HYBRIDHERO LTD

HybridHero - Desk, Room, Parking and Visitor Management Software + HR Software

Software to book desks (hotdesks, assigned desks), schedule meeting room bookings, car-park booking, and for Visitor Management with check-in with advanced reporting & analytics.

A secure, sophisticated, enterprise-grade HR software solution designed to elevate your business operations with Performance management, Leave Management, Digital personal files, onboarding/off-boarding and benefits management.

Features

  • Manage, Book & Reserve Desks, Meeting Rooms and Parking Spaces
  • Hotdesk, desk hotelling, assigned desks, shared desks fully permissioned
  • Wellbeing Module, Capacity Limits, Sanitation Workflows, Social Distancing Procedures
  • Set & Share Workplace schedule, Interactive Workspace Maps
  • Multi-Language Support (including Welsh)
  • HR software with digital-files, onboarding-offboarding, performance management and Leave management
  • Integrations (e.g. Calendars) with Google-Suite, Microsoft Teams, Office 365, Outlook
  • QR Code sign-in, Touchless Check-in/out, Real-Time Contact Tracing
  • Real Time Reporting and Analytics including performance and attendance
  • Visitor Management

Benefits

  • Empower people to manage their own workweeks through hybrid working
  • Set in-office or work-from-home policy and report on compliance
  • Improve workforce productivity and wellbeing
  • Preview activities and people in the workplace
  • Enhance the workplace experience
  • Visitor Management & Space/Real Estate Optimisation
  • Reduce costs & workspace emissions
  • Real time reports, analytics and heatmaps
  • Support Enterprise Needs & Meet Compliance Requirements
  • Real time reporting for Insights to improve the workplace

Pricing

£69 a licence a month

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 chris.burke@hybridhero.com. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 13

Service ID

6 5 8 1 0 3 4 5 0 7 7 3 4 3 7

Contact

HYBRIDHERO LTD Chris Burke
Telephone: 07775303232
Email: chris.burke@hybridhero.com

Service scope

Software add-on or extension
Yes, but can also be used as a standalone service
What software services is the service an extension to
Extension to Outlook and Google Calendars or can be run as a stand-alone web and mobile application
Cloud deployment model
Private cloud
Service constraints
None
System requirements
None

User support

Email or online ticketing support
Email or online ticketing
Support response times
Usually within 1hr and up to 24hrs at the most during weekdays
If contact is made on weekend or public holiday a response will be sent the next working day
User can manage status and priority of support tickets
No
Phone support
Yes
Phone support availability
24 hours, 7 days a week
Web chat support
Web chat
Web chat support availability
24 hours, 7 days a week
Web chat support accessibility standard
None or don’t know
How the web chat support is accessible
Users can talk to sales and customer support via the HotDeskPlus website
Web chat accessibility testing
N/A
Onsite support
No
Support levels
Support levels we provide - We provide L1 support in chat/email and L2 support once a bug is identified. L3 support if there is an issue with Azure architecture affecting all clients.

Any production support does not involve cost.

We provide change request manager or PMO for managed services clients who prioritise the requests/issues with the technical team.
Support available to third parties
Yes

Onboarding and offboarding

Getting started
Dedicated onboarding team to assist new clients through the onboarding process and explain how to use the software
Service documentation
Yes
Documentation formats
  • HTML
  • PDF
End-of-contract data extraction
We remove their Data at their request in accordance with Data laws and GDPR compliance
End-of-contract process
Client stops using the product and data is removed from all HotDeskPlus systems after 3 months

Using the service

Web browser interface
Yes
Supported browsers
  • Internet Explorer 11
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari
  • Opera
Application to install
Yes
Compatible operating systems
  • Android
  • IOS
  • MacOS
  • Windows
  • Other
Designed for use on mobile devices
Yes
Differences between the mobile and desktop service
UX & UI format layout changes to account for different screen sizes

Also dedicated companion mobile app for IOS and Android
Service interface
No
User support accessibility
None or don’t know
API
No
Customisation available
Yes
Description of customisation
SSO User Permission Admin hierarchy and permissions Locations Custom floorplans / maps

Scaling

Independence of resources
Flexible Azure hosting service that can be scaled according to the demands of our user base

Analytics

Service usage metrics
No

Resellers

Supplier type
Not a reseller

Staff security

Staff security clearance
Other security clearance
Government security clearance
None

Asset protection

Knowledge of data storage and processing locations
Yes
Data storage and processing locations
  • United Kingdom
  • Other locations
User control over data storage and processing locations
Yes
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
Data sanitisation process
Yes
Data sanitisation type
Deleted data can’t be directly accessed
Equipment disposal approach
A third-party destruction service

Data importing and exporting

Data export approach
Download CSV file from our reporting module or request bespoke report from our Support Team
Data export formats
  • CSV
  • Other
Other data export formats
PDF
Data import formats
  • CSV
  • ODF
  • Other
Other data import formats
  • PDF
  • HTML
  • XML
  • XLS
  • Other as requested by Client

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
Do not have guaranteed availability
Approach to resilience
DR strategy which we can fail over to with a 4hr window
Outage reporting
Email alerts

Identity and authentication

User authentication needed
Yes
User authentication
  • Username or password
  • Other
Other user authentication
Single Sign On (SSO)
Active Directory (AD)
Access restrictions in management interfaces and support channels
Access to management interface is controlled by group privileges. No restrictions in support channels.
Access restriction testing frequency
At least every 6 months
Management access authentication
  • Username or password
  • Other
Description of management access authentication
Single Sign On (SSO)
Active Directory (AD)

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
No
Cyber essentials plus
No
Other security certifications
No

Security governance

Named board-level person responsible for service security
Yes
Security governance certified
No
Security governance approach
We are aligned with ISO27001 and working towards certification
Information security policies and processes
We align with ISO 27001 and are currently seeking certification.

Operational security

Configuration and change management standard
Supplier-defined controls
Configuration and change management approach
Quarterly penetration testing and vulnerabilities are categorised as high, medium and low. All vulnerabilities are remediated
Vulnerability management type
Supplier-defined controls
Vulnerability management approach
We work with a 3rd party supplier - Infysec
Protective monitoring type
Supplier-defined controls
Protective monitoring approach
Quarterly penetration testing and Infysec
Incident management type
Supplier-defined controls
Incident management approach
Incidents are raised through our support team an managed to resolution by our Incident management team. Root cause analysis is carried out on all major incidents

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
No

Social Value

Fighting climate change

Fighting climate change

HotDeskPlus acknowledge the Climate Emergency and the race to Net Zero. HotDeskPlus will be Net Zero by 2028.

We recently formulated a Carbon Reduction Plan which elaborates in detail our Scopes on emissions and the initiatives we have to meet this challenge. HotDeskPlus embrace our collective and urgent responsibility to address the causes of climate change and enhance the resilience of our business, our clients as well as its supply chain to withstand climate change impacts happening now and in the future. HotDeskPlus’ workplace management software can help identify inefficiencies and optimise space which thereby can lead to reducing energy consumption and as a result lead to a reduction in workspace emissions. Employees can save on travel with a hybrid working strategy, and this combined with the use of green fuels and environmentally friendly commuting and travel methods and incentives will help in reaching net zero emissions.

HotDeskPlus adopt the UN Climate Neutral Now definition of Net Zero by taking the following actions:

1. Measure 100% of the organisation’s GHG emissions
2. Reduce GHG emissions as far as possible
3. Offset remaining emissions through projects that remove carbon from the atmosphere in the long term

Emissions have been reported and recorded in accordance with the published reporting standard for Carbon Reduction Plans and the GHG Reporting Protocol corporate standard1 and uses the appropriate Government emission conversion factors for greenhouse gas company reporting2. Scope 1 and Scope 2 emissions have been reported in accordance with SECR requirements, and the required subset of Scope 3 emissions have been reported in accordance with the published reporting standard for Carbon Reduction Plans and the Corporate Value Chain (Scope 3) Standard3.

1. https://ghgprotocol.org/corporate-standard
2. https://www.gov.uk/government/collections/government-conversion-factors-for-company-reporting
3. https://ghgprotocol.org/standards/scope-3-standard
Covid-19 recovery

Covid-19 recovery

HotDeskPlus acknowledges the global impact of the Coronavirus Pandemic and embrace our collective responsibility to keep each other safe and healthy. This is no more important than in the workplace. HotDeskPlus can ensure that your business and its employees are brought back to the office safely and securely, employee wellbeing, health and safety at the heart of your return-to-work strategy. Our software helps prevent potentially ill people from coming on-site. Employees can confirm through the software they are vaccinated, have received a negative COVID test, or attest that they are symptom-free before they arrive.

HotDeskPlus also allows entry criteria to be set through our visitor management module, enabling you to securely welcome guests with confidence while keeping people safe. Control building access with HotDeskPlus; ensure that only employees and visitors who meet your criteria and pass your screening can enter the building by utilising our facilities and visitor management module.

Keep office occupancy at safe levels. Ensure people can work at a safe distance by managing office occupancy and which desks and rooms are available to book. Enforce capacity limits and stop people from registering or signing in past your office’s max capacity to prevent overcrowding. Space out workstations and help employees keep a safe distance by spacing out which desks they can book.

Provide sanitation workflows for your office to ensure that your office is always clean and tidy and that germs are not allowed to spread. Act swiftly if someone gets sick. You have a record of everyone who enters the office, so it’s easy to perform contact tracing and notify the right people if a situation arises.
Tackling economic inequality

Tackling economic inequality

HotDeskPlus is an organisation of equal opportunity for all. As a hybrid working organisation our employees and workers are spread across the globe. This enables us to hire the best talent and not preclude individuals who otherwise would not be able to travel to physical locations for work or afford the living costs for the locations we are based. For those that use the HotDeskPlus software can identify cost saving opportunities in their offices and buildings by optimising their space management. These savings can make firms more productive and enable them to scale faster and employ more people. It also can be used to implement Social Value initiatives.
Equal opportunity

Equal opportunity

HotDeskPlus is an organisation of equal opportunity for all. As a hybrid working organisation our employees and workers are spread across the globe. This enables us to hire the best talent and not preclude individuals who otherwise would not be able to travel to physical locations for work or afford the living costs for the locations we are based. For those that use the HotDeskPlus software can identify cost saving opportunities in their offices and buildings by optimising their space management. These savings can make firms more productive and enable them to scale faster and employ more people. It also can be used to implement Social Value initiatives.
Wellbeing

Wellbeing

At HotDeskPlus we want to create a workplace where people want to be. We offer peace of mind to clients through the difficulties of returning to the office with employee wellbeing and health & safety at the heart of the hybrid return to work strategy. With COVID-19 self-certifications, real-time contact tracing, socially distanced officer layouts, sanitation workflows, and touchless sign-in and sign out as well as a screening process for visitors, ensures that you can keep people safe and healthy.
Additionally, be compliant and keep people safe. Have visibility on who are the fire wardens and first aid points

Reduce the frustration out of struggling to find a desk and getting distracted. HotDeskPlus simplify the logistics of daily life in the workplace so employees can focus on the work that matters. With everything in one simple app, employees can share schedules, take your health check, and even book desks and rooms—all in one flow, all in one place. See who’s in and what's available – find anyone or anything through an interactive map of your office Easily find and book an available desk, meeting room or parking space nearby instantly.

Make office and company announcements, conduct DSE assessments and surveys, facilitate issue management, and collect feedback from employees with ease. Provide exercise and healthy eating tips.

Pricing

Price
£69 a licence a month
Discount for educational organisations
Yes
Free trial available
Yes
Description of free trial
Full Product for 14 day free trial
Link to free trial
https://hotdeskplus.com/

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 chris.burke@hybridhero.com. Tell them what format you need. It will help if you say what assistive technology you use.