Switch Booking and Event Management System

Switch online booking and events management system for the public sector. Provides external and internal room and facilities bookings and end to end events management tools. Booking services are accessible, have integrated payments processing, CRM with Microsoft integration and full reporting suite for all your booking and events management needs.


  • Online booking and payment processing for hiring resources
  • Rules based calendar availability and pricing to drive booking
  • 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 events management reporting suite
  • Customer portal for self-service on bookings
  • Event ticketing for booking one-off events and short courses
  • Cloud based with open API for 3rd party service integrations
  • Kanban based to-do lists for team events management


  • 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
  • Free internal booking capacity by simplifying edit and cancel
  • Improved prospect and customer management with CRM and promotional tools
  • New asset opportunities by digitising availability and optimising sales opportunities
  • Clear reporting on booking revenue, costs and utilisation
  • Better functioning teams with clear ownership for actions


£199 a licence a month

  • Education pricing available

Service documents

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


G-Cloud 13

Service ID

3 1 5 3 1 4 3 0 9 8 7 4 0 5 4


Telephone: 07519098299
Email: ross.cox@dispace.co

Service scope

Software add-on or extension
Cloud deployment model
Public cloud
Service constraints
System requirements
Up to date Internet Browser

User support

Email or online ticketing support
Email or online ticketing
Support response times
Subject to criticality of a ticket, response times are between 1 to 4 hours during business hours (Monday to Friday, 9am to 5pm).

Our basic package does not included weekend support but this can be arranged as a premium service based on the purchase of additional hours, charged at £40 per hour.
User can manage status and priority of support tickets
Online ticketing support accessibility
WCAG 2.1 A
Phone support
Web chat support
Web chat
Web chat support availability
9 to 5 (UK time), Monday to Friday
Web chat support accessibility standard
WCAG 2.1 A
Web chat accessibility testing
Basic manual checks by zooming in, navigating with keyboard only and viewing in greyscale.
Onsite support
Yes, at extra cost
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. 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 Slack 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

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
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.

Using the service

Web browser interface
Supported browsers
  • Internet Explorer 11
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari
  • Opera
Application to install
Designed for use on mobile devices
Differences between the mobile and desktop service
Consumer facing functionality implements a responsive design accessible through both mobile and desktop.
Service interface
User support accessibility
None or don’t know
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
None or don’t know
Description of accessibility
All functionality is accessible trhough keyboard, mouse and where applicable touch screen.

Colours and Fonts of public facing sites are all configurable.
Accessibility testing
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 bve issued with an API key, from which they can generate an Access Token.
API documentation
API documentation formats
Open API (also known as Swagger)
API sandbox or test environment
Customisation available
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 full 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.


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.


Service usage metrics


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
Data storage and processing locations
United Kingdom
User control over data storage and processing locations
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
Another external penetration testing organisation
Protecting data at rest
  • Physical access control, complying with CSA CCM v3.0
  • Physical access control, complying with SSAE-16 / ISAE 3402
  • Encryption of all physical media
  • Scale, obfuscating techniques, or data storage sharding
Data sanitisation process
Data sanitisation type
  • Explicit overwriting of storage before reallocation
  • Deleted data can’t be directly accessed
Equipment disposal approach
Complying with a recognised standard, for example CSA CCM v.30, CAS (Sanitisation) or ISO/IEC 27001

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 and Excel formats.
Data export formats
Data import formats

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 - 98% (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
User authentication
  • 2-factor authentication
  • 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
Less than once a year
Management access authentication
  • Public key authentication (including by TLS client certificate)
  • Dedicated link (for example VPN)
  • Username or password

Audit information for users

Access to user activity audit information
Users receive audit information on a regular basis
How long user audit data is stored for
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

Standards and certifications

ISO/IEC 27001 certification
ISO 28000:2007 certification
CSA STAR certification
PCI certification
Cyber essentials
Cyber essentials plus
Other security certifications

Security governance

Named board-level person responsible for service security
Security governance certified
Security governance approach
We have implemented Microsoft Defender for Cloud which performs constinual assesements of the platform against the following security standards.

ISO 27001:2013
ISO 27001
PCI DSS 3.2.1
Azure Security Benchmark V3
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.

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

We are currently in the process of sourcing tools to perform 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 is currently being implemented.
Protective monitoring type
Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / 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.

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

Social Value

Fighting climate change

Fighting climate change

We are a fully committed flexible employer and therefore our teams work remotely. This limits required travel time to periodic get togethers rather than having a regular commute into an office space.
Equal opportunity

Equal opportunity

As a flexible employer we remove the natural discrimination that is a consequence of fixed working hours and travelling to a place of work. We are an output focused organisation and do not stipulate fixed working hours, giving our team more flexibility to balance out of work commitments. Likewise we allow our teams to be remote based, giving them greater flexibility when it comes to how and where they work from.


Our flexible working policy is a central strategy to our business as it creates a more rational, productive operating model that gives teams the environment to do their best work.

We are incredibly focused on work / life balance and emphasise output and communication over set hours and days, so that teams are in control of their time and don't have to make personal sacrifices for the sake of being at work at a certain time.

We recognise that with fewer time-based boundaries and a remote model of working it is even more important to stay in touch and ensure our teams are striking the right balance between their work and homelife. So we still stipulate a minimum annual leave policy and have team get togethers at least monthly, with the emphasis on building relationships and having fun, not on updating everyone on what you're working on.

We have a wellbeing service - Better Space - that we provide our teams credits to use, with them granted the freedom to choose the right products and services for them.


£199 a licence a month
Discount for educational organisations
Free trial available

Service documents

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