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 Outlook, website, app, QR code or interactive device
• Interactive maps to book a suitable room or other resource
• Collaborate easily by looking at co-workers schedule and locations
• Send booking reminders in advance with confirmation and cancellation links
• Automatically cancel bookings in the event of a no-show
• RBAC web console for system administrators
• Comprehensive built in reporting, including utiliation and no-shows
• API access for advanced BI reporting and dashboards
• Available as a hosted SaaS solution (Azure) or host yourself

Benefits

• Enable staff to create and manage their own bookings
• Easy access via SSO using standard Entra ID credentials
• Adapt quickly to changes in booking requirements
• Recover lost utilisation of rooms, desks and other resources
• Make informed estate decisions based on accurate data
• Use Power BI to display the information important to you
• Identify suitable resources with advanced filtering
• View availability at a glance with room and desk devices
• Easy adoption through simple to use interfaces
• Quick implementation with Entra ID user and attribute synchronisation

• Education pricing 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 15

Service ID

359219779891571

Contact

Clare Knight
01275 343199
info@essential.co.uk

About your service

• Service categories:

  Applications

  Collaborative

  • Team collaboration
• Multi cloud support: Yes

Service scope

• Software add-on or extension: Yes
• What software services is the service an extension to: Microsoft Outlook Calendar
• Cloud deployment model: Private 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
  • Entra ID
  • 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: Yes
• Support response times: Monday- Friday 9-5pm, all emails and phone calls are responded to within 1 hour.
• 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: No
• Onsite support: Yes, at extra cost
• Support levels: E provide a Support & Maintenance Service, which includes: email, phone and remote access support from our Bristol based offices, Mon-Fri, 9-5pm . 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 further 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: Essential provides a full planning, design and deployment service- from a simple design and install, through to custom designed floor plans for central kiosk panels. Our delivery 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:
  • PDF
  • Other
• Other documentation formats: Word
• 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.; ; Reports can be exported in XLSX or CSV format.
• End-of-contract process: At the end of the contract, we would need notification of your intent not to renew at a minimum 40 days prior to subscription end, and we'll take care of the rest.
• Documentation accessibility standard: WCAG 2.2 A

Using the service

• Web browser interface: Yes
• Supported browsers:
  • 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 and accessible 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: No

Resellers

• Supplier type: Reseller providing extra features and support
• Organisation whose services are being resold: QED Advanced Systems

Staff security

• Staff security clearance: Conforms to BS7858:2019
• 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
  • European Economic Area (EEA)
  • Other locations
• 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
• Equipment disposal approach: In-house destruction process
• Data sanitisation type: Deleted data can’t be directly accessed / Cryptographic Erasure

Data importing and exporting

• Data export approach: Reports can be exported by Admins from the Admin Centre.
• 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)

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:
  • Multi-Factor Authentication (MFA)
  • 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:
  • Multi-Factor Authentication (MFA)
  • Identity federation with existing provider (for example Google Apps)
  • 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

Security governance

• Named board-level person responsible for service security: Yes
• Security governance certified: No
• Security governance approach: 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.
• Software Security Code of Practice: Yes

Operational security

• Configuration and change management standard: Supplier-defined controls
• Configuration and change management approach: Our Change Management team use 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.
• Post-quantum cryptography secure: No

Secure development

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

Public sector networks

• Connection to public sector networks: No

Pricing

• Discount for educational organisations: Yes
• Free trial available: No

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

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

Non-mandatory Standards and certifications

• ISO/IEC 27001 certification: Yes
• Who accredited the ISO/IEC 27001: BSI
• ISO/IEC 27001 accreditation date: Friday 27 June 2025
• What the ISO/IEC 27001 doesn’t cover: Resource Central and ResourceXpress services
• ISO 28000:2022 certification: No
• ISO 9001 certification: Yes
• Who accredited the ISO 9001 certification: SJENI
• ISO 9001 accreditation date: Tuesday 4 March 2025
• What the ISO 9001 doesn’t cover: Resource Central and ResourceXpress services.
• Quality management systems (QMS): Yes
• CSA STAR certification: No
• PCI certification: No
• Cyber essentials: Yes
• Please provide your Cyber Essentials Certificate Number: 0af2500e-068a-4dca-b31a-9c9a55320510
• Cyber essentials plus: No
• Cyber Essentials Alternative: None of the criteria
• 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
    • 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
    • Payment of more than the National Minimum Wage or National Living Wage (as appropriate) to the contract workforce
    • 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
    • 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

  • 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.

    • 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

  • 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

    • Plans to respond flexibly and adapt approaches to community engagement and initiatives

  • 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 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

  • 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 underlying factors affecting improvements to reduce barriers to entry and training schemes for the target cohort(s) related to the contract workforce
    • Understanding of issues relating to entering the contract workforce

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.