Clearooms Desk and Room Booking

Clearooms is an office management solution for hot desk booking, meeting room booking and visitor management that is easy, fast & affordable.
With SSO and SCIM as standard Clearooms is the most cost efficient booking system on the market.


  • Desk Booking
  • Meeting Room Booking
  • Calendar Integration (Azure/Outlook and Google)
  • Visitor Management
  • Utilisation Dashboards
  • Supporting Mobile Apps (Android and IOS)
  • Customisable booking questionnaires
  • Multi-Lingual including Welsh
  • Single Sign On & SCIM
  • QR Code check in


  • Desk allocation to individuals and/or teams
  • Meeting Room display kiosk to view availability at the room
  • View meeting room availability directly from your office floor plan
  • Interactive floorpans - see what’s booked and what’s free
  • No touch booking to avoid unnecessary contact
  • Identify your Fire Marshals and First Aiders
  • Create custom user attributes such as key holder
  • Repeat bookings made really simple for users
  • Order catering or equipment when booking your meeting
  • Desk resources help users find the right desk


£10.00 a unit a month

Service documents

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G-Cloud 13

Service ID

7 5 1 3 8 4 7 1 0 0 8 8 2 6 2


Telephone: 01484 218116

Service scope

Software add-on or extension
Cloud deployment model
Public cloud
Service constraints
System requirements
Modern Browser required, e.g Edge, Chrome, Firefox or Safari

User support

Email or online ticketing support
Email or online ticketing
Support response times
Response within 1 hour Monday - Friday 8am - 8pm
User can manage status and priority of support tickets
Phone support
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), 7 days a week
Web chat support accessibility standard
None or don’t know
How the web chat support is accessible
Web chat is available via our website or via the user portal for assistance with any aspect of Clearooms.
Web chat accessibility testing
Onsite support
Support levels
Support is offered for Administrators via a ticketing system that is accessed from the settings page on the Clearooms portal. We use the following rating system to ensure prompt resolution.

A problem which would make the system inoperable or unworkable.

A problem which would make the system operationally inconvenient in use. RESPONSE TIME: 3 HOURS

A problem which is inconvenient but does not reduce the system's operational capacity RESPONSE TIME: 5 HOURS

A problem of a minor nature.
Support available to third parties

Onboarding and offboarding

Getting started
Simple form to register your organisation and start a free 30 day trial.
Service documentation
Documentation formats
End-of-contract data extraction
Online reports and download options for all data stored
End-of-contract process
Accounts can close there account online at any time, there are no exit charges or penalties.
Accounts can be deleted entirely by the owner of the account on exit.

Using the service

Web browser interface
Supported browsers
  • Internet Explorer 11
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari
  • Opera
Application to install
Designed for use on mobile devices
Differences between the mobile and desktop service
The Clearooms portal works on mobile devices in the same way as one a desktop browser however the mobile app provides the best experience for mobile users.
Service interface
User support accessibility
WCAG 2.1 A
Description of service interface
Customers can raise tickets to our support team via the portal and there is an online knowledge base for guides on all aspects of the system
Accessibility standards
WCAG 2.1 A
Accessibility testing
Testing carried using browser extensions
What users can and can't do using the API
Anything you can do in the portal or mobile app you can do via our API. Streamline your processes and connect Clearooms to your own systems. Contact us for details of how to use API.
API documentation
API documentation formats
Open API (also known as Swagger)
API sandbox or test environment
Customisation available
Description of customisation
- Branding: Change the user portal to your own branding, portal and email notifications can be customised plus each meeting room can have its own branding and description as well as individual meetings having unique branding.
- User Attributes: Create attributes against users to gain insights into who is available in the office such as Fire Wardens, First Aiders, Key Holders etc.
- Custom Availability Rules: Create rules for availability of desks that are time based and associated to individual desks, teams or offices with custom descriptions for users to see why a desk is not available.
- Custom Questionnaire forms: Create questionnaires for users to complete when booking desks. These can be anything you wish, from Health questionnaires, details on vehicles when booking car parking or just general questions.
- Interactive Floor Plans: Create and upload your own floor plans, change them as often as you like.
- User Accessibility: Editable colours for desk and meeting room availability, user specific.


Independence of resources
Clearooms is hosted on fully scalable infrastructure though AWS that is monitored 24/7 and auto scales to meet demand changes in real time.


Service usage metrics
Metrics types
Our utilisation dashboards provide insights into average usage per location or per team to view statistics on average and total usage.
All data is downloadable
Reporting types
  • API access
  • Real-time dashboards
  • Regular reports


Supplier type
Not a reseller

Staff security

Staff security clearance
Staff screening not performed
Government security clearance

Asset protection

Knowledge of data storage and processing locations
Data storage and processing locations
European Economic Area (EEA)
User control over data storage and processing locations
Datacentre security standards
Complies with a recognised standard (for example CSA CCM version 3.0)
Penetration testing frequency
At least every 6 months
Penetration testing approach
Protecting data at rest
  • Physical access control, complying with another standard
  • Encryption of all physical media
Data sanitisation process
Data sanitisation type
Deleted data can’t be directly accessed
Equipment disposal approach
In-house destruction process

Data importing and exporting

Data export approach
Download options to CSV for all data held.
Data export formats
Data import formats

Data-in-transit protection

Data protection between buyer and supplier networks
Legacy SSL and TLS (under version 1.2)
Data protection within supplier network
TLS (version 1.2 or above)

Availability and resilience

Guaranteed availability
Our SLA for availability is 99.99% over the year
Approach to resilience
Available on request
Outage reporting
Service status page is available for customers

Identity and authentication

User authentication needed
User authentication
Username or password
Access restrictions in management interfaces and support channels
Access is handled using role based permissions. Assigning or removing roles or permissions to users is the responsibility of the customer.
Access restriction testing frequency
At least every 6 months
Management access authentication
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
ISO 28000:2007 certification
CSA STAR certification
PCI certification
Cyber essentials
Cyber essentials plus
Other security certifications

Security governance

Named board-level person responsible for service security
Security governance certified
Security governance approach
We follow best practices from ISO 27001 but have yet to complete certification
Information security policies and processes
We follow best practices from ISO 27001 but have yet to complete certification

Operational security

Configuration and change management standard
Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
Configuration and change management approach
We follow the guidelines outline in the ITIL service management framework for change management.

All changes are peer reviewed and passed through our security checks.

Robust testing infrastructure is in place to ensure our components security over time.
Vulnerability management type
Vulnerability management approach
Routine internal penetration testing is performed to identify and current threats.

Zero day exploits are patched immediately using blue green deployment to avoid service interruption.
Protective monitoring type
Supplier-defined controls
Protective monitoring approach
We have comprehensive dashboards monitoring the systems with anomaly detection and alerting.

We have not had any compromises but we would respond to these immediately (business hours)
Incident management type
Supplier-defined controls
Incident management approach
Our systems are built to scale automatically to handle the majority of load based incidents.

Exceptional incidents would be proactively managed and reported via our service status page

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

Social Value

Covid-19 recovery

Covid-19 recovery

Hot desking and room management can support a new office normal.

As we move towards a ‘new normal’ for working in an office environment, it gives organisations the opportunity to review how we interact and use our workplace environments. With new regulations in place to help keep everyone safe, from maintaining distances between desks to requiring track and trace evidence and implementing flexible working, take a look at how hot desk booking and meeting room management with Clearooms can support you.

To avoid any concern with having to touch shared devices whilst using Clearooms to book meeting rooms, we’ve developed a new feature for users to be able to interact with the app, but from their own device. By scanning a QR code shown on the app with a phone, a user will be able to continue using Clearooms through a browser.

QR code feature
- No touching shared tablets
- Easy to activate
- Can have both options

If you have the unfortunate circumstance of a suspected or confirmed COVID-19 case in your office, you’ll need the tools to be able to accurately see who was in the office and where they sat, so the appropriate measures can be taken.

Custom Reporting
- Run reports of all hot desk bookings to see who sat where and when
- Check meeting room bookings for any external visitors
- Admin and Manager user roles can both access reporting


£10.00 a unit a month
Discount for educational organisations
Free trial available
Description of free trial
Free 30 day trial, no credit card needed - full access to all features.
Link to free trial

Service documents

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 Tell them what format you need. It will help if you say what assistive technology you use.