PlotBox (GSS (NI) Limited)

PlotBox Pro

PlotBox is a cloud-based cemetery, crematorium and bereavement management solution that helps crematoria and cemeteries to operate to world-class standards. PlotBox supports full operational management of burials and cremations, along with integrated mapping, bookings, finance, public access, risk assessments, and self-service options for Customers, Funeral Directors and other stakeholders.


  • Burial and Cremation booking schedule.
  • Finance module for invoicing, payments & receipts.
  • GIS mapping platform and iPad app (incl. columbarium mapping capabilities)
  • Funeral Director Portal
  • Real-time reporting with Customisable user dashboard.
  • Work Orders & Work Permit Management
  • Document management
  • Memorial management
  • Deeds management including transfer of plot ownership.
  • Public facing website for genealogy searches.


  • Access to all related data in a single source.
  • Access to information from anywhere on any device.
  • GIS plot location data accurate to 1 inch.
  • Highly configurable software to fit your needs.
  • Record activity log for audit trail to track user activity.
  • Enjoy time savings of up to 80% on core processes.
  • Free upgrades.
  • Plot locations interactively linked to deceased and deed owner records.
  • Online support with average response times of 2-3 minutes.
  • Modular options to meet your current and future needs.


£600 a user a year

  • Free trial available

Service documents

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G-Cloud 13

Service ID

3 3 1 9 5 9 7 7 1 7 7 1 9 4 9


PlotBox (GSS (NI) Limited) Niall Adams
Telephone: 02825 821005

Service scope

Software add-on or extension
Cloud deployment model
Public cloud
Service constraints
We operate a full in app dedicated support service during UK business hours (Monday - Friday 9am to 5pm).

Service hours can be extended on request. We operate and support customers globally, so do have support available around the clock where desired.

PlotBox is entirely web-based, with no plug-ins required.
System requirements
  • Internet Connection
  • Browser (IE11+, Chrome (latest), Firefox (latest), Edge, Safari 9+ )

User support

Email or online ticketing support
Email or online ticketing
Support response times
In-App instant messaging service is available with options to create a ticket from within the application. The current standard response time is between 2-3 minutes.

Our standard SLA covers weekdays but extended cover is available upon request.

The instant messaging is also supported by an interactive help centre.
User can manage status and priority of support tickets
Online ticketing support accessibility
None or don’t know
Phone support
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
Our in-app messaging service meets WCAG 2.0 level AA. It allows our users to quickly tap a button on the screen (available in every screen in PlotBox) to start a live conversation with one of our support agents. The service allows us to send the users attachments, images, videos, emojis, gifs etc. to create a human support experience with the customer and give them a 2-3 minutes response to their issue. The service also allows the user to scroll through a history of their conversations with us. There is also an interactive help center that they can access via the messaging service, this center is packed with guides, FAQs, articles, videos etc. to help the user solve the issue on their own. Users can also receive automated messages giving them update notes as and when they are released to their site. If a user misses a message due to being offline they will also receive an email with our response.
Web chat accessibility testing
Onsite support
Yes, at extra cost
Support levels
Each customer will have a dedicated Project Manager through the implementation of the project who will hand over to two teams once the initial project is complete.

Team 1 is the Customer Success team that becomes familiar with the project during implementation and is focused on proactive touchpoints with each customer to make sure they are getting the value from PlotBox they expected.

The second team is Support who are there to be reactive to issues or queries the customer may have. We guarantee to respond within 1 hr of a support request but in reality, our response time is approx. 2-3 minutes.
Support available to third parties

Onboarding and offboarding

Getting started
The Onboarding process will vary depending on the size of customer, the modules they choose to start with and the services they want us to provide (e.g data migration, mapping etc). Each new customer will be allocated a dedicated Project Manager (PM) as well as team leads from other departments as required such as a Technical Consultant for data migration, a GIS expert for mapping, a Training Consultant and a Customer Success representative.
Each project will have a Statement of Works detailing the agreed scope of the project and a project plan.
There are a few key milestones within the project such as Discovery, Data Acceptance Testing, Training and Go-live. We tailer training plans to include online and onsite training.
Service documentation
Documentation formats
  • HTML
  • PDF
End-of-contract data extraction
Within the system users have the ability to export data in csv format at any time. Additionally at the end of a contract we will provide your data in a tabular format by our data team. Specific requests from the data team outside the standard format is available on a time charged basis.
End-of-contract process
The end of contract process is covered in the detail of the PlotBox Terms and Conditions document uploaded. At the end of the contract process we would provide you with a flat table structure of your data.

Using the service

Web browser interface
Supported browsers
  • Internet Explorer 11
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari
Application to install
Designed for use on mobile devices
Differences between the mobile and desktop service
All features available on the desktop application are available on mobile. The system uses responsive design techniques to optimise the display according to the device in use.

An iPad native app is also included, enabling offline access to records and maps, with synchronisation once a connection has been re-established.
Service interface
User support accessibility
None or don’t know
Customisation available
Description of customisation
PlotBox offers customisation through configuration. Throughout the system there are many configurable system settings that allow you to determine how PlotBox deals with specific cases. These include:

- Currency Settings
- Date/Time Settings
- Customisable Document templates
- User defined PickLists and data items
- Customisable Mapping Layers

PlotBox uses role based authorisation to determine who can make specific changes.

We do also consider development requests from clients.


Independence of resources
PlotBox uses a clustered architecture that makes uses of autoscaling of cloud resources to respond to the demand on the service. Modules are loosely coupled to ensure that availability in one module will not impact others.

We use extensive monitoring an logging to proactively manage our infrastructure.


Service usage metrics
Metrics types
We provide a large amount of metrics about the usage of the product across all aspects of your business including:

- Sales over time periods, users, locations etc
- Burials/Cremations over time periods, by location, type etc
- Tasks/Work items over time period, user, locations, types etc
- Events over time period, user, locations, types etc
Reporting types
  • Real-time dashboards
  • Reports on request


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 once a year
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
Data sanitisation process
Data sanitisation type
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 have the ability and option to extract data in a number of formats including CSV, PDF and Excel. Export options are available across system search, and embedded reporting.
Data export formats
  • CSV
  • Other
Other data export formats
  • JSON
  • PDF
  • WORD
Data import formats
  • CSV
  • Other
Other 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)

Availability and resilience

Guaranteed availability
PlotBox shall use reasonable commercial efforts to ensure that the Software is available to you at least 99.5% of the time in any calendar month during the Subscription Term, excluding Scheduled Downtime and Maintenance. If it is not, you may be eligible to receive Service Credits.

"Downtime" means a period of time when the PlotBox system cannot be accessed due to a problem with the server.
”Emergency Downtime"means those times where PlotBox becomes aware of a vulnerability which, based on a risk assessment of the vulnerability, PlotBox deems to require immediate remediation and, as a result, the PlotBox system is made temporarily unavailable in order for PlotBox to address the vulnerability. Emergency Downtime is not considered Downtime for purposes of the SLA, and will not be counted towards any Downtime Periods."Service Credit" may be provided upon request.
Approach to resilience
Available on request
Outage reporting
In order to communicate outages we have:

- Public, externally hosted dashboard
- Externally hosted alerting (email and SMS)

Identity and authentication

User authentication needed
User authentication
  • Identity federation with existing provider (for example Google Apps)
  • Username or password
Access restrictions in management interfaces and support channels
PlotBox uses role based authorisation to determine the access levels a specific user has. These can be defined and modified in the application by admin users.

PlotBox also supports Single Sign On through Microsoft or Google authentication services.
Access restriction testing frequency
At least every 6 months
Management access authentication
  • Identity federation with existing provider (for example Google Apps)
  • 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
At least 12 months
Access to supplier activity audit information
Users have access to real-time 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
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 a named senior manager responsible for the Security Policy across the group. Security is discussed and given focus at board level.

The CTO is responsible for ensuring our security framework standards are adhered to and followed across the company.
Information security policies and processes
Included in SLA

Operational security

Configuration and change management standard
Supplier-defined controls
Configuration and change management approach
All software, software configuration, hardware configuration and documentation artefacts are tracked via version control management software. Users permissions to modify artefacts are control using role based authorisation and all changes are logged and can be tracked back to the change control request that initiated the change.

We use a mix of automated static analysis and peer review to ensure changes comply with strict secure programming and hardening best practice.
Vulnerability management type
Supplier-defined controls
Vulnerability management approach
We have a dedicated security team, ultimately responsible to the CTO, that continuously monitors and responds to potential vulnerabilities. We used automated security patching as a default with a aggressive security update policy.

In addition our selected cloud provider Microsoft Azure conforms to several industry standards.
Protective monitoring type
Supplier-defined controls
Protective monitoring approach
We employ protective monitoring across all layers of the stack including network level monitoring, access monitoring, user monitoring and application level monitoring. All activity is logged and monitored with any suspicious activity alerting to a dedicated and centralised response team. The response team will assess the alert to determine if there is a compromise, if found they will immediately initiate a documented and reviews response policy that details the actions dependant on the category of compromise.

In addition our selected cloud provider Microsoft Azure conforms to several industry standards.
Incident management type
Supplier-defined controls
Incident management approach
We have a full disaster recovery plan that is documented, reviewed and role played at least once a year.

Incidents can be reported to our HelpDesk by in app messaging, email or phone. All incidents are recorded and tracked via incident management software which allows clients to keep track of progress and updates.

Our standard incident management process is detailed the the accompanying SLA.

Secure development

Approach to secure software development best practice
Supplier-defined process

Public sector networks

Connection to public sector networks

Social Value

Covid-19 recovery

Covid-19 recovery

Our mission is to reduce the pain of death for families and those who serve them. Our software is developed with that priority in mind, creating more efficient and new ways of working for Local Authorities to deliver bereavement services.

Through the transformation of existing processes, and moving towards integrated digital mapping, PlotBox helps to improve workplace conditions that support the COVID-19 recovery effort by enabling remote working for Local Authority staff. Bereavement Services teams can remotely access diaries, mapping, and records, resulting in more efficient management of crematoria and cemeteries.

Through our Public Portal, PlotBox reduces the need for members of the public to travel to the Council offices in order to query records.

Via the Funeral Director Portal, PlotBox reduces the inbound calls to the Bereavement Services team, enabling Funeral Directors to provide a more efficient and personal service to grieving families, and removing the need for the Funeral Director to call and/or visit the Council offices to confirm a booking.


£600 a user a year
Discount for educational organisations
Free trial available
Description of free trial
This is decided on a case by case basis.

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