CLEAROOMS LIMITED

Clearooms Desk and Room Booking

Clearooms is a cloud-based desk and meeting room booking solution supporting hybrid working across multiple locations. It provides secure SSO and SCIM integration, centralised management through a single portal, and cost-effective scalability, supported by a dedicated account manager and responsive email, phone and live-chat support.

Features

• Desk booking across single or multiple office locations.
• Meeting room and open space booking with live availability.
• Calendar integration with Microsoft Outlook and Google Workspace.
• Visitor management with pre-registration and secure check-in.
• Real-time utilisation and availability dashboards.
• Mobile apps for iOS and Android users.
• Integrations with Microsoft Teams and access control systems.
• Multi-language platform support, including Welsh.
• Single Sign-On and automated identity provisioning via SCIM.
• Contactless QR code check-in and access.

Benefits

• Manage desks, meeting rooms and open spaces from one platform.
• View real-time availability using interactive office floorplans.
• Optimise office capacity with clear utilisation insights.
• Enable fast, contactless booking and check-in.
• Support hybrid working across multiple locations.
• Clearly identify Fire Marshals, First Aiders and key roles.
• Customise user roles, attributes and access rules.
• Save preferences to simplify repeat bookings.
• Order catering and equipment during booking.
• Improve employee experience with smarter workspace choice.

• Education pricing available
• Free trial 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 sales@clearooms.com. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 15

Service ID

644555930164125

Contact

Tony Gibson
01484 218116
sales@clearooms.com

About your service

• Service categories:

  Applications

  Collaborative

  • Team collaboration
• Multi cloud support: No

Service scope

• Software add-on or extension: No
• Cloud deployment model: Public cloud
• Service constraints: No
• System requirements: Modern Browser required, e.g Edge, Chrome, Firefox or Safari

User support

• Email or online ticketing support: Yes
• Support response times: Priority: Critical; A problem which would make the system inoperable or unworkable.; Response time: 1 Hour; ; Priority: SEVERE; A problem which would make the system operationally inconvenient in use.; Response time: 2 Hours; ; Priority: MEDIUM; A problem which is inconvenient but does not reduce the system's operational capacity; Response time: 5 Hours; ; Priority: MINOR; A problem of a minor nature.; Response time: 24 Hours
• User can manage status and priority of support tickets: No
• Phone support: Yes
• Phone support availability: 9 to 5 (UK time), Monday to Friday
• Web chat support: Yes
• Web chat support availability: 24 hours, 7 days a week
• Web chat support accessibility standard: WCAG 2.2 AA
• Web chat accessibility testing: Internal testing using Accessibility Insights for Web 2.46.0
• Onsite support: No
• Support levels: Our support options:; 1. Raise a Ticket - Submit requests for new features, ask questions, or report issues.; 2.Live Chat - Chat with our support team for a quick response (AI operated during non-working hours).; 3. Dedicated Customer Success Manager (CSM) - Get direct support from your CSM who can be reached via:; 3a. Phone; 3.b Email; 4. Video conference - Book via calendar link - Click schedule a meeting for direct calendar access; 5. Knowledge Base - Access in-depth articles and guides at https://kb.clearooms.com/kb/en/
• Support available to third parties: Yes
• AI chatbot: No

Onboarding and offboarding

• Getting started: Clearooms supports users throughout onboarding to ensure a smooth and fast start.; ; Organisations are provided with a dedicated account manager who guides initial setup, including configuration of locations, floorplans, desks, meeting rooms and open spaces. Clearooms supports SSO and SCIM to simplify user access and reduce manual administration.; ; End users benefit from an intuitive, self-service interface, supported by in-app tours and guided walkthroughs that introduce key features and booking workflows. Online user guides and mobile apps help users start booking immediately.; ; Ongoing assistance is available via email, phone and live chat support, ensuring users can quickly resolve issues and continue using the service effectively.
• Service documentation: Yes
• Documentation formats: HTML
• End-of-contract data extraction: When a Clearooms contract ends, customers can securely extract their data using standard, supported methods.; ; Authorised administrators can export customer data (such as users, bookings, desks, rooms and utilisation reports) directly from the Clearooms administration interface in common formats (e.g. CSV). Where required, data can also be extracted via the Clearooms Open API to support migration to another system.; ; Clearooms provides a defined offboarding process, during which customers are given reasonable time to complete data exports before account closure. After contract termination and completion of the agreed retention period, customer data is securely deleted in line with Clearooms’ data retention and destruction policies.; ; This approach ensures customers retain full ownership and control of their data while meeting security and compliance requirements.
• End-of-contract process: At the end of the contract, Clearooms follows a defined and controlled offboarding process. Customers are notified in advance and given the opportunity to export their data, including users, bookings, desks, rooms, open spaces and utilisation reports, using standard exports or the Clearooms Open API.; ; Once the contract ends and any agreed notice period has elapsed, system access is disabled. Customer data is then securely retained for a limited period in line with Clearooms’ data retention policy, after which it is permanently deleted from production systems and backups. This ensures data protection, security and regulatory compliance.
• Documentation accessibility standard: WCAG 2.2 AA

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari
• Application to install: Yes
• Compatible operating systems:
  • Android
  • IOS
• Designed for use on mobile devices: Yes
• Differences between the mobile and desktop service: Clearooms is designed to work on mobile devices via mobile web browsers; however, the best mobile experience is delivered through the dedicated iOS and Android apps. ; The mobile apps provide an optimised interface for booking desks, meeting rooms and open spaces, managing bookings, and using features such as QR code check-in while on the move.
• Service interface: Yes
• User support accessibility: None or don’t know
• Description of service interface: Clearooms provides a clean, intuitive and role-based service interface designed for both end users and administrators.; ; The web and mobile interfaces use clear navigation, visual floorplans and simple workflows to make booking desks, meeting rooms and open spaces quick and easy. Users can search availability, view interactive maps, save preferences and complete bookings in a few steps.; The interface is responsive, accessible, and consistent across web and mobile, with deeper functionality available through the dedicated mobile apps for on-the-go use.
• Accessibility standards: None or don’t know
• Description of accessibility: The web interface is accessible through modern standards-compliant browsers and supports keyboard navigation, screen readers, and responsive layouts for different devices and screen sizes. Clear layouts, consistent navigation, and readable typography help reduce cognitive load and improve usability.; ; The platform supports multi-language options, including Welsh, and avoids reliance on colour alone to convey meaning. Interactive elements such as buttons, forms and links are designed to be clearly identifiable and usable without a mouse.; ; Dedicated iOS and Android mobile apps provide an accessible, touch-optimised experience for users who prefer mobile devices, including simplified booking and QR code check-in.
• Accessibility testing: Assessment reports using Accessibility Insights for Web 2.46.0 (axe-core 4.10.2)
• API: Yes
• What users can and can't do using the API: - Retrieve and synchronise desks, meeting rooms and open spaces; - Create, read and manage desk, room and open space bookings; - Access availability and utilisation data for reporting and analytics; - Manage users and user attributes (where permissions allow); - Integrate with identity and provisioning systems (e.g. SCIM workflows); - Trigger and consume events and status updates for third-party systems; - Support integrations with calendars, access control and workplace tools; ; What users can’t do with the Clearooms API; - Bypass authentication, authorisation or role-based access controls; - Access data outside their organisation or permitted scope; - Modify core platform configuration, system logic or security controls; - Perform administrative actions without appropriate permissions; - Access or export sensitive system-level data not exposed by the API; - Use the API to disrupt service availability or performance; ; All API access is secured using industry-standard authentication, is subject to rate limiting, and is fully logged and monitored to protect customer data and service availability.
• API documentation: Yes
• API documentation formats: Open API (also known as Swagger)
• API sandbox or test environment: Yes
• Customisation available: Yes
• Description of customisation: Organisational customisation; - Configure desks, meeting rooms and open spaces, including capacity, features and availability rules; - Upload and manage interactive floorplans for each location; - Define booking policies, permissions and access rules by role or team; - Create custom user attributes (e.g. teams, keyholders, First Aiders); - Enable or disable features such as visitor management, kiosks and QR check-in; - Integrate with identity platforms using SSO and SCIM for automated user management; - Set language options, including Welsh; ; Individual user customisation; - Save booking preferences to simplify repeat bookings; - Mark favourite desks, rooms, open spaces and colleagues; - Choose how availability and recommendations are displayed; - Manage personal notifications and reminders; ; These configuration options allow organisations to tailor Clearooms to their policies while giving users flexibility in how they interact with the service.

Scaling

• Independence of resources: Clearooms is designed as a scalable, multi-tenant SaaS platform with controls in place to ensure one customer’s usage does not adversely affect another’s.; ; The service is hosted on a cloud-native infrastructure that automatically scales to handle changes in demand. Compute, storage and network resources are provisioned with capacity headroom and monitored continuously to maintain consistent performance during peak usage.; ; Clearooms applies logical tenant isolation so each organisation’s data and activity are securely separated. Rate limiting, monitoring and alerting are used to prevent excessive or abnormal activity from impacting overall service performance.

Analytics

• Service usage metrics: Yes
• Metrics types: - Desk usage and occupancy – bookings, utilisation rates and peak usage times; - Meeting room and open space utilisation – availability, frequency of use and capacity trends; - Booking activity – number of bookings, cancellations and no-shows; - User activity – active users, booking frequency and adoption trends; - Location-level insights – usage by building, floor or zone; - Time-based reporting – daily, weekly and monthly usage patterns; - Metrics are available through real-time dashboards within the administration interface and can be exported in CSV format or accessed via the Clearooms Open API for external reporting and analysis.
• Reporting types:
  • API access
  • Real-time dashboards
  • Regular reports
  • 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: European Economic Area (EEA)
• User control over data storage and processing locations: No
• 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: In-house
• Protecting data at rest:
  • Physical access control, complying with CSA CCM v4.0
  • Physical access control, complying with SSAE-18 / ISAE 3402
  • 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: 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
  • Data Erasure
  • Explicit overwriting of storage before reallocation / Secure Erase

Data importing and exporting

• Data export approach: Authorised administrators can export data directly from the Clearooms administration interface, including users, bookings, desks, meeting rooms, open spaces and utilisation reports. Exports are provided in common, open formats such as CSV, making the data easy to reuse or migrate.; ; For more advanced requirements, customers can also extract data using the Clearooms Open API, enabling automated exports or integration with third-party systems.; ; All exports are subject to role-based access controls and audit logging to ensure data security and compliance.
• 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 and SLA; ; Clearooms targets a monthly service availability of 99.9%, measured across a calendar month and excluding planned maintenance that is notified in advance. Availability is monitored continuously to ensure performance and reliability.; ; Service level commitments; ; The service is hosted on highly available cloud infrastructure with redundancy across multiple availability zones; ; Proactive monitoring and alerting are in place to identify and resolve issues quickly; ; Planned maintenance is scheduled outside core business hours wherever possible and communicated in advance
• Approach to resilience: Service resilience; ; The Clearooms platform is hosted on Amazon Web Services (AWS) and built using a high-availability architecture. Core application components are deployed across multiple, physically separate availability zones within a region, reducing the risk of a single point of failure.; ; The service uses:; - Redundant compute, storage and networking, automatically scaling to handle demand; - Load balancing to distribute traffic and route around failures; - Continuous monitoring and alerting to detect and respond to incidents quickly; - Automated recovery mechanisms to restart or replace failed components; ; Datacentre resilience; - Physical datacentre resilience is provided by AWS and includes:; - Multiple geographically separate data centres per region; - Redundant power, cooling and network connectivity; - 24/7 monitoring, physical security and controlled access; - Regular testing of resilience and failover mechanisms; ; Data resilience; - Customer data is protected through:; - Encrypted, replicated storage; - Automated daily backups with defined retention periods; - Point-in-time recovery for critical data services
• Outage reporting: Public dashboard; - Clearooms maintains a public service status page that reports current service status, planned maintenance and historical incidents.; ; Email alerts; - Customers receive email notifications for service incidents and planned maintenance that may impact availability.; - Communications include status updates, progress information and confirmation once service is restored.

Identity and authentication

• User authentication needed: Yes
• User authentication:
  • Multi-Factor Authentication (MFA)
  • Username or password
• Access restrictions in management interfaces and support channels: Access to management interfaces is protected using Single Sign-On (SSO) where available, with multi-factor authentication (MFA) enforced for privileged accounts.
• Access restriction testing frequency: At least every 6 months
• Management access authentication: Multi-Factor Authentication (MFA)

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

Security governance

• Named board-level person responsible for service security: Yes
• Security governance certified: Yes
• Security governance standards:
  • CSA CSM version 4.0
  • Other
• Other security governance standards: Cyber Essentials Plus – Certified.
• Information security policies and processes: Clearooms maintains documented and regularly reviewed policies covering, including but not limited to:; - Cyber Security Policy; - Access Control Policy; - Acceptable Use Policy; - Password and Identity Management Policy; - Information Classification Policy; - Data Protection and Privacy Policy; - Backup, Data Retention and Destruction Policy; - Incident Management and Data Breach Response Policy; - Remote and Mobile Working Policies; - Supplier and Cloud Services Policies; ; These policies define roles, responsibilities, acceptable behaviour, and technical controls across the organisation.; ; Reporting structure; - Overall accountability for information security sits with senior management.; - Day-to-day security governance is owned by the CTO / Information Security -Lead, who is responsible for policy maintenance, risk management and incident response.; - Security issues, incidents and risks are reported directly to senior management, ensuring clear escalation and decision-making.
• Software Security Code of Practice: Yes

Operational security

• Configuration and change management standard: Complies with a recognised standard, for example CSA CCM v4.0 or SSAE-18 / ISAE 3402
• Configuration and change management approach: Clearooms tracks service components throughout their lifecycle using version control, environment segregation and audit logging. All changes are assessed for security impact, tested prior to deployment, approved by appropriate personnel, and monitored post-release to ensure ongoing security and resilience.
• Vulnerability management type: Complies with a recognised standard, for example CSA CCM v4.0 or SSAE-18 / ISAE 3402
• Vulnerability management approach: Clearooms identifies and assesses vulnerabilities through continuous scanning, threat intelligence and regular testing. Patches are prioritised by risk and deployed promptly using controlled change processes, with threat intelligence sourced from cloud providers, vendors and recognised security advisories.
• Protective monitoring type: Complies with a recognised standard, for example CSA CCM v4.0 or SSAE-18 / ISAE 3402
• Protective monitoring approach: Clearooms identifies potential compromises through continuous monitoring, logging and automated alerting. Suspected incidents are triaged quickly, contained using defined response procedures, and investigated promptly, with rapid action taken to minimise impact and meet regulatory and contractual obligations.
• Incident management type: Complies with a recognised standard, for example, CSA CCM v4.0 or ISO/IEC 27035:2011 or SSAE-18 / ISAE 3402
• Incident management approach: Clearooms maintains documented incident response procedures covering common operational and security events, including service outages, security incidents, data breaches and access issues.; ; Incidents are classified by severity and impact, with defined escalation paths and response actions for each category.; ; Users can report incidents through email, phone or live chat.; ; Clearooms monitors service health continuously.; ; During an incident, affected customers are kept informed via email and service status updates.; ; Once resolved, an incident report is provided where appropriate, outlining the nature of the incident, impact, resolution steps and any preventative actions taken.
• Post-quantum cryptography secure: No

Secure development

• Approach to secure software development best practice: Independent review of processes (for example CESG CPA Build Standard, ISO/IEC 27034, ISO/IEC 27001 or CSA CCM v4.0)

Public sector networks

• Connection to public sector networks: No

Pricing

• Discount for educational organisations: Yes
• Free trial available: Yes
• Description of free trial: Full access to all features for a maximum of 30 days; ; The free version is time-limited and intended solely for evaluation and proof-of-concept purposes.; ; At the end of the trial period, customers must upgrade to a paid subscription to continue using the service.
• Link to free trial: https://clearooms.com/registration-new/

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: 5%
• Between £1,000,001 and £2,500,000: 7%
• Between £2,500,001 and £5,000,000: 10%
• Over £5,000,001: 12%

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: No
• Cyber essentials: Yes
• Please provide your Cyber Essentials Certificate Number: 564c4f8e-5205-4dc5-87bc-038fb0016ae7
• Cyber essentials plus: Yes
• Please provide your Cyber Essentials Plus Certificate Number: 2b3978f2-8642-4b61-a66c-680c4d6af378
• 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
    • 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
    • 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
    • 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
    • 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
    • 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 to ensure business decisions re: price/cost, short lead times, payment timescales do not create modern slavery risks in the supply chain

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 sales@clearooms.com. Tell them what format you need. It will help if you say what assistive technology you use.