Switch Venue Management Software

Switch Venue Management and Booking Software

Switch online booking and venue management system for the public sector. Provides external and internal room and facilities bookings and complete events management tools. Booking services are accessible and integrate with your payments services. Switch has a CRM and integrates with MS Office 365.

Features

• Online booking and payment processing for hiring facilities
• Intuitive calendar to manage availability and bookings
• Built in CRM with email marketing to convert bookings
• Integrated email and SMS service for events management comms
• Automated workflows for booking reminders and task scheduling
• Configurable budgets and venue management reporting suite
• Customer portal for self-service on bookings
• Registration for event tickets, courses and enrolment
• Cloud based with open API for 3rd party service integrations
• Task management system to allocate team responsibility

Benefits

• Improved lead generation by creating online booking of services
• Improved booking conversion with simple online booking journeys
• Increased revenue from hiring resources with streamlined booking services
• Operational efficiency from simplifying and automating booking operations
• Better credit control using online payments processes and automated reminders
• Fewer touch points with customer self-service tools
• Improved prospect and customer management with CRM and promotional tools
• Asset commercialisation opportunities by digitising availability and optimising sales opportunities
• Clear operational, financial, sales, marketing and utilisation reporting
• Better functioning teams with clear ownership for actions

• Education pricing available
• Free trial available

Service documents

• Pricing document

  ODT

• Service definition document

  ODT

• Terms and conditions

  ODT

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 hello@dispace.co. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 15

Service ID

181925129048723

Contact

Ross Cox
07519098299
hello@dispace.co

About your service

• Service categories:

  Applications

  Production and operations

  • Other operations

  Service industry and public sector operations

  • Other
• Multi cloud support: No

Service scope

• Software add-on or extension: No
• Cloud deployment model: Private cloud
• Service constraints: There are no constraints
• System requirements: Up to date internet browser

User support

• Email or online ticketing support: Yes
• Support response times: Our service levels are within 4 business hours, but our current average is 1.2 hours. Out of hours support is provided under a separate chargeable package, but response times are the same.
• User can manage status and priority of support tickets: Yes
• Online ticketing support accessibility: WCAG 2.2 AA
• Phone support: No
• Web chat support: No
• Onsite support: No
• Support levels: We provide full training at the outset, which is recorded and made available to client teams. We then provide annual onsite training thereafter. Queries that are competency based are managed by training a client 'Super User' and as required, through video calls. All of which is included in our standard implementation and licence fees. Our clients have access to our knowledge centre with guides and regularly updated 'how to' video content. They also have access to a peer to peer MS Teams channel to discuss usability with other clients. We are onsite once a quarter for account reviews and can cover any support issues at these sessions and monthly reviews that are conducted remotely.; ; The value in our software is reliant on our customers understanding how to use it, so we will endeavour to provide the support required to facilitate that.
• Support available to third parties: Yes

Onboarding and offboarding

• Getting started: We fully project manage implementation using a detailed onboarding plan to capture the information required to get the system ready for use. Once the initial system setup is complete, we carry out a full day's onsite training with teams, which is recorded for on demand access as a reminder and to help with new starters. The users then carry out an intensive testing programme to help identify any setup issues and for them to familiarise themselves with using the software in a non-live environment. Once live there is a knowledge centre accessible from within the product containing user guides, FAQs and 'how 2' video content. Live support is also provided through the software.
• Service documentation: Yes
• Documentation formats:
  • HTML
  • PDF
• End-of-contract data extraction: General principles are of end of contract data extraction are as follows:; ; · System access and use of web services is maintained for 1 month from the termination date, on a read-only basis.; · For a reasonable fee, all system data relating to the client's customers, bookings and enquiries is provided as a data file extract on the termination date and updated 1 month from the termination date to allow the client to continue its operations; · System access and use of web services will not be available after 1 month from termination, but customer data will be retained for 3 months from termination at which point it will be permanently deleted from our records; ; We shall provide all reasonable assistance and co-operation to clients to ensure the successful transfer of all Customer Data in our possession and control to either the client or to an alternative third party supplier as directed by the client (again, subject to a reasonable fee). This will include providing the client with a complete and secure encrypted and appropriately authenticated download file of all Customer Data held by us as supplier in the format, and on the media, reasonably specified by the client.
• End-of-contract process: Up until the termination date the client is able to download all its data in csv format using the standard functionality of the software.; ; If, after the termination date or where the client requires a bespoke file format, we can provide a chargeable extract to the client with a complete and secure encrypted and appropriately authenticated download file of all Customer Data held by us in the format, and on the media, specified by the client.
• Documentation accessibility standard: WCAG 2.2 AA

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari
  • Opera
• Application to install: No
• Designed for use on mobile devices: Yes
• Differences between the mobile and desktop service: Consumer facing functionality implements a responsive design accessible through both mobile and desktop.
• Service interface: Yes
• User support accessibility: WCAG 2.2 AA
• Description of service interface: The service interface is a responsive Single Page Application designed and tested to run in most modern web browsers.
• Accessibility standards: WCAG 2.2 AA
• Accessibility testing: We have carried out regularly user testing with users of assistive technology prior to updating user interfaces. We have several users in our customer group that we work with to validate these changes
• API: Yes
• What users can and can't do using the API: All functionality provided by the platform is conducted through a rich REST API.; ; Users wishing to make use of the API will be issued with an API key, from which they can generate an Access Token.
• API documentation: Yes
• API documentation formats: Open API (also known as Swagger)
• API sandbox or test environment: Yes
• Customisation available: Yes
• Description of customisation: Customers can customise all our web tools using a full white labelling 'no code' interface in the back end to give all customer facing features of Switch a look and feel consistent with the client's brand.; ; All rules and controls are fully configurable so the client can fully control availability, price and customer management of all its services that are available for hire to internal and external customers, i.e. they are able to completely reflect the particulars of their specific operation without having to rely on free text notes and manual data entry.; ; The client is able to integrate Switch with various services (subject to the 3rd party permission and API functionality) including but not limited to Microsoft, cloud account, payments processors, email marketing and business insights software.; ; Additional customisation is available through bespoke software development requests that will be fully scoped and priced accordingly.

Scaling

• Independence of resources: The platform is built upon Microsoft Azure infrastucture, each customer instance is hosted in their own MS-SQL database, which can be scaled to meet demand.; ; Application code runs as a Microsoft App Service which can be scaled up and out.; ; All interaction with the service is conducted through a stateless RESTful API.

Analytics

• Service usage metrics: Yes
• Metrics types: User login / logout timestamps and certain key user events that are captured in the software activity log.
• Reporting types: Reports on request
• Resource tagging: No
• FOCUS resource tagging: No

Resellers

• Supplier type: Not a reseller

Staff security

• Staff security clearance: Other security clearance
• Government security clearance: 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: Complies with a recognised standard (for example CSA CCM version 4.0)
• Penetration testing frequency: At least every 6 months
• Penetration testing approach: Another external penetration testing organisation
• Protecting data at rest:
  • Physical access control, complying with CSA CCM v4.0
  • Physical access control, complying with SSAE-18 / ISAE 3402
  • Encryption of all physical media
  • Scale, obfuscating techniques, or data storage sharding
• Data sanitisation process: Yes
• Equipment disposal approach: Complying with a recognised standard, for example CSA CCM v4.0, CAS (Sanitisation) or ISO/IEC 27001
• Data sanitisation type:
  • Deleted data can’t be directly accessed / Cryptographic Erasure
  • Explicit overwriting of storage before reallocation / Secure Erase

Data importing and exporting

• Data export approach: Users can export data in a .csv format to be shared and used across their business.; ; Reporting tool outputs can also be exported in html, PDF, Word and Excel formats.
• Data export formats: CSV
• Data import formats: CSV

Data-in-transit protection

• Data protection between buyer and supplier networks: TLS (version 1.2 or above)
• Data protection within supplier network:
  • TLS (version 1.2 or above)
  • IPsec or TLS VPN gateway

Availability and resilience

• Guaranteed availability: Availability service levels are captured fully in our standard terms and conditions included as part of this application.; ; Performance standards; ; Availability - 99.5% (measured monthly); System response to ping - <1 second (measured hourly); System responsiveness - <5 seconds to render web page (measured at 3 times during each business day); Generation of single page report - <2 minutes (measured weekly)
• Approach to resilience: The platform is built upon the Micorsoft Azure Environment and implements Availability zones to ensure platform resiliance.
• Outage reporting: Service outages are monitored internally and clients notified by email as required.

Identity and authentication

• User authentication needed: Yes
• User authentication:
  • Multi-Factor Authentication (MFA)
  • Identity federation with existing provider (for example Google Apps)
  • Username or password
• Access restrictions in management interfaces and support channels: Access to Application Management Interfaces are restricted via a VPN, and User Authentication.; ; The Support ticket system is restricted by user authentication.
• Access restriction testing frequency: At least once a year
• Management access authentication:
  • Multi-Factor Authentication (MFA)
  • Public key authentication (including by TLS client certificate)
  • Identity federation with existing provider (for example Google Apps)
  • Dedicated link (for example VPN)
  • Username or password

Audit information for users

• Access to user activity audit information: Users have access to real-time audit information
• How long user audit data is stored for: User-defined
• Access to supplier activity audit information: Users receive audit information on a regular basis
• How long supplier audit data is stored for: At least 12 months
• How long system logs are stored for: At least 12 months

Security governance

• Named board-level person responsible for service security: Yes
• Security governance certified: Yes
• Security governance standards: Other
• Other security governance standards: Cyber Essentials Plus
• Information security policies and processes: Dispace maintains the following policies...; ; Information Security Policy; Incident Management Policy; BYOD Policy; Asset Management Policy; Access Control Policy; Acceptable Use Policy; ; Policies are reviewed annualy by the CTO and changes are reviewed and approved by the board of directors.
• Software Security Code of Practice: Yes

Operational security

• Configuration and change management standard: Supplier-defined controls
• Configuration and change management approach: All Applications changes are tracked through a source management solution.; ; Deployment to Pre production and Prodcution envrionments is managed through a DevOps procedure; ; Implementation of vulnerability scanning as part of the DevOps procedure.
• Vulnerability management type: Supplier-defined controls
• Vulnerability management approach: The bulk of the platform infrastucture is Managed and Patched as part of the Managed Service.; ; Microsoft Defender for Cloud reguarly scans the environment for vulnerability issues.; ; Regular Application vulnerability scanning using a third party solution is has been implemented.
• Protective monitoring type: Complies with a recognised standard, for example CSA CCM v4.0 or SSAE-18 / ISAE 3402
• Protective monitoring approach: Monitoring is carried out using Microsoft Defender for Cloud which provides a live dashboard of compliance and raises alerts if a potential threat occurs.; ; Response times targets are 24 hours and Mitigation or resolution within 5 Working Days
• Incident management type: Supplier-defined controls
• Incident management approach: Dispace has a documented information security incident response process, which seeks to provides a framework for reporting and managing:; ; • Security incidents affecting the information and IT systems.; • Losses of information; and; • Near misses and information security concerns; ; Users would be expected to report incidents through the Live ticketing system.; ; The CTO is the Lead Officer responsible for reporting, investigating and taking appropriate action to address breaches of physical security and suspected attempts to gain unauthorised access to secure areas, and for escalating incidents to the Board of Directors.
• Post-quantum cryptography secure: No

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

Pricing

• Discount for educational organisations: Yes
• Free trial available: Yes
• Description of free trial: We can provide access to a sandbox sample version of Switch that has example services confirgured so that prospective customers can test the interface and functionality. We offer access for 14 days.

Discount percentage by annual call-off contract value (excluding VAT)

• Less than £250,000: 0%
• Between £250,000 and £500,000: 2%
• Between £500,001 and £1,000,000: 3%
• Between £1,000,001 and £2,500,000: 5%
• Between £2,500,001 and £5,000,000: 6%
• Over £5,000,001: 8%

Non-mandatory Standards and certifications

• ISO/IEC 27001 certification: No
• ISO 28000:2022 certification: No
• ISO 9001 certification: No
• Quality management systems (QMS): Yes
• CSA STAR certification: No
• PCI certification: Yes
• Who accredited the PCI DSS certification: PCI Security Standards Council - self assessment certficate of attestation
• PCI DSS accreditation date: Monday 27 January 2025
• What the PCI DSS doesn’t cover: None
• Cyber essentials: Yes
• Please provide your Cyber Essentials Certificate Number: 5d12f5c6-eee5-4eb2-b0c0-2c429574efad
• Cyber essentials plus: Yes
• Please provide your Cyber Essentials Plus Certificate Number: E6db7ee9-4877-4b5c-b977-ad26c2b70592
• Other security certifications: No

Social value

• Section B - Commitment for Future: Delivery:

  • Mission: Kick start economic growth. To secure the highest sustained growth in the G7 - with good jobs and productivity growth in every part of the country making everyone, not just a few, better off.

    Policy Outcome 1: Fair work: That offers fair wages and good working conditions. Help people get a job, stay in work, and progress in their careers, with good employment opportunities across the country. Notes: Where there is a large proportion of labour costs in the contract, commercial teams should consider MAC in Outcome 1 as a priority

    • New or retained jobs on the contract workforce in the relevant area that meet the criteria set out in MAC 1b, 1c and 1d
    • New apprenticeships on the contract workforce in the relevant area that meet the criteria set out in MAC 1b
    • Providing opportunities for, and measuring and monitoring of, staff workforce conditions over time, including employee engagement, involvement in decision-making and satisfaction and adapting to any changes in the results, with clear processes for acting on issues identified
    • Plans to engage the contract workforce in deciding the most important workplace issues to address
    • Ensuring new workers are informed of their right to join a trade union
    • Monitoring of employee engagement rates (by protected characteristic) and, where necessary, the development of actions to ensure all voices are heard across the diversity of the workforce
    • Employment contracts that reflect actual hours worked; steps taken to ensure employees understand their contracts and have the ability to review and adjust them if actual hours regularly exceed contracted hours
    • Activities that support an environment where staff are educated about, and feel empowered to, address their physical wellbeing
    • Activities that support an environment where staff are educated about and feel empowered to report and address bullying and harassment
    • Activities to cascade good practice on fair working conditions throughout the supply chain
    • Offer a pay and leave entitlement to all eligible staff who become kinship carers, ideally equivalent to statutory adoption pay and leave
    • Payment of more than the National Minimum Wage or National Living Wage (as appropriate) to the contract workforce
    • Monitoring and reporting of gender and ethnicity pay gaps and plans to address them where necessary
    • Entitlement to sick pay for the contract workforce, with provision in place for any staff who do not meet the earnings threshold for statutory sick pay, payment of sick pay from day one of absence and payment of staff on the contract workforce who are off sick a replacement income of 100% of their usual earnings for as long as possible
    • Plans for an appropriate income replacement policy for staff who are required to spend time away from work to care for a sick dependent or close relative
    • Understanding of in-work progression issues affecting the market, industry or sector relevant to the contract, and in the supplier’s own organisation and those of its key sub-contractors
    • Measures to support in-work progression to help people in the contract workforce, to move into higher paid work by developing new skills relevant to the contract
    • Support for the contract workforce by providing career advice, and providing opportunities for staff working on the contract with in-work progression career development into known skills shortages or high growth areas
    • Support for educational attainment relevant to the contract, including training schemes that address skills gaps and result in recognised qualifications
    • Volunteering opportunities for staff
    • Understanding of the modern slavery risks and issues affecting the market, industry, sector or country (of origin or of source) relevant to the contract, and the workforce in the supplier’s own organisation and those of its key subcontractors
    • Measures to identify, mitigate and manage modern slavery risks relating to the contract and how these will be implemented
    • Outline policies and practices to be applied to or put in place for the contract to mitigate and manage modern slavery risks, including: Pre-employment checks, recruitment practices. Workplace conditions, safeguarding plans and processes in place and regular monitoring with relevant groups considered, which may include sampling
    • How these flow down the supply chain and are monitored Illustrative examples include reporting, site visits, audits, etc.
    • How to ensure business decisions re: price/cost, short lead times, payment timescales do not create modern slavery risks in the supply chain
    • How the supplier will work with NGOs, trade unions or other businesses to address modern slavery risk
    • Means of influencing staff, suppliers, customers, communities and/or any other appropriate stakeholders with respect to modern slavery risks relating to the contract

  • Mission: Kick start economic growth. To secure the highest sustained growth in the G7 - with good jobs and productivity growth in every part of the country making everyone, not just a few, better off.

    Policy Outcome 2: Skills for growth: Supporting growth sectors and addressing skills gaps.

    • Understanding of employment and relevant skills issues, and of the education and training issues relating to the contract. Illustrative examples: demographics, skills shortages, new opportunities in high growth sectors, geographic/local community and skills/employment challenges
    • Support for educational attainment relevant to the contract, including training schemes that address skills gaps and result in recognised qualifications
    • Activities to support relevant sector related skills growth and sustainability in the contract workforce. Illustrative examples: careers talks, curriculum support, literacy support, safety talks and volunteering
    • Delivery of apprenticeships, supported internships and T Level industry placement opportunities (Level 2, 3 and 4+) in relation to the contract

  • Mission: Kick start economic growth. To secure the highest sustained growth in the G7 - with good jobs and productivity growth in every part of the country making everyone, not just a few, better off.

    Policy Outcome 3: Resilient, innovative and flexible supply chains: Support economic growth through enabling resilient businesses, opportunities for small businesses and voluntary, community and social enterprises

    • Understanding of the types of businesses in the market and the level of participation by new businesses, entrepreneurs, start-ups, SMEs, VCSEs and mutuals
    • Activities to identify opportunities to open up sub-contracts under the prime contract to a diverse range of businesses, including new businesses, entrepreneurs, start-ups, SMEs, VCSEs and mutuals
    • Plans for engaging a diverse range of businesses in engagement activities prior to appointing subcontractors (including activities prior to award of the main contract and during the contract term)
    • Activities that demonstrate a collaborative way to work with a diverse range of businesses as part of the supply chain
    • Advertising of supply chain opportunities openly and to ensure they are accessible to a diverse range of businesses, including advertising all subcontracting opportunities on Contracts Finder
    • Ensuring accessibility to contracting and subcontracting opportunities for disabled business owners and employees
    • Structuring of the supply chain selection process to ensure fairness (e.g. anti-corruption) and encourages participation by a diverse range of businesses, including with regard to new businesses, entrepreneurs, start-ups, SMEs, VCSEs and mutual
    • Understanding of local demographics, needs and opportunities for the co-design of the goods, services and works to be delivered under the contract
    • Methods for engaging with different parts of the community (including the education system and charities representing the community) and how communities come together to inform decisions, strategy and projects to leave a positive legacy for future generations
    • Measures to involve local stakeholders and/or users in design (e.g. in the design of services, systems, products or buildings)
    • Plans for positive actions with community groups.
    • Measures for making facilities used in the delivery of the contract available for community groups, education or training
    • Measures to engage users and communities and build relationships to increase community integration build trust and influence how the contract is delivered
    • Plans to respond flexibly and adapt approaches to community engagement and initiatives
    • Support for community-led initiatives relevant to the contract. Illustrative examples: improving transport links; reducing loneliness; helping with English language proficiency; and facilitating social mixing among people with different backgrounds
    • Collaborating with anchor institutions and community groups to make facilities available for education, training or community events

  • Mission: Make Britain a clean energy superpower: To cut bills, create jobs and deliver security with cheaper, zero-carbon electricity by 2030, accelerating to net zero

    Policy Outcome 4: Sustainable procurement practices: Reducing carbon footprints, minimising waste, and promoting the use of clean energy and green technologies.

    • Understanding of opportunities for additional environmental benefits delivery in the performance of the contract, including working towards net zero carbon emissions and use of clean energy and green technologies
    • Collaborative ways of working with the supply chain to deliver additional environmental benefits in the performance of the contract, including working towards net zero carbon emissions and use of clean energy and green technologies
    • Delivery of additional environmental benefits through the performance of the contract, including working towards net zero carbon emissions and use of clean energy and green technologies
    • Understanding of how to influence staff, suppliers, customers, communities and/or any other appropriate stakeholders through the delivery of the contract to support climate and nature protection and improvement
    • Activities to reconnect people with the environment and increase awareness of ways to protect and enhance it

  • Mission: Break down barriers to opportunity: By reforming our childcare and education systems, to make sure there is no class ceiling on the ambitions of young people in Britain

    Policy Outcome 6: Employment and training: For those who face barriers to employment

    • Understanding of employment and skills issues, and of the skills and employment shortages of high growth sectors relating to the contract
    • Creation of employment opportunities particularly for those who face barriers to employment, such as prison leavers, care leavers and/or who are located in deprived areas, and for people in industries with known skills shortages or in high growth sectors
    • Delivery of training schemes and programmes to address any identified skills gaps and under-representation in the workforce for the contract (e.g. prison leavers, care leavers, kinship carers, disabled people)
    • Advertising, promotional and outreach activities designed to raise awareness of the offer to reach the target cohort
    • Understanding of the issues affecting the representation of disabled people in the workforce in the market, industry or sector relevant to the contract, and in the supplier’s own organisation and those of its key sub-contractors
    • Collection of the views and expertise of disabled people and their representative organisations on successfully supporting disabled employees or applicants
    • Inclusive and accessible recruitment practices, and retention-focused activities, including those provided in the Guide for line managers on recruiting, managing and developing people with a disability or health condition
    • Introducing transparency to pay and reward processes
    • Offering a range of quality opportunities with routes of progression if appropriate, e.g. T Level industry placements, students supported into higher level apprenticeships.
    • Working conditions which promote an inclusive working environment and promote retention and progression
    • Other measures to provide equality of opportunity for disabled people and those with health conditions into employment, including becoming a Disability Confident employer and inclusion of supported businesses in the contract supply chain
    • Understanding of the issues affecting inequality in employment, skills and pay in the market, industry or sector relevant to the contract, and in the supplier’s own organisation and those of its key sub-contractors. Measures to tackle inequality in employment, skills and pay in the contract workforce
    • Inclusive and accessible development practices, including guidance for line managers on recruiting, managing and developing people with a disability or health condition

  • Mission: Break down barriers to opportunity: By reforming our childcare and education systems, to make sure there is no class ceiling on the ambitions of young people in Britain

    Policy Outcome 7: Creating a pipeline of opportunities: For the contract workforce, reducing barriers to entry for under-represented groups.

    • Understanding of the issues affecting the development of new skills by target cohort
    • Understanding of the underlying factors affecting improvements to reduce barriers to entry and training schemes for the target cohort(s) related to the contract workforce
    • Other measures to offer development opportunities for the target cohort(s) in the contract workforce
    • Advertising, promotional and outreach activities designed to raise awareness of the offer to reach the target cohort
    • Understanding of issues relating to entering the contract workforce
    • Creation of outreach activities to create a pipeline of employees for the future contract delivery
    • Content of the outreach activity is designed to suit the target cohort
    • Advertising, promotional and outreach activities designed to raise awareness of the offer to reach the target cohort

  • Mission: Build an NHS fit for the future: That is there when people need it; with fewer lives lost to the biggest killers; in a fairer Britain, where everyone lives well for longer.

    Policy Outcome 8: Increasing productivity through physical and mental wellbeing: In the supply chain and communities in the relevant area.

    • Understanding of issues relating to health and wellbeing, including physical and mental health, in the contract workforce
    • Understanding barriers to access to health and social care services or employment opportunities e.g. digital inclusion
    • Inclusive and accessible recruitment practices, development practices and retention policies that support-focused activities including those provided in the Guide for line managers on recruiting, managing and developing which support people with a disability or health condition
    • Actions to invest in the physical and mental health and wellbeing of the contract workforce

Service documents

• Pricing document

  ODT

• Service definition document

  ODT

• Terms and conditions

  ODT

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 hello@dispace.co. Tell them what format you need. It will help if you say what assistive technology you use.