Capella Workplace Solutions

Desk and Meeting Room Booking, Occupancy Analytics, Predictive Reporting and Space Management Tools

At Capella, we help facilities management teams make greater use of their workspaces. We provide the most intelligent space management tools, insights and data to inform, predict and better manage workspaces and behaviours. The result: increased efficiency and significant cost savings.

Features

• Desk booking (hotdesking, hoteling), meeting room and car park booking
• Integration with existing systems (control access system, sensors)
• Real-time summary dashboard of space usage data and insights
• Predictive analytics and automated analysis to assess space needs
• Exportable executive summary reporting
• Health and safety tools for hybrid working
• Flexible, customisable booking rules to fit your unique needs
• Intuitive, engaging, easy to use interface
• Individual reporting to foster policy compliance
• Automated work from home risk assessment tool (DSE Assessments)

Benefits

• Optimise property costs
• Increase efficiency and drive sustainability goals
• Understand how space is being used and future needs
• Streamline workplace bookings for employees and foster collaboration
• One true source of space usage data from multiple systems
• Fast, accurate, summary reporting
• Legal and health and safety (H&S / EHS) compliance
• Hybrid Working policy compliance and reporting
• 50% increase in employee return to office
• 35% greater efficiency in space usage

£1 to £5 a user a month

• 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 criona@capella-ws.com. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 14

Service ID

694690405783188

Contact

Criona Turley
+353 (086) 8536408
criona@capella-ws.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: Microsoft Teams
• Cloud deployment model: Public cloud
• Service constraints: Capella provide a SaaS solution that is serviced and supported by Capella staff.; ; User and client support via email, chat, and phone is available Monday to Friday 8.30 to 17.30 (UK time). This excludes weekends and public holidays. All requests are acknowledged within 4 hours, and a resolution/action plan provided within 1 business day.
• System requirements:
  • Available on Chrome, Edge and Safari
  • Available on iOS
  • Available on Android

User support

• Email or online ticketing support: Email or online ticketing
• Support response times: Our help desk and customer success teams are available for questions and concerns Monday to Friday 8.30 to 17.30 (UK time) excluding weekends and public holidays. All service requests are acknowledged within 4 hours and resolution, or an action plan provided within 24 hours during above working times.
• 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: Web chat
• Web chat support availability: 9 to 5 (UK time), Monday to Friday
• Web chat support accessibility standard: WCAG 2.1 AA or EN 301 549
• Web chat accessibility testing: The page was identified accessible from Lighthouse audit, using a screen reader it identified correctly and allowed to open the web chat.
• Onsite support: Yes, at extra cost
• Support levels: All Capella customers are supported by a dedicated team of experienced individuals. During implementation, customers will work with an onboarding specialist who will be their single point of contact to guide and assist them throughout the process. ; ; Once the platform has been launched, Capella continue to provide support through two streamlined, dedicated channels: Technical Account Support (help desk) and Customer Success. Both teams can be accessed via email, chat, or phone and all tickets are logged to Capella's CRM system for quality assurance and tracking. ; ; Technical Account Support would typically apply to day-to-day user or administrator questions, training, or challenges using the platform. Customer Success support typically refers to account level support for administrators such as new feature requests or other account questions. Both teams work closely together to ensure our response time and resolution is within predefined SLA's. This level of service is included in our overall pricing. ; ; Should a client require additional service, we also provide "service pack" pricing allowing for a structured approach to unique service needs. Customers can assess their service needs, (e.g. technical support, dedicated customer service, administrative/reporting support), and purchase support time as needed. Pricing for service packs is included in our pricing document.
• Support available to third parties: Yes

Onboarding and offboarding

• Getting started: Capella provide a tested, efficient, and comprehensive onboarding to get new clients set up and using our system. Onboarding includes (but is not limited to) setting up floorplans, features, client booking rules, reporting requirements and conducting training at the onset of the relationship.; ; During implementation, your Capella onboarding manager will provide training on system features, admin controls, rule setting, and reporting. Admins can also access tutorial videos 24/7 on the platform. Capella provide additional resources to admins such as employee communication templates, a deck that can be used internally to train employees, and instructional videos. ; ; Based on continuous feedback, Capella's platform is quite intuitive and therefore does not usually require training in order to navigate. However, the system automatically offers a tour (tutorial) to the user when the account is initially activated. This tour is permanently accessible via the user dashboard. ; ; Troubleshooting, and hands-on support for regular use of the system is also available through our Help Desk and Customer Success teams
• Service documentation: Yes
• Documentation formats:
  • PDF
  • Other
• Other documentation formats: Video
• End-of-contract data extraction: In the instance of a contract cancellation or change over, Capella have a defined procedures for executing the data transfer with minimal disruption to the client and with the client's best interest as the primary concern. The client can export all data for all users.; ; In line with GDPR, all data will transfer to the client first and then, if required, to the new supplier. Data is transferred from Capella to the client in CSV format. The data provided will include the following:; user identifiers, all other identifiers such as each desk, parking spot, meeting room etc., individual bookings for desk, parking, meeting rooms; This data can also be downloaded directly from our reporting dashboard.
• End-of-contract process: At the end of a contract, the primary concern is the transfer of data back to the client, and if requested, on to the subsequent provider. Once that is complete, platform access for the client and all associated users is discontinued. Assuming there are no unique or bespoke requests from the customer, there are no fees associated with the offboarding process.

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Internet Explorer 11
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari
  • Opera
• Application to install: No
• Designed for use on mobile devices: Yes
• Differences between the mobile and desktop service: Capella's platform is designed to be "mobile first" so the experience and functionality for users is the same regardless of how they access our platform.
• Service interface: Yes
• User support accessibility: WCAG 2.1 A
• Description of service interface: Our platform features a user-friendly web interface developed with best practices, providing a responsive and intuitive experience across various devices and screen sizes. The interface includes navigational menus, interactive dashboards, and data visualization tools that facilitate easy access to functionalities and real-time data management. Secure login ensures authenticated access, while the clean, modern design optimizes usability and efficiency. Our interface is designed to cater to a diverse range of users, enhancing productivity and user engagement without compromising on performance or security.
• Accessibility standards: WCAG 2.1 A
• Accessibility testing: Our platform undergoes rigorous interface testing to ensure accessibility for all users, including those using assistive technologies. We conduct regular testing sessions involving users with disabilities to assess compatibility with screen readers, keyboard-only navigation, and other assistive tools. Feedback from these sessions is integral to our development process, leading to continuous enhancements in accessibility features like text-to-speech functionality, high-contrast visual options, and intuitive navigational aids. This ensures our platform remains inclusive, complying with ADA standards and improving user experience across diverse needs.
• API: Yes
• What users can and can't do using the API: The implemented API is for reporting only. It allows to collect data overviews for a period of time regarding desk, room, parking etc.; Users that are API enabled will get an API Key and will have the same access limitation that they would have using the platform.
• API documentation: Yes
• API documentation formats: Open API (also known as Swagger)
• API sandbox or test environment: Yes
• Customisation available: Yes
• Description of customisation: Capella's platform can be customised in a number of ways to best meet the unique needs of our clients and users. Common ways that our customers choose to customise their platforms include adding or omitting select features (e.g. turning on desk booking, meeting room booking, individual reporting and parking, but not including visitor management in their dashboard of Capella services). Booking rules are also often customised to reflect the unique policies and dynamics of each customer. Floorplans and physical details of the customer's space, represented on our platform can also be customised, even after launch. Prior to launch, the Capella onboarding team will implement all the pre-defined features and floorplans from the customer. After launch, administrators are able to make most changes directly using simple, intuitive tools within the platform, but are also supported by our Customer Success team for any assistance they may need.

Scaling

• Independence of resources: Horizontal Scaling: Our system dynamically provisions additional instances as demand escalates. This allows us to gracefully handle increased traffic without compromising performance.; Load Balancing: We employ load balancers to evenly distribute incoming requests across multiple instances. Preventing single instances from becoming overwhelmed and ensures optimal response times.; Monitoring and Auto-Scaling: Continuous monitoring of system metrics—such as CPU utilization, memory, and network traffic—enables us to respond proactively. When thresholds are exceeded, our auto-scaling mechanism adds new instances to maintain responsiveness.; Fault Tolerance: By having redundant instances, we enhance fault tolerance. If one instance fails, others seamlessly take over, minimising service disruption.

Analytics

• Service usage metrics: Yes
• Metrics types: Capella capture a range of usage metrics, available on our reporting dashboard. These metrics include the number of logins per day , number of desks booked per day, number of remote/work-from-home bookings per day, number of remote risk assessments opened and completed. ; ; We also track help desk tickets against SLAs.
• Reporting types:
  • API access
  • Real-time dashboards
  • Regular reports
  • Reports on request

Resellers

• Supplier type: Not a reseller

Staff security

• Staff security clearance: Other security clearance
• Government security clearance: Up to Baseline Personnel Security Standard (BPSS)

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: Managed by a third party
• Penetration testing frequency: At least every 6 months
• Penetration testing approach: ‘IT Health Check’ performed by a CHECK service provider
• Protecting data at rest:
  • Physical access control, complying with CSA CCM v3.0
  • Physical access control, complying with SSAE-16 / ISAE 3402
  • Physical access control, complying with another standard
  • Encryption of all physical media
  • Other
• Other data at rest protection approach: All data is hosted in AWS - their compliance is well defined here https://aws.amazon.com/compliance/; ; All data is kept in a encrypted at rest database and any binary file is kept in a encrypted S3 bucket.
• 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: Data can be exported directly via the reporting dashboard to a CSV file. The Capella Customer Success team can also assist with this if needed.
• Data export formats:
  • CSV
  • Other
• Other data export formats: PDF
• Data import formats: CSV

Data-in-transit protection

• Data protection between buyer and supplier networks:
  • TLS (version 1.2 or above)
  • Other
• Other protection between networks: We provide IP filtering if that is required.
• Data protection within supplier network:
  • TLS (version 1.2 or above)
  • IPsec or TLS VPN gateway

Availability and resilience

• Guaranteed availability: Capella has not experienced an unscheduled downtime event to date and we are confident in our ability to meet our service level commitment of 99% uptime. However, in the event Unscheduled Downtime occurs, customers will be entitled to credits against their subsequent payment obligations (“Service Credits”) according to the following table: ; ; Service Availability Credit as a Percentage of Monthly Billing: ; 95.0-99.0% - 2% ; 90.0-95.0% - 3% ; <90% - 4%
• Approach to resilience: Our Business Continuity and Data Recovery policy is available upon request.
• Outage reporting: Outages are communicated via email alerts.

Identity and authentication

• User authentication needed: Yes
• User authentication:
  • Identity federation with existing provider (for example Google Apps)
  • Username or password
• Access restrictions in management interfaces and support channels: We ensure secure access to management interfaces and support channels through role-based access control (RBAC), which assigns access based on job roles. We enforce multi-factor authentication and maintain detailed audit trails for all activities. Communications are secured via encrypted channels, and access is periodically reviewed and adjusted based on personnel changes and evolving security requirements. This structured approach guarantees that access is strictly managed and monitored, safeguarding against unauthorized use and maintaining operational security.
• Access restriction testing frequency: At least every 6 months
• Management access authentication:
  • Identity federation with existing provider (for example Google Apps)
  • 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

Standards and certifications

• ISO/IEC 27001 certification: No
• ISO 28000:2007 certification: No
• CSA STAR certification: No
• PCI certification: No
• Cyber essentials: Yes
• 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: Risk Assessment: We regularly conduct thorough risk assessments to identify and mitigate potential security threats.; Policies and Procedures: Our security policies are rigorously developed and regularly updated reflecting the changing landscape of cyber threats. These policies are strictly enforced, and all employees receive ongoing training to ensure they are familiar with these protocols.; Access Control: We employ strict access control measures to ensure that sensitive information is only accessible to authorized personnel. ; Incident Response: Our incident response plan is in place to quickly address any security breaches or anomalies. This plan is regularly reviewed and tested to ensure its effectiveness.
• Information security policies and processes: We adhere to stringent information security policies to ensure robust protection across all levels of our organization. Our key policies include:; Change Management Policy; Asset Management Policy; Business Continuity and Disaster Recovery Policy; Data Classification Policy; Data Retention Policy; Identity and Access Management Policy; Incident Management Policy; Information Security Policy; Password Management Policy; Safeguarding PII Best Practices; ; Our Reporting Structure and Enforcement is composed by:; Leadership: Our Chief Information Security Officer (CISO) oversees policy implementation, ensuring security aligns with strategic goals.; Security Team: Dedicated to monitoring compliance, conducting security assessments, and developing policies.; Employee Training: Regular training on security policies and incident reporting procedures.; Audits: Frequent internal and external audits verify compliance, driving continuous improvement.; Access Controls: Strictly controlled via Identity and Access Management Policy, with regular reviews and multi-factor authentication.; Policy Updates: Reviewed annually or upon significant operational changes.; We ensure compliance through employee acknowledgments and performance reviews, utilizing compliance tracking tools to monitor and address deviations promptly. This comprehensive framework safeguards our operations and data integrity effectively.

Operational security

• Configuration and change management standard: Supplier-defined controls
• Configuration and change management approach: Our change management policy is available upon request. It ensures rigorous oversight of service components throughout their lifecycle and security assessment for all changes. We maintain detailed records from deployment to retirement, ensuring integrity and compliance. All changes are critically assessed for security impact through background checks and role evaluations, especially when access privileges change. Our strict adherence to confidentiality agreements and regular security training ensures each change is safely integrated, maintaining our security posture effectively.
• Vulnerability management type: Supplier-defined controls
• Vulnerability management approach: Our vulnerability management process involves continuous monitoring and assessment of potential threats to our services. We utilize daily automated penetration testing in order to be informed about emerging vulnerabilities. Upon identifying a threat, we assess its impact and prioritize remediation based on severity. Patches are deployed swiftly—critical patches within 24 hours and others according to the risk they pose. We gather threat intelligence from trusted cybersecurity databases and partnerships with security vendors to ensure our defenses are current and effective.
• Protective monitoring type: Supplier-defined controls
• Protective monitoring approach: Our protective monitoring processes are designed to swiftly identify and respond to potential compromises. We utilize advanced security tools and systems to detect unusual activity and potential threats in real-time. When a potential compromise is identified, our incident response team is alerted immediately. This team assesses the situation and initiates containment and remediation actions, typically responding to incidents within hours. Our rapid response minimizes impact and supports swift recovery, ensuring continuous protection of our services and sensitive information.
• Incident management type: Supplier-defined controls
• Incident management approach: We have predefined incident management processes tailored for common events. Users report potential incidents through established channels ensuring prompt escalation. Our Incident Handling Team (IHT) and Cyber Security Incident Response Team (CSIRT) swiftly assess and respond to threats. We prioritize rapid response, typically initiating actions within hours of detection. Incident reports are provided to senior leadership and necessary parties according to legal and contractual obligations. This structured approach ensures efficient handling of incidents, maintaining the integrity and security of our services.; Our incident management policy can be provided upon request.

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

• Social Value:

  Social Value

  Fighting climate change

  Fighting climate change

  Using Capella's platform has direct, quantifiable impact on energy usage, food waste, and climate change. Our system enables companies to predict future occupancy and space usage needs, empowering them to make smart decisions for both their business and the environment.; ; Examples of how our predicative analytics and report drive our clients' sustainability goals include the following:; - Reduce heating, cleaning, and waste by proactively consolidating underutilised office space ; - Adjust office catering orders to reflect forecasted occupancy reducing food and paper waste ; - Capella's platform makes it easy for employees to coordinate days in the office and arrange ride shares; ; Clients who use Capella's platform on average experience 35% greater efficiency in space usage and a reduction of 20% in utility costs.

Pricing

• Price: £1 to £5 a user a month
• Discount for educational organisations: Yes
• Free trial available: Yes
• Description of free trial: We provide users and administrators the opportunity to test our system via a demo environment customised to include their desired features. The trial version includes generic floor maps and reporting to give clients the most comprehensive experience using the platform, quickly. Free trial sites are available for two weeks.

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 criona@capella-ws.com. Tell them what format you need. It will help if you say what assistive technology you use.