GET SWARMS LIMITED

Workplace management system

Our Workplace Management System facilitates seamless reservation of rooms and hot desks. The suite allows booking through web, mobile, signage, kiosk devices, and directly from O365 and G-suite applications. Scalable, flexible, and hardware-independent, the browser-based solution is user-friendly, supports internal and external users, and offers comprehensive reporting for enhanced workspace.

Features

• Intuitive booking interface for effortless reservations and scheduling.
• Delivers alerts via SMS, App, Email, onscreen messaging
• Seamless integration with existing calendars and communication tools.
• Multi-platform accessibility for convenient booking management from anywhere.
• Secure payment processing for hassle-free transactions and peace of mind.
• Collaborative features for team coordination and shared workspace utilization.
• Meeting room booking, hot desk booking and car park booking
• Flexible booking policies to accommodate changing business requirements.
• Real-time availability updates for quick decision-making.
• Support a high number of concurrent licence holders / users

Benefits

• Reserve rooms, desks, and resources from multiple devices and locations.
• Customize interface and generate/send invoices effortlessly.
• Authorize access to specific rooms and resources seamlessly.
• Prevent room and resource double bookings efficiently.
• Enable roles and groups for swift deployment and API integration.
• Integrate occupancy sensor systems for real-time view of estate usage.
• Implement secure self-service check-in for Visitor Management.
• Save time by automating repetitive manual tasks effectively.
• Empower users to manage their room bookings easily.
• Manage content swiftly on-the-go, utilizing dashboards and file uploading.

• 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 Amit.Jain@getSwarms.com. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 15

Service ID

688935572038005

Contact

Amit Jain
07545641528
Amit.Jain@getSwarms.com

About your service

• Service categories:

  Applications

  Enterprise resource management

  Human capital management

  • Core Human Resources Applications
  • Talent Management Applications
• Multi cloud support: Yes

Service scope

• Software add-on or extension: No
• Cloud deployment model:
  • Public cloud
  • Private cloud
  • Community cloud
  • Hybrid cloud
• Service constraints: None - pls speak to GetSwarms team for confirmation at the time of contract.
• System requirements:
  • A secure high speed internet
  • Modern web browser such as Safari, Chrome, Firefox, Edge etc.

User support

• Email or online ticketing support: Yes
• Support response times: We provide 24x7 prioritised service for the customer technical support staff. Our response times are as follows: P1: CRITICAL - 15 mins P2: URGENT - 1 Hour P3: IMPORTANT - 3 Hrs P4: COSMETIC/MINOR - 1 Day
• User can manage status and priority of support tickets: Yes
• Online ticketing support accessibility: WCAG 2.2 AAA
• Phone support: Yes
• Phone support availability: 24 hours, 7 days a week
• Web chat support: Yes
• Web chat support availability: 24 hours, 7 days a week
• Web chat support accessibility standard: WCAG 2.2 AAA
• Web chat accessibility testing: Web chat accessibility testing: Accessibility Testing, Functional Testing, UAT Testing.
• Onsite support: Yes
• Support levels: We provide a dedicated Technical Account manager for the duration of contract who serves as an escalation point for any service-related issues. Additionally, we can offer Level 1, 2 and 3 support depending on the needs of our clients. Cost will vary depending upon the required service levels.
• Support available to third parties: Yes
• AI chatbot: Yes

Onboarding and offboarding

• Getting started: There are online how-to videos, extensive help guides, documentation, community forums, comments, support desk available for users. The GUI itself is quite intuitive. We can provide onsite training at an extra cost.
• Service documentation: Yes
• Documentation formats:
  • HTML
  • ODF
  • PDF
• End-of-contract data extraction: All the data of a user or organisation in any service reside in their own namespace. This is deliberately designed this way from ground up to maximise user control on their information. They can download all the info pertaining to them. Also they can raise SAR requests as per GDPR if required. At the end of the contract, data is provided to the user/organisation as per data retention policies, legal frameworks and their requirements
• End-of-contract process: Buyer may terminate the relationship with Supplier for any reason by (i) providing Supplier with notice and (ii) closing Buyers account for all services for which Supplier provide an account closing mechanism. Buyers pay for the services they use to the point of account termination. Supplier customers retain control and ownership of their data. Supplier will not erase customer data for 30 days following an account termination. This allows customers to retrieve content from Supplier services so long as the customer has paid any charges for any post-termination use of the service offerings and all other amounts due.
• Documentation accessibility standard: WCAG 2.2 AAA

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari
  • Opera
• Application to install: No
• Designed for use on mobile devices: Yes
• Differences between the mobile and desktop service: None - The service is fully responsive and offers all the features on mobile .
• Service interface: Yes
• User support accessibility: WCAG 2.2 AAA
• Description of service interface: There are various level of admin, editor and role based GUI. This can also be accomplished via API. The security is down to the DB level so only the information user is supposed to know is returned to them
• Accessibility standards: WCAG 2.2 AAA
• Accessibility testing: Accessibility testing, Google lighthouse, Auditing, Screen reader testing etc.
• API: Yes
• What users can and can't do using the API: No limitations - API is fully secure, user can authenticate using various mechanisms. Users can use API keys or their login info to authenticate. The API offers full CRUD operations. There is a SWAGGER UI available to help users understand API better.
• API documentation: Yes
• API documentation formats:
  • Open API (also known as Swagger)
  • HTML
  • ODF
  • PDF
• API sandbox or test environment: Yes
• Customisation available: Yes
• Description of customisation: We are world's first fully extensible, customizable service built on Particles technology that we have developed in-house. You can customize not just the look & feel but also the data attributes, capture additional info in new attributes, change existing attributes, add new entities, add data or whatsoever is required - all that with almost zero coding. It's all configurable from the Web GUI itself. Users can customize it themselves, It is very user friendly. Also, there is lots of documentation, how-to videos available for each service we offer on ParticlesCloud.com

Scaling

• Independence of resources: The app is built on auto-scalable infrastructure and will automatically expand to use more instances/storage/memory when it experiences additional load

Analytics

• Service usage metrics: Yes
• Metrics types: The app has data analytics available via GUI and API. This measures various aspects of usage of service from page views, number of active users, login history, account audits, audit trail for changes and so on
• Reporting types:
  • API access
  • Real-time dashboards
  • Regular reports
  • Reports on request
• Resource tagging: Yes
• FOCUS resource tagging: Yes

Resellers

• Supplier type: Not a reseller

Staff security

• Staff security clearance: Conforms to BS7858:2019
• Government security clearance: Developed Vetting (DV)

Asset protection

• Knowledge of data storage and processing locations: Yes
• Data storage and processing locations:
  • United Kingdom
  • European Economic Area (EEA)
  • Other locations
• 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 every 6 months
• Penetration testing approach: ‘IT Health Check’ performed by a CREST-approved service provider
• 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
  • Explicit overwriting of storage before reallocation / Secure Erase

Data importing and exporting

• Data export approach: They can get a database dump in a CSV, excel format or they can download it from GUI
• Data export formats:
  • CSV
  • ODF
  • Other
• Other data export formats:
  • JSON
  • Text Files
  • Xml
  • YAML
• Data import formats:
  • CSV
  • ODF
  • Other
• Other data import formats:
  • JSON
  • XML
  • Delimited Text

Data-in-transit protection

• Data protection between buyer and supplier networks:
  • Private network or public sector network
  • TLS (version 1.2 or above)
  • IPsec or TLS VPN gateway
  • Legacy SSL and TLS (under version 1.2)
• Data protection within supplier network:
  • TLS (version 1.2 or above)
  • IPsec or TLS VPN gateway
  • Legacy SSL and TLS (under version 1.2)

Availability and resilience

• Guaranteed availability: We provide 99.99% SLA for availability of our services. We are available on Multi-Cloud therefore please also check SLAs below pertaining to your chosen cloud. AWS provided here for Azure/GCP check their SLA: AWS currently provides SLAs for several services. Due to the rapidly evolving nature of AWS’s product offerings, SLAs are best reviewed directly on our website via the links below: • Amazon EC2 SLA: http://aws.amazon.com/ec2-sla/ • Amazon S3 SLA: http://aws.amazon.com/s3-sla • Amazon CloudFront SLA: http://aws.amazon.com/cloudfront/sla/ • Amazon Route 53 SLA: http://aws.amazon.com/route53/sla/ • Amazon RDS SLA: http://aws.amazon.com/rds-sla/ • AWS Shield Advanced SLA: https://aws.amazon.com/shield/sla/ Well-architected solutions on AWS that leverage AWS Service SLA’s and unique AWS capabilities such as multiple Availability Zones, can ease the burden of achieving specific SLA requirements.
• Approach to resilience: This information is available on request. For quick reference, we use auto-scaling with multi-AZ, multi-region deployments. We are using AWS cloud. Also see AWS services resilience approach below: The AWS Business Continuity plan details the process that AWS follows in the case of an outage, from detection to deactivation. AWS has developed a three-phased approach: Activation and Notification Phase, Recovery Phase, and Reconstitution Phase. This approach ensures that AWS performs system recovery and reconstitution efforts in a methodical sequence, maximizing the effectiveness of the recovery and reconstitution efforts and minimizing system outage time due to errors and omissions. AWS maintains a ubiquitous security control environment across all regions. Each data centre is built to physical, environmental, and security standards in an active-active configuration, employing an n+1 redundancy model, ensuring system availability in the event of component failure. Components (N) have at least one independent backup component. All data centres are online and serving traffic. In case of failure, there is sufficient capacity to enable traffic to be load-balanced to the remaining sites. Customers are responsible for implementing contingency planning, training and testing for their systems hosted on AWS
• Outage reporting: Publicly available dashboard; personalised dashboard with API and events; configurable alerting (email / SMS / messaging)

Identity and authentication

• User authentication needed: Yes
• User authentication:
  • Multi-Factor Authentication (MFA)
  • Public key authentication (including by TLS client certificate)
  • Identity federation with existing provider (for example Google Apps)
  • Limited access network (for example PSN)
  • Dedicated link (for example VPN)
  • Username or password
• Access restrictions in management interfaces and support channels: The Identity and Access Management (IAM) module ensures controlled user access to our services, APIs, and resources. It incorporates various parameters like time, IP address, SSL usage, and multi-factor authentication (MFA) for authorized users. Customers sign API calls with their Secret Access Key, which could be either the root Account’s or a user's created through IAM. Without access to this key, customers' API calls cannot be executed. API calls are further secured via TLS/SSL encryption, ensuring confidentiality. Additionally, customers have the option to utilize TLS/SSL-protected API endpoints for enhanced security measures.
• Access restriction testing frequency: At least every 6 months
• Management access authentication:
  • Multi-Factor Authentication (MFA)
  • Public key authentication (including by TLS client certificate)
  • Identity federation with existing provider (for example Google Apps)
  • Limited access network (for example PSN)
  • Dedicated link (for example VPN)
  • Username or password

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: User-defined
• Access to supplier activity audit information: Users have access to real-time audit information
• How long supplier audit data is stored for: User-defined
• How long system logs are stored for: User-defined

Security governance

• Named board-level person responsible for service security: Yes
• Security governance certified: Yes
• Security governance standards:
  • CSA CSM version 4.0
  • ISO/IEC 27001
• Information security policies and processes: We operate a formal information security management framework aligned with ISO/IEC 27001, UK GDPR, and the NCSC Cyber Assessment Framework principles. The framework is supported by policies covering information security, access management, data protection, secure development, incident management, supplier assurance, business continuity, and acceptable use. Overall accountability for information-security is held by senior management, with day-to-day responsibility assigned to a designated security lead. Defined governance and escalation arrangements are in place to manage security incidents, risks, and policy exceptions affecting the SaaS platform. Security risks, vulnerabilities, and incidents are identified, recorded, assessed, and tracked to resolution through established risk and incident management processes that are embedded into the operation of the SaaS service and supporting environments. Security controls are embedded into service delivery through onboarding and role-based training, regular security awareness activities, controlled access management, and secure-by-design development and deployment practices. Technical measures include least-privilege access, tenant and environment segregation, encryption of data in transit and at rest, audit logging, vulnerability management, and regular patching. Compliance with security requirements is maintained through internal reviews, management oversight, supplier assurance activities, and third-party security testing. Any identified non-conformities are formally recorded, with corrective actions assigned, tracked, and reviewed to support continual improvement.
• 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: Changes to our services and features follow secure software development practices, including security risk reviews prior to launch. Developer access to production environments is via explicit access system requests, subject to owner review and authorisation. Teams set bespoke change management standards per service, underpinned by standard guidelines. All production environment changes are reviewed, tested and approved. Stages include design, documentation, implementation (including rollback procedures), testing (non-production environment), peer to peer review (business impact/technical rigour/code), final approval by authorised party. Emergency changes follow incident response procedures.
• Vulnerability management type: Complies with a recognised standard, for example CSA CCM v4.0 or SSAE-18 / ISAE 3402
• Vulnerability management approach: Security team performs vulnerability scans on the host operating system, web applications, and databases in the AWS environment. Approved 3rd party vendors conduct external assessments (minimum frequency: quarterly). Identified vulnerabilities are monitored and evaluated. Countermeasures are designed and implemented to neutralise known/newly identified vulnerabilities. Our underlying cloud e.g. AWS Security monitors newsfeeds/vendor sites for patches and receives customer intelligence via http://aws.amazon.com/security/vulnerability-reporting/. We are responsible for all scanning, penetration testing, file integrity monitoring and intrusion detection for our Amazon EC2 and Amazon ECS instances/ applications and other services.
• Protective monitoring type: Complies with a recognised standard, for example CSA CCM v4.0 or SSAE-18 / ISAE 3402
• Protective monitoring approach: We deploy (pan-environmental) monitoring devices to collect information on unauthorized intrusion attempts, usage abuse, and network/application bandwidth usage. Devices monitor: • Port scanning attacks • Usage (CPU, processes, disk utilization, swap rates, software-error generated losses) • Application metrics • Unauthorized connection attempts Near real-time alerts flag incidents, based on AWS Service/Security Team- set thresholds. Requests to AWS KMS are logged and visible via the account’s AWS CloudTrail Amazon S3 bucket. Logs provide request information, under which CMK,and identify the AWS resource protected through the CMK use.
• 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: We adopt a three-phased approach to manage incidents: 1. Activation and Notification Phase 2. Recovery Phase 3. Reconstitution Phase To ensure the effectiveness of the Incident Management plan, conducts incident response testing, providing excellent coverage for the discovery of defects and failure modes as well as testing the systems for potential customer impact. The Incident Response Test Plan is executed annually, in conjunction with the Incident Response plan. It includes multiple scenarios, potential vectors of attack, the inclusion of the systems integrator in reporting and coordination and varying reporting/detection avenues.
• Post-quantum cryptography secure: Yes

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: The free version offers limited access for evaluation, including core UI, basic configuration, templates and restricted API use. Advanced modules, AI, integrations, hosting, SSO and support are excluded. It is available as a 14–30 day trial, after which customers can upgrade to full functionality and support.

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

• Less than £250,000: 0%
• Between £250,000 and £500,000: 3%
• 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: 12%
• Over £5,000,001: 15%

Non-mandatory Standards and certifications

• ISO/IEC 27001 certification: Yes
• Who accredited the ISO/IEC 27001: IAF / QRO
• ISO/IEC 27001 accreditation date: Friday 3 October 2025
• What the ISO/IEC 27001 doesn’t cover: None
• ISO 28000:2022 certification: No
• ISO 9001 certification: Yes
• Who accredited the ISO 9001 certification: IAF / Quality Control Certifications
• ISO 9001 accreditation date: Thursday 23 January 2025
• What the ISO 9001 doesn’t cover: None
• Quality management systems (QMS): Yes
• CSA STAR certification: No
• PCI certification: No
• Cyber essentials: Yes
• Please provide your Cyber Essentials Certificate Number: 54d6e728-e89c-42af-bb49-8b90f125992e
• Cyber essentials plus: Yes
• Please provide your Cyber Essentials Plus Certificate Number: 13eac52b-45a5-4212-86ee-ca3e04e265b1
• 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

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 Amit.Jain@getSwarms.com. Tell them what format you need. It will help if you say what assistive technology you use.