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
- Education pricing available
- Free trial available
Service documents
Request an accessible format
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
- 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
- Data import formats
-
- CSV
- ODF
- Other
- Other data import formats
-
- 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/