Create rules for availability of desks that are time based and associated to individual desks, teams or offices with custom descriptions for users to see why a desk is not available.; - Custom Questionnaire forms: Create questionnaires for users to complete when booking desks. These can be anything you wish, from Health questionnaires, details on vehicles when booking car parking or just general questions.; - Interactive Floor Plans: Create and upload your own floor plans, change them as often as you like.; - User Accessibility: Editable colours for desk and meeting room availability, user specific.; - Custom Fields: create custom fields for users to complete when booking desks and meeting rooms

Scaling

• Independence of resources: Clearooms is hosted on fully scalable infrastructure though AWS that is monitored 24/7 and auto scales to meet demand changes in real time.

Analytics

• Service usage metrics: Yes
• Metrics types: Our utilisation dashboards provide insights into average usage per location or per team to view statistics on average and total usage. We also provide automatic schedule reporting once set up on the system, the frequency of which can be tailored by the user (e.g. weekly, monthly, quarterly). All data is downloadable
• Reporting types:
  • API access
  • Real-time dashboards
  • Regular reports

Resellers

• Supplier type: Not a reseller

Staff security

• Staff security clearance: Other security clearance
• 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
  • European Economic Area (EEA)
• User control over data storage and processing locations: No
• Datacentre security standards: Complies with a recognised standard (for example CSA CCM version 3.0)
• Penetration testing frequency: At least every 6 months
• Penetration testing approach: In-house
• Protecting data at rest:
  • Physical access control, complying with another standard
  • Encryption of all physical media
• 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: Download options to CSV for all data held.
• Data export formats: CSV
• Data import formats: CSV

Data-in-transit protection

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

Availability and resilience

• Guaranteed availability: Our SLA for availability is 99.9%; 365 days a year.
• Approach to resilience: Available on request
• Outage reporting: A service status page is available for customers on our website.

Identity and authentication

• User authentication needed: Yes
• User authentication: Username or password
• Access restrictions in management interfaces and support channels: Access is handled using role based permissions. Assigning or removing roles or permissions to users is the responsibility of the client-side Owner nominated by the client.
• Access restriction testing frequency: At least every 6 months
• Management access authentication:
  • 2-factor authentication
  • Username or password

Audit information for users

• Access to user activity audit information: Users contact the support team to get audit information
• How long user audit data is stored for: At least 12 months
• Access to supplier activity audit information: Users contact the support team to get audit information
• How long supplier audit data is stored for: At least 12 months
• How long system logs are stored for: At least 12 months

Standards and certifications

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

Security governance

• Named board-level person responsible for service security: Yes
• Security governance certified: No
• Security governance approach: We follow best practices from ISO 27001 but have yet to complete certification.
• Information security policies and processes: We follow best practices from ISO 27001 but have yet to complete certification.

Operational security

• Configuration and change management standard: Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
• Configuration and change management approach: We follow the guidelines outline in the ITIL service management framework for change management.; ; All changes are peer reviewed and passed through our security checks.; ; Robust testing infrastructure is in place to ensure our components security over time.
• Vulnerability management type: Undisclosed
• Vulnerability management approach: Quarterly internal penetration testing is performed to identify any current threats.; ; Zero day exploits are patched immediately using blue green deployment to avoid service interruption.
• Protective monitoring type: Supplier-defined controls
• Protective monitoring approach: We have comprehensive dashboards monitoring the systems with anomaly detection and alerting.; ; We have not had any compromises but we would respond to these immediately (within business hours) or at 9am the following day.
• Incident management type: Supplier-defined controls
• Incident management approach: Our systems are built to scale automatically to handle the majority of load based incidents.; ; Exceptional incidents would be proactively managed and reported via our service status page.

Secure development

• Approach to secure software development best practice: Conforms to a recognised standard, but self-assessed

Public sector networks

• Connection to public sector networks: No

Social Value

• Social Value:

  Social Value

  • Fighting climate change
  • Covid-19 recovery
  • Tackling economic inequality
  • Equal opportunity
  • Wellbeing

  Fighting climate change

  Clearooms is committed to reducing its carbon footprint and being an environmentally responsible business. We have a Carbon Reduction Plan, understood and championed by all members of staff, which includes supporting clients with fighting climate change. Initiatives include: ; ; ENERGY EFFICIENCY ; a) Remote Workspace Audit: Conduct an annual energy audit of all remote workspaces to identify opportunities for reducing energy consumption. Encourage employees to use energy-efficient appliances, LED lighting, and power-saving features on their devices. b) Renewable Energy: Encourage employees to switch to green energy suppliers. Consider providing incentives or financial support to employees who adopt renewable energy sources for their home electricity needs. ; c) Remote Meetings: Continue use of video conferencing/online collaboration tools to implement our solution, minimising travel. If travel required, public transport options prioritised. ; ; SUSTAINABLE PURCHASING ; a) Paperless Policy: Encourage employees to go paperless wherever possible. Implementing digital filing systems and utilising cloud storage over physical. ; b) Sustainable Suppliers: Collaborate with suppliers who follow sustainable practices/prioritise the purchase of eco-friendly products/services. ; c) Office Equipment: Encourage employees to use energy-efficient office equipment e.g. providing subsidies when purchasing eco-friendly devices. ; ; WASTE REDUCTION/RECYCLING ; a) Waste Management Policy: implement/audit our comprehensive waste management policy, ensuring best practice followed across Clearooms. ; b) Recycling Programs: Support employees in recycling efforts by providing information on local recycling facilities and offering recycling bins for home use. ; ; CARBON OFFSET ; Implement a voluntary carbon offset program for employees who wish to contribute towards offsetting the company's unavoidable emissions. ; ; CHARITABLE DONATIONS ; Allocate a portion of the company's profits to support environmental initiatives or carbon offset projects. ; ; We have implemented the above initiatives to reduce our carbon footprint and inspire other small businesses to take environmental action - allowing a collaborative approach to a greener, more sustainable future.

  Covid-19 recovery

  We are committed to following all government guidance to support COVID-19 recovery. We are a chiefly home-working business and use online methods of communication (e.g. Teams, Google Hangouts, Slack, etc.) as standard to allow a seamless transition to home working and social distancing should a similar situation occur in the future. ; Our solution naturally supports businesses in recovering from COVID-19; providing a flexible solution for staff to hot desk and book meeting rooms with specific people, encouraging office working and providing collaboration/team-building opportunities that can be difficult to replicate through online communication.; To avoid any concern with having to touch shared devices whilst using Clearooms to book meeting rooms, staff members can use our app on their own device. By scanning a QR code shown on the app with a phone, a user will be able to continue using Clearooms through a browser.

  Tackling economic inequality

  Clearooms take steps to tackle economic inequality within our workforce and our wider contribution to the local economy. We recognise and understand the significance of the local community within which we operate. We aim to enhance our contribution to the community by being sensitive to the needs of local people and groups and promoting ethical and socially responsible trading; ; We ensure all recruitment activities provide equal opportunities at every level, targeting those who face barriers to employment and come from economically disadvantaged/deprived areas of the UK.; ; Candidates would be provided with accessible documentation to further encourage those with special communication needs to apply. All assessments are skills-based, eliminating any unconscious bias when determining a candidate's ability to perform the role.

  Equal opportunity

  Clearooms commits to taking actionable steps towards complete equality of opportunity for our workforce. Our Equality and Diversity Policy protects all staff from discrimination/unfair treatment based on protected characteristics (age, sex, race, gender, sexuality, religion, class, ethnicity, pregnancy/maternity, and disability) as defined in the Equality Act. ; ; Of particular importance is growing the representation of candidates from diverse backgrounds that are underrepresented in the technology sector (e.g. BAME, Women in Tech and those with disabilities). We would investigate partnering with charities, community groups and networks that represent these individuals to further enhance our approach to accessible, inclusive recruitment. This will not be used to favour candidates with protected characteristics, but ensure that we are encouraging groups with different needs/underrepresentation to apply.; ; Equality of opportunity; We take a skills-based approach to all recruitment and ongoing assessment, ensuring a level playing field for all candidates. All pay reviews are cross-examined, skills-based and industry benchmarked annually.; ; Modern slavery prevention; We have a Modern Slavery Policy that outlines our efforts to prevent any form of Modern Slavery from taking place both within our organisation or with the clients/third-party suppliers we work with.; ; We take great care to work with suppliers and clients that comply with the Modern Slavery Act 2015. Where relevant under Section 54 of the Act, all clients/suppliers must produce a Modern Slavery Statement before we formally engage in a contractual relationship.

  Wellbeing

  We are committed to the well-being and continual development of our people and to training our workforce, where employees are appreciated, valued and given regular feedback so that each employee has a clear understanding of their role and how they contribute to the business. ; ; We operate a meritocracy, where all employees are recognised and rewarded on the basis of their performance, effort, contribution and achievements. We expect our employees to act with integrity towards one another and exercise a high standard of business practice and workmanship.; ; We provide all staff with benefits as part of their employment package, and we are looking into providing an Employee Assistance Programme. We have an open-door policy, whereby management are always available to talk about any issues related to wellbeing, and we are developing internal initiatives (including Mental Health First Aiders) to support our team.; ; One of the outcomes of our solution is providing staff with a location to work that is safe, comfortable and works for them – supporting their overall wellbeing and enabling them to work efficiently and safely.

Pricing

• Price: £10 a unit a month
• Discount for educational organisations: No
• Free trial available: Yes
• Description of free trial: Free 30 day trial, no credit card needed - full access to all features.
• Link to free trial: https://portal.clearooms.com/register

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@clearooms.com. Tell them what format you need. It will help if you say what assistive technology you use.