Essential Computing

Resource Central

Microsoft integrated booking system for the Hybrid Workplace. Book rooms, desks, workspaces and parking from within Outlook or mobile app. Manage catering, services and visitors. Automated workflow via email and web console for service providers. Works with Microsoft 365, Azure AD, Exchange, Active Directory. SaaS or on premises.

Features

• Book rooms, desks, parking or any other type of space
• Access via Outlook, Teams, mobile app or QR code
• Full integration with M365 mailboxes and Microsoft Teams Rooms
• Place orders for catering and services alongside bookings
• Automated workflow to manage service requests
• PA features to assist with booking on behalf of others
• Comprehensive visitor management
• Web-based RBAC administration console
• Microsoft Power BI integration for advanced reporting
• Room and Desk Screen and occupancy Sensor integration

Benefits

• Enable staff to create and manage their bookings and visitors
• Outlook & Teams remain central hub for staff bookings
• Easy staff adoption with familiar Outlook & Teams processes
• Find colleagues easily for better collaboration
• Grant RBAC admin access with automatic Entra ID Groups synchronisation
• Fully automated workflow. Everybody sees latest up to date information
• Service provider hub to make task management simple
• See room & desk availability clearly with interactive devices
• Create, modify and delete Teams meetings seamlessly in one step
• Visitor approval process and clear views of expected visitors

• Education pricing 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 info@essential.co.uk. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 15

Service ID

695360887327395

Contact

Clare Knight
01275 343199
info@essential.co.uk

About your service

• Service categories:

  Applications

  Collaborative

  • Team collaboration
• Multi cloud support: No

Service scope

• Software add-on or extension: Yes
• What software services is the service an extension to: Microsoft Outlook
• Cloud deployment model: Private cloud
• Service constraints: Only supports Microsoft Outlook, Exchange and Office 365 (cloud only or hybrid).
• System requirements:
  • Exchange Online / Exchange Server
  • Entra ID /Azure AD
  • Windows Server 2016 or above (if customer hosted installation)
  • SQL Server 2017 or above (if customer hosted installation)
  • IOS / Android

User support

• Email or online ticketing support: Yes
• Support response times: Web based support- response within one hour Monday- Friday 9am-5.30-pm UK time (UK office hours).
• 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: Our Support Service, which includes: email, phone and remote access support from our Bristol based offices is available Mon-Fri, 9-5.30pm .; ; Support is provided by our trained technical support team. Installation services are carried out by our Technical Consultants, who hand over to the support and customer care team following planning, install and configuration to suit your organisations needs.; ; Where subsequent on site support is needed this would be quoted as needed on a day rate basis.; ; Your customer account manager will work closely with Support to help and advise following initial technical installation and setup. In addition, the vendor provides out of UK hours support via email Monday-Friday.
• Support available to third parties: Yes

Onboarding and offboarding

• Getting started: We take care to help plan, install, configure and support the 'go live' process through our experienced, dedicated technical consulting and support teams. Through a combination of remote and on-site services (for workshops- always best face to face), we'll support your team in getting up and running as effectively as possible. We've learned a lot about what works in a workspace management project, what doesn't, and are available to support and offer advice throughout the on-boarding process.
• Service documentation: Yes
• Documentation formats:
  • PDF
  • Other
• Other documentation formats: Word
• End-of-contract data extraction: All of the calendar information about meeting bookings is retained and owned by the customer in their own Exchange/Office 365 resource mailboxes.; ; The SQL database containing information relating to things like catering orders, room layout images etc, can be output to CSV or other file types as needed.
• End-of-contract process: 12 weeks written notice is required to end the contract, at which time the service and support will end, and where the environment is hosted, the servers will be deleted.; ; Essential Support will advise and support with extracting any reports or information needed.
• Documentation accessibility standard: WCAG 2.2 A

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Microsoft Edge
  • Chrome
• Application to install: Yes
• Compatible operating systems:
  • IOS
  • MacOS
  • Windows
• Designed for use on mobile devices: Yes
• Differences between the mobile and desktop service: The mobile service allows staff to book calendar appointments on the fly, locating the right room or workspace, and adding resources to the booking.; The main difference between the mobile and desktop service is that the Order Form, which enables additional services- i.e. catering, room layout, cost codes etc, is only available from the desktop.; ; Typically users would locate and book their meeting resources on the go- once the booking is sent, the organiser receives an email with a link to add other services when back at their desk.; ; No admin functionality available from mobile client.
• Service interface: No
• User support accessibility: None or don’t know
• API: Yes
• What users can and can't do using the API: Within the subcomponent Office Place, we have a private API that can be used to create/modify appointments.
• API documentation: Yes
• API documentation formats: Other
• API sandbox or test environment: No
• Customisation available: Yes
• Description of customisation: Most aspects of the user interface can be customised to some degree- including , configuration and layout of the workspaces, configuration of the solution around sites, floorplans, and set up.; ; The system can also be visually branded to meet each customer's branding requirements in line with corporate best practices and guidelines.; ; Typically customisation is initially carried out by the Essential Installation consultant following a planning exercise. Training given to allow admins/FM/managers to further make changes to the configuration of the system to meet changing business needs.; ; Alternatively Essential's support service can assist.

Scaling

• Independence of resources: The application is hosted in a single instance for each customer within Microsoft Azure.

Analytics

• Service usage metrics: No

Resellers

• Supplier type: Reseller providing extra features and support
• Organisation whose services are being resold: Add-On Technologies

Staff security

• Staff security clearance: Conforms to BS7858:2019
• Government security clearance: Baseline Personnel Security Standard (BPSS)

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: Supplier-defined controls
• 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 another standard
• Data sanitisation process: Yes
• Equipment disposal approach: A third-party destruction service
• Data sanitisation type: Data Erasure

Data importing and exporting

• Data export approach: The information held within the system relates to reports and analytics which can be exported in XLS or CSV format. The actual bookings remain in users Outlook calendars and can continue to be used.
• Data export formats:
  • CSV
  • Other
• Other data export formats: XLSX
• Data import formats: CSV

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 provided is a hosted service, or a support service for the application hosted by the customer in their own cloud.
• Approach to resilience: Azure high availability configuration.
• Outage reporting: Email alerts; though the service is dependent on Microsoft 365, and may be impacted in the event of an M365 outage or issue.

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: Role based access controls are in place and reviewed regularly to determine appropriate access according to role.
• Access restriction testing frequency: At least every 6 months
• Management access authentication:
  • Multi-Factor Authentication (MFA)
  • 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: Between 6 months and 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: Between 6 months and 12 months
• How long system logs are stored for: Between 6 months and 12 months

Security governance

• Named board-level person responsible for service security: Yes
• Security governance certified: No
• Security governance approach: ISO27001 certification is under way, and due for completion by July 2026.; ; Access to the AOP Production Network is restricted by an explicit need-to-know basis, uses least privilege, its frequently audited and monitored, and is controlled by our team. Data is stored a secured password vault secured with 2fa.; ; All Production Network systems, networked devices, and circuits are constantly monitored and logically administered by Add-On Products staff 24 / 5.; ; The internal framework includes: Staff education and training, company policy, regular review processes, Director ownership of policy and processes.
• Information security policies and processes: The ISO/IEC 27001 Code of Practice for Information Security Management as a framework for guiding the approach to managing security. Add-On Products (AOP) servers are all hosted in Microsoft Azure.; ; All datacenters are ISO/IEC, CSA/CCM, ITAR, CJIS, HIPAA and IRS certified.; ; Continually review the use of security measures so that we can improve the way in which we protect our business.; ; Information assets are protected and managed to enable meeting of contractual, legislative, privacy and ethical responsibilities.
• Software Security Code of Practice: Yes

Operational security

• Configuration and change management standard: Supplier-defined controls
• Configuration and change management approach: The Change Management team utilise Jira change control systems and framework. The key objective is to protect the client production services from outage and disruption resulting from change.
• Vulnerability management type: Supplier-defined controls
• Vulnerability management approach: Major application data flow ingress and egress points are monitored with Intrusion.; ; Detection Systems (IDS) or Intrusion Prevention Systems (IPS). The systems are configured to generate alerts when incidents and values exceed predetermined thresholds and uses regularly updated; signatures based on new threats.; ; Network security scanning gives us deep insight for quick identification of out-of-compliance or potentially vulnerable systems.; ; Access to the Production Network is restricted by an explicit need-to-know basis, uses least privilege, and is frequently audited and monitored, and is controlled by our team.; ; Data is stored a secured password vault secured with 2fa.
• Protective monitoring type: Supplier-defined controls
• Protective monitoring approach: We have defined our own protective monitoring processes in line with contract and customer requirements. All systems, networked devices, and circuits are constantly monitored and logically administered by Add-On Products staff 24 / 5.
• Incident management type: Supplier-defined controls
• Incident management approach: Any security or data breach event must be reported immediately to the CTO.; ; Security Incident Response, in case of a system alert, events are escalated to our 24 / 5 teams providing Operations, Network Engineering, and Security coverage. Employees are trained on security incident response processes, including communication channels and escalation paths.
• Post-quantum cryptography secure: No

Secure development

• Approach to secure software development best practice: Supplier-defined process

Public sector networks

• Connection to public sector networks: Yes
• Connected networks: Other
• Other public sector networks: NHS.net

Pricing

• Discount for educational organisations: Yes
• Free trial available: No

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

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

Non-mandatory Standards and certifications

• ISO/IEC 27001 certification: Yes
• Who accredited the ISO/IEC 27001: BSI
• ISO/IEC 27001 accreditation date: Friday 27 June 2025
• What the ISO/IEC 27001 doesn’t cover: Resource Central and ResourceXpress services
• ISO 28000:2022 certification: No
• ISO 9001 certification: Yes
• Who accredited the ISO 9001 certification: SJENI
• ISO 9001 accreditation date: Tuesday 4 March 2025
• What the ISO 9001 doesn’t cover: Resource Central and ResourceXpress services.
• Quality management systems (QMS): Yes
• CSA STAR certification: No
• PCI certification: No
• Cyber essentials: Yes
• Please provide your Cyber Essentials Certificate Number: 0af2500e-068a-4dca-b31a-9c9a55320510
• Cyber essentials plus: No
• Cyber Essentials Alternative: None of the criteria
• 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
    • 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
    • Payment of more than the National Minimum Wage or National Living Wage (as appropriate) to the contract workforce
    • Entitlement to sick pay for the contract workforce, with provision in place for any staff who do not meet the earnings threshold for statutory sick pay, payment of sick pay from day one of absence and payment of staff on the contract workforce who are off sick a replacement income of 100% of their usual earnings for as long as possible
    • 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

  • 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 2: Skills for growth: Supporting growth sectors and addressing skills gaps.

    • Activities to support relevant sector related skills growth and sustainability in the contract workforce. Illustrative examples: careers talks, curriculum support, literacy support, safety talks and volunteering

  • 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 3: Resilient, innovative and flexible supply chains: Support economic growth through enabling resilient businesses, opportunities for small businesses and voluntary, community and social enterprises

    • Plans to respond flexibly and adapt approaches to community engagement and initiatives

  • 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 how to influence staff, suppliers, customers, communities and/or any other appropriate stakeholders through the delivery of the contract to support climate and nature protection and improvement

  • 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 7: Creating a pipeline of opportunities: For the contract workforce, reducing barriers to entry for under-represented groups.

    • Understanding of the underlying factors affecting improvements to reduce barriers to entry and training schemes for the target cohort(s) related to the contract workforce
    • Understanding of issues relating to entering the contract workforce

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 info@essential.co.uk. Tell them what format you need. It will help if you say what assistive technology you use.