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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

Pricing

£10 to £400 a licence a year

  • Education pricing available
  • 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 info@essential.co.uk. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 14

Service ID

4 5 2 5 0 9 6 7 7 9 7 3 9 8 8

Contact

Essential Computing Clare Knight
Telephone: 01275 343199
Email: info@essential.co.uk

Service scope

Software add-on or extension
Yes
What software services is the service an extension to
Microsoft Outlook calendars
Cloud deployment model
  • Public cloud
  • Private cloud
  • Hybrid 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
  • Azure AD / Active Directory
  • 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
Email or online ticketing
Support response times
Monday- Friday 1, all emails and phone calls are responded to within 1 hour.

Weekend support available at prior request.
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
We 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 Technical Consulting 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
  • HTML
  • PDF
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.
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.

Using the service

Web browser interface
Yes
Supported browsers
  • Internet Explorer 11
  • 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
Yes
Metrics types
System usage with regard to storage, compute, egress.
Reporting types
Reports on request

Resellers

Supplier type
Reseller providing extra support
Organisation whose services are being resold
ResourceXpress

Staff security

Staff security clearance
Conforms to BS7858:2019
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
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
Data sanitisation type
Deleted data can’t be directly accessed
Equipment disposal approach
In-house destruction process

Data importing and exporting

Data export approach
Data is captured within the Outlook calendars (and simply displayed on screens). Additional system configuration, usage and utilisation information is captured into a system SQL database. This information can be exported as a .csv file by a staff member with an appropriately authorised admin role.
Data export formats
  • CSV
  • Other
Other data export formats
Microsoft Outlook Calendar appointments
Data import formats
  • CSV
  • Other
Other data import formats
Microsoft Outlook Calendar appointments

Data-in-transit protection

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

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
  • Public key authentication (including by TLS client certificate)
  • 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
  • 2-factor authentication
  • Public key authentication (including by TLS client certificate)
  • 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

Standards and certifications

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

Security governance

Named board-level person responsible for service security
Yes
Security governance certified
Yes
Security governance standards
Other
Other security governance standards
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.

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.

Secure development

Approach to secure software development best practice
Supplier-defined process

Public sector networks

Connection to public sector networks
No

Social Value

Social Value

Social Value

  • Fighting climate change
  • Equal opportunity
  • Wellbeing

Fighting climate change

We are committed to reducing our environmental impact as part of how we operate as a digital business.
As a digital services provider, we enable our customers to realise sustainable hybrid workplaces for positive wellbeing and environmental impact through the technology solutions we provide, and through the way we collaborate to implement the solutions for long term success.

Our focus is on reducing energy and resource usage, reducing the need to travel where possible, and enabling team communications and education to support these objectives.

We proactively support our customers, and vendors to do the same by delivering projects in a way which considers environmental factors at the planning stage.

In recent years, we have reduced our office footprint to support hybrid working, minimising travel requirements for our teams. Our services are delivered fully remotely to customers, to pass on the same benefits.

Equal opportunity

We provide technology solutions which help level the playing field for people across the workforce. Accessibility is a key consideration, and we work with solutions which integrate with Microsoft’s advanced accessibility capabilities wherever possible.

Wellbeing

The solutions we provide are aimed at making day to day working life better for the people using it, by enabling them to achieve more from within their Microsoft365 applications, reducing digital friction.
Doing the right thing is a core value of our business. This starts with commitment to our team, to be a responsible, fair and supportive employer, by offering a safe and welcoming environment to do their best work and providing development pathways where possible.
Our belief is that if our people are supported well, they can do the best they can for our customers.
Underpinning all the above, is the choice to work with vendors with aligned values in terms of their positive impact on their people, teams, partners, and customers.

Pricing

Price
£10 to £400 a licence a year
Discount for educational organisations
Yes
Free trial available
Yes
Description of free trial
For organisations wanting to review the solution before committing, we can offer access to a test set up in the cloud for 30 days. This is to evaluate the functionality, rather than test own calendars.

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 info@essential.co.uk. Tell them what format you need. It will help if you say what assistive technology you use.