SPACEWELL | A Nemetschek Company

Spacewell Workplace – Workplace Reservations, Space Management and Utilisation Analytics SaaS

Spacewell Workplace is a workplace management platform helping organizations run hybrid offices, combining space and floor plan management, desk and room reservations, visitor workflows, service requests, and sensor-driven workplace analytics. By linking bookings with occupancy insights, it helps workplace and facility teams optimize utilization, improve experience, and guide data-driven decisions.

Features

• Cloud-hosted platform accessible via web and mobile.
• Role-based access control with configurable permissions.
• Interactive floor plans with capacity rules and space metadata.
• Booking policies, approvals, and check-in support.
• Real-time dashboards for utilization, occupancy, comfort and booking metrics.
• Sensor data ingestion for occupancy, headcount, traffic, and IAQ.
• Open APIs for integrations with calendars and service platforms.
• Data exports and warehouses for BI tools and analytics pipelines.
• Audit trails for key actions and configuration changes.
• Multi-site structure supporting buildings, floors, zones, and rooms.

Benefits

• Optimize space utilization using booking data and occupancy insights.
• Improve portfolio decisions with benchmarks, trends, and scenario analytics.
• Quickly book desks and rooms with intuitive self-service workflows.
• Support hybrid work by matching spaces to demand and activities.
• Keep floor plans accurate by centrally managing spaces/zones/attributes.
• Streamline visitor experiences with registration, arrival flows, and notifications.
• Submit service requests fast using QR codes and mobile forms.
• Track service delivery with statuses, SLAs, and performance reporting.
• Improve comfort by monitoring IAQ, temperature, and occupancy trends.
• Connect workplace data via APIs for integrated service ecosystems.

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

Framework

G-Cloud 15

Service ID

658611860071199

Contact

Neil Dewing
+44 7787 511955
presales@spacewell.com

About your service

• Service categories:

  Applications

  Enterprise resource management

  • Project and portfolio management
• Multi cloud support: No

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: Spacewell Workplace is not an extension to a specific software service. It is a standalone platform that can integrate with calendars (i.e. Microsoft 365), ITSM/service tools (e.g., TOPdesk), access control (e.g., AEOS), identity/SSO, BI/data platforms, and IoT systems, depending on scope.
• Cloud deployment model: Public cloud
• Service constraints: No unusual constraints; standard SaaS maintenance windows and browser requirements apply
• System requirements:
  • Modern web browser, current or previous major version
  • Reliable internet connection for all end users
  • Enabled JavaScript and cookies in the browser
  • User device running a supported desktop or mobile OS
  • Optional: Email account for receiving notifications and password resets

User support

• Email or online ticketing support: Yes
• Support response times: Support related to service continuity and availability is provided 24/7 with an availability SLA of 99.8%. For feature-related support tickets, response times follow business hours and are prioritised based on criticality.
• 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: Availability SLA typically 99.8% annually, excluding scheduled maintenance and force majeure; availability and service continuity incidents are monitored and handled 24/7. Unscheduled outages are addressed as a priority and resolved within 4 hours, with communication via the support portal and email.​Feature-related and non-critical incidents are handled in business hours, with response times prioritised by criticality/impact.​Customers can submit and track support tickets via the support portal.​Regular planned maintenance windows are used for upgrades and security updates, with advance notice and efforts to minimise disruption.​Service data is backed up daily following standard cloud best practices (multiple copies, geographically separate locations, and defined retention periods), and restoration from backup is included when failure is attributable to the service or hosting provider.​Support for service continuity and availability is included in the SaaS subscription; there is no separate charge for standard support.​Enhanced support options (such as extended hours) can be scoped commercially if required by a customer, but are not mandatory for normal operation.​Customers receive access to a support team with technical product expertise for incident resolution and configuration questions; a named account manager and customer success contact is provided under the commercial agreement rather than separately charged.
• Support available to third parties: Yes

Onboarding and offboarding

• Getting started: Spacewell Workplace helps users get started through a structured implementation approach, role-based training, and self-service resources. During onboarding, Spacewell consultants or implementation partners work with key users to configure the workplace set-up (locations, spaces and floor plans), booking policies, user roles, and any agreed integrations (e.g., Microsoft 365/Outlook, identity provisioning), using workshops and guided configuration sessions aligned to the customer’s hybrid working policies.; ; Training is typically delivered through remote sessions and can include onsite workshops where agreed. A train-the-trainer approach is commonly used so customer administrators can support ongoing adoption internally. Users also get access to online product documentation, a knowledge base, release notes, and a support portal to help with day-to-day questions, onboarding new users, and expanding usage over time.
• Service documentation: Yes
• Documentation formats:
  • HTML
  • ODF
  • PDF
• End-of-contract data extraction: Users can extract their data at the end of the contract through standard export and handover options agreed during offboarding. Workplace data can be retrieved via the Spacewell Workplace REST API and/or through the Google BigQuery data lake (where enabled) to obtain datasets generated in the platform, such as bookings, occupancy/sensor metrics, and related workplace records. In addition, structured exports (e.g., CSV or similar formats) can be provided for relevant master and transactional data. Where required, Spacewell can support an agreed offboarding plan to ensure a complete data handover is delivered before the service is decommissioned.
• End-of-contract process: At the end of the contract, Spacewell and the customer agree an offboarding plan covering timelines, data handover, and service shutdown. After the agreed notice period, access to the Workplace environments (production, test, and backups) is withdrawn once the customer has received the required data exports, in line with the contract and applicable data protection regulations. Customers can extract data via the Workplace REST API and/or the BigQuery data lake (where enabled). Where needed, Spacewell can provide additional extracts and handover support as a professional service before decommissioning.; ; Included in the contract price are the SaaS subscription, standard environments (production, test, backup), standard product updates, standard availability and support per SLA, and access to documentation and the support portal. Additional costs may apply for professional services such as extended consulting, bespoke integrations, non-standard data extraction/handover support, or enhanced support beyond the standard SLA.
• Documentation accessibility standard: None or don’t know
• How the documentation is accessible: Onboarding and offboarding information is provided through our online knowledge base (HTML) and customer documentation in PDF, including implementation and project plans as well as contractual documents that describe data export options and end‑of‑service procedures, all accessible via the customer portal or shared project workspaces.

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari
  • Opera
  • Other
• Application to install: No
• Designed for use on mobile devices: Yes
• Differences between the mobile and desktop service: The service uses a responsive web interface, so core functionality is available on smartphones, tablets and laptops/desktops. With screens automatically adapting to device size. For mobile devices, Spacewell has a dedicated Workplace app available in both Google Play (Android) and App store (IoS). The Spacewell Workplace is a companion app that helps employees manage their workday on the go—such as booking desks and meeting rooms, finding available spaces, and staying informed about workplace services and updates. It provides a simple, user-friendly way to access key Workplace functions from a smartphone.
• Service interface: Yes
• User support accessibility: None or don’t know
• Description of service interface: The Spacewell Workplace interface is designed to be intuitive and task-focused, minimizing steps for common actions like finding and booking spaces. Users can access live floor plans and list views to browse availability, navigate through buildings and floors, and book desks or rooms quickly. A consistent UI across web and mobile keeps workflows familiar and reduces the learning curve.
• Accessibility standards: None or don’t know
• Description of accessibility: Spacewell Workplace is accessible via web and mobile and supports users through consistent, straightforward workflows. The service offers multiple ways to complete tasks—such as using live floor plans or list views to find and book spaces—so users can choose what works best for them. Accessibility is supported by Spacewell’s defined accessibility design principles, and the interface can be used alongside standard device and browser accessibility features (e.g., text scaling and assistive technologies), with optional language support depending on configuration.
• Accessibility testing: Accessibility of the interface has been assessed through expert audits against the WCAG 2.2 guidelines, including a re-audit at the end of last year that verified progress on previously identified issues and highlighted remaining gaps towards full WCAG 2.2 AA conformance. As part of this process, the product was tested in combination with common assistive technologies and browser accessibility features (for example screen readers, keyboard-only use, and zoom).
• API: Yes
• What users can and can't do using the API: Spacewell Workplace provides a REST API that enables customers and partners to integrate and automate common workplace workflows. Using the API, users can connect external systems to exchange core data such as locations/spaces, bookings, occupancy-related metrics (where available), and operational records, depending on the licensed modules and permissions. Customers can also use webhooks to ingest hardware-agnostic sensor data via compatible IoT platforms, enabling real-time insights without being tied to specific sensor brands.; ; Setup via API: The API can support initial configuration and data loading (e.g., importing locations/spaces, synchronizing users and organizational structures from HR/identity sources, and connecting to calendaring systems such as Microsoft 365/Outlook through standard integrations).; ; Changes via API: Users can create, update, or retrieve relevant records (e.g., space metadata, booking-related data, and integration-driven user/profile updates), and automate synchronization with existing customer systems.; ; Limitations: API access is controlled by role-based permissions and scope; available endpoints depend on purchased modules and enabled integrations. Some configuration and governance settings may remain admin-managed in the application. Third-party integration behavior can also be constrained by external vendor APIs, authentication models, and rate limits.
• API documentation: Yes
• API documentation formats:
  • Open API (also known as Swagger)
  • HTML
• API sandbox or test environment: Yes
• Customisation available: Yes
• Description of customisation: What can be customised:; Spacewell Workplace supports limited, controlled customization, because it is typically deployed using proven best-practice configurations rather than bespoke changes. Customization is mainly focused on configuring how the service is used, such as: booking policies and rules (who can book what, lead times, approvals, check-in/no-show), space types/capacities/attributes, and the customer’s location structure (sites/buildings/floors). Deeper UI or product logic customizations are not standard.; ; How users can customise:; Through controlled configuration in the back-end. This is typically set during implementation using best-practice templates, and can be adjusted later by trained administrators or with Spacewell consulting support.; ; Who can customise:; Spacewell consultants and trained customer admin users (designated key users), based on agreed roles and permissions.

Scaling

• Independence of resources: The service runs on scalable cloud infrastructure so capacity can be increased as demand grows, helping to maintain stable performance for all users. In addition, logical tenant isolation and fair‑usage controls (such as rate limits and throttling) prevent individual customers from consuming disproportionate resources, reducing any “noisy neighbour” impact on others.

Analytics

• Service usage metrics: Yes
• Metrics types: Spacewell Workplace provides a login log that records each login event (user and timestamp), and user records show the last login date per user, which can be used to monitor access and activity levels. The Space management feature specifically logs who, when and what changes have been made to floor plans.
• Reporting types:
  • Real-time dashboards
  • Regular reports
  • Reports on request
• Resource tagging: Yes
• FOCUS resource tagging: 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: European Economic Area (EEA)
• User control over data storage and processing locations: Yes
• Datacentre security standards: Complies with a recognised standard (for example CSA CCM version 4.0)
• 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 SSAE-18 / ISAE 3402
• 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

Data importing and exporting

• Data export approach: Users can export data in three main ways. Scheduled exports can be configured to run automatically and deliver files (for example CSV/XLSX/PDF) to external destinations such as SFTP endpoints or designated email recipients, all from the back-end. Ad hoc exports allow users to generate and download reports or data extracts like, Space data insight charts or XLSX format. In addition, data can be exchanged via API and web services so that external systems can programmatically pull or receive records such as buildings, assets, and reservations in an automated way.
• Data export formats:
  • CSV
  • Other
• Other data export formats:
  • PDF
  • PNG
  • XLSX
  • JSON
  • XML
  • DOCX
• Data import formats:
  • CSV
  • Other
• Other data import formats:
  • JSON
  • XML
  • SVG

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: The service is operated as a high‑availability SaaS platform, designed for 24/7 operation with an uptime target in the region of 99.5–99.9% over a year, excluding planned maintenance windows. Any precise remedies for non‑compliance (for example, service credits or other compensation) are defined in the individual customer contract and associated commercial terms, rather than through a universal, one‑size‑fits‑all policy.
• Approach to resilience: The service is designed with high availability, redundancy, and backup mechanisms so it can continue operating even if individual components or a datacentre location fail. This includes the use of multi‑regional storage and regular backups, following a 3‑2‑1‑style approach so that copies are stored in separate locations to support durability and recovery, with daily, monthly, and yearly backup cycles with defined retention periods and more frequent backups for core databases to minimise potential data loss. A formal Disaster Recovery Plan is defined as part of the ISO 27001 information security management system, and detailed infrastructure and datacentre resilience architecture (for example, use of multiple availability zones or regions and associated failover design) can be shared under NDA and is available on request rather than published in full.
• Outage reporting: Outages and major incidents are communicated directly to customers rather than via a public status dashboard or open API. Users are informed through service and incident communications, typically using email notifications and agreed account channels, so they receive clear updates about impact, progress, and resolution without needing to monitor a public status page.

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: Access to management interfaces and support channels is restricted using strong authentication and role‑based access control so only authorised staff can administer Spacewell Workplace or view customer data. Administrative and support accounts are provisioned on a least‑privilege basis, with access approved, regularly reviewed, and revoked on role change or departure, in line with ISO 27001 access‑control expectations and NCSC’s identity and authentication principle. Access to management actions and sensitive support artefacts (for example logs, screenshots) is audited to support accountability and ISAE 3402 Type II assurance over control operation.
• Access restriction testing frequency: Less than once a year
• Management access authentication:
  • Multi-Factor Authentication (MFA)
  • Username or password

Audit information for users

• Access to user activity audit information: Users contact the support team to get audit information
• How long user audit data is stored for: At least 12 months
• Access to supplier activity audit information: Users contact the support team to get 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: ISO/IEC 27001
• Information security policies and processes: Information security is governed by a formal management system aligned with ISO 27001, with policies and processes defined at Nemetschek Group level and implemented by Spacewell for its SaaS services. These policies cover areas such as risk management, access control, secure development, business continuity, and are established, documented, approved, communicated, applied, periodically evaluated, and reviewed at least annually.​Independent internal and external audits (including ISO 27001 certification and ISAE 3402 reports) are performed at least annually to verify compliance with these policies and applicable legal/contractual requirements. Audit findings are managed through a risk‑based corrective action process, with remediation status reported to Spacewell leadership and the group security officer, providing a clear reporting line and ensuring that policy deviations are tracked, prioritised, and resolved.​Operationally, Spacewell follows a defined SDLC and change‑management process, including security risk assessments, peer reviews, automated testing, vulnerability scanning, SAST, and periodic penetration testing, all governed by the Group’s secure development and risk‑management policies. Business continuity, backup, disaster recovery, and cryptography/key‑management policies are also in place, with responsibilities shared between Spacewell and its cloud provider (GCP), and with regular testing of backups and DR plans to ensure that documented controls operate effectively in practice.
• 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: Configuration and change management are governed by formal policies that form part of the Nemetschek Group information security management system, aligned with ISO 27001 requirements for change control, risk assessment, and operational security. Service components are tracked via documented baselines and controls that restrict unauthorised changes, with monitoring and rollback procedures to detect/correct configuration drift, supporting ISO 27001 control objectives and the control environment assessed in ISAE 3402 Type II. Security impact is assessed through risk assessments, structured change workflows, peer reviews, QA testing, and integrated security testing within the SDLC so that potential security issues are identified and remediated.
• Vulnerability management type: Complies with a recognised standard, for example CSA CCM v4.0 or SSAE-18 / ISAE 3402
• Vulnerability management approach: Spacewell Workplace uses a risk‑based vulnerability management process aligned with ISO 27001 and supported by ISAE 3402 Type II audited controls. Technical vulnerabilities are identified via vendor advisories, industry feeds, and scanning, then assessed for impact and exploitability. Critical issues are patched as quickly as operationally feasible, often through expedited changes, while lower‑risk items are scheduled into regular maintenance with defined SLAs and compensating controls where needed. This approach fulfils ISO 27001 Annex A 8.8 and is evidenced through recurring third‑party assurance reporting.
• Protective monitoring type: Complies with a recognised standard, for example CSA CCM v4.0 or SSAE-18 / ISAE 3402
• Protective monitoring approach: Spacewell Workplace is protected through continuous logging, central monitoring, and alerting on suspicious authentication, configuration, and system events, enabling early detection of potential compromises. Monitoring and incident handling are governed by an ISO 27001‑aligned ISMS, with a defined incident‑response process that classifies severity, contains issues, and drives remediation. High‑severity alerts are handled immediately, with containment typically initiated within minutes, in line with common SaaS incident‑response expectations, and these controls are covered in the ISAE 3402 Type II control environment for independent assurance.
• 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: Spacewell Workplace follows an ISO 27001‑aligned incident management process with predefined procedures for common security and service events (e.g. outages, suspected compromise, data‑access issues). Incidents can be reported by users via the service desk/support channels, which log, categorise, prioritise, and route them to the appropriate operational or security teams. The response process covers detection, analysis, containment, eradication, recovery, and post‑incident review, and for material incidents Spacewell provides customers with incident reports summarising impact, timeline, root cause, and corrective actions; operation of these controls is subject to independent assurance under ISAE 3402 Type II.
• 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: No
• Free trial available: No

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

• Less than £250,000: 0%
• Between £250,000 and £500,000: 5%
• Between £500,001 and £1,000,000: 5%
• Between £1,000,001 and £2,500,000: 8%
• Between £2,500,001 and £5,000,000: 10%
• Over £5,000,001: 10%

Non-mandatory Standards and certifications

• ISO/IEC 27001 certification: Yes
• Who accredited the ISO/IEC 27001: TÜV SÜD AMERICA INC
• ISO/IEC 27001 accreditation date: Monday 30 September 2024
• What the ISO/IEC 27001 doesn’t cover: Our IISO/IEC 27001:2022 certification covers the development, implementation, and maintenance of software solutions within the Architecture, Engineering, Construction, and Operations (AEC/O) lifecycle.; Activities, systems, or services outside this scope are not covered.
• ISO 28000:2022 certification: No
• ISO 9001 certification: No
• Quality management systems (QMS): Yes
• CSA STAR certification: No
• PCI certification: No
• Cyber essentials: No
• Cyber Essentials Alternative: You do not have a current and valid Cyber Essentials certificate, or will not have in place within 12 months of the date of award but have an IASME certified equivalent.
• Cyber essentials plus: Yes
• Please provide your Cyber Essentials Plus Certificate Number: A9b607e0-582b-49ed-89dd-a7c3b3d56074
• 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

    • 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
    • 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 report and address bullying and harassment
    • Activities to cascade good practice on fair working conditions throughout the supply chain
    • 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 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
    • Measures to identify, mitigate and manage modern slavery risks relating to the contract and how these will be implemented
    • 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

  • 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 opportunities for additional environmental benefits delivery in the performance of the contract, including working towards net zero carbon emissions and use of clean energy and green technologies

  • 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 6: Employment and training: For those who face barriers to employment

    • Understanding of the issues affecting inequality in employment, skills and pay in 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 tackle inequality in employment, skills and pay in the contract workforce

  • Mission: Build an NHS fit for the future: That is there when people need it; with fewer lives lost to the biggest killers; in a fairer Britain, where everyone lives well for longer.

    Policy Outcome 8: Increasing productivity through physical and mental wellbeing: In the supply chain and communities in the relevant area.

    • Understanding of issues relating to health and wellbeing, including physical and mental health, in the contract workforce
    • Understanding barriers to access to health and social care services or employment opportunities e.g. digital inclusion

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