CLEAROOMS LIMITED
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.
Features
- 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
Benefits
- 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
Pricing
£10.00 a unit a month
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 info@clearooms.com.
Tell them what format you need. It will help if you say what assistive technology you use.
Framework
G-Cloud 13
Service ID
7 5 1 3 8 4 7 1 0 0 8 8 2 6 2
Contact
CLEAROOMS LIMITED
Tony Gibson
Telephone: 01484 218116
Email: info@clearooms.com
Service scope
- Software add-on or extension
- No
- Cloud deployment model
- Public cloud
- Service constraints
- No
- 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
- 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), 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
- None
- Onsite support
- No
- 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.
PRIORITY: CRITICAL
A problem which would make the system inoperable or unworkable.
RESPONSE TIME: 2 HOURS
PRIORITY: SEVERE
A problem which would make the system operationally inconvenient in use. RESPONSE TIME: 3 HOURS
PRIORITY: MEDIUM
A problem which is inconvenient but does not reduce the system's operational capacity RESPONSE TIME: 5 HOURS
PRIORITY: MINOR
A problem of a minor nature.
RESPONSE TIME: 24 HOURS - Support available to third parties
- Yes
Onboarding and offboarding
- Getting started
- Simple form to register your organisation and start a free 30 day trial.
- Service documentation
- Yes
- Documentation formats
- HTML
- 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
- 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
- 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
- Yes
- 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
- API
- Yes
- 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
- Yes
- API documentation formats
- Open API (also known as Swagger)
- API sandbox or test environment
- Yes
- Customisation available
- Yes
- Description of customisation
-
Customisations:
- 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.
Scaling
- 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.
Analytics
- Service usage metrics
- Yes
- 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
Resellers
- Supplier type
- Not a reseller
Staff security
- Staff security clearance
- Staff screening not performed
- 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
- No
- 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
- In-house
- Protecting data at rest
-
- Physical access control, complying with another standard
- Encryption of all physical media
- Data sanitisation process
- Yes
- 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
- CSV
- Data import formats
- CSV
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
- Yes
- 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
- No
- ISO 28000:2007 certification
- No
- CSA STAR certification
- No
- PCI certification
- No
- Cyber essentials
- No
- 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
- 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
- Undisclosed
- 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
- No
Social Value
- Covid-19 recovery
-
Covid-19 recovery
RETURNING TO THE OFFICE WITH CLEAROOMS
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.
NO-TOUCH BOOKING
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
SUPPORT TRACK AND TRACE EFFORTS
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
Pricing
- Price
- £10.00 a unit a month
- Discount for educational organisations
- No
- Free trial available
- Yes
- Description of free trial
- Free 30 day trial, no credit card needed - full access to all features.
- Link to free trial
- https://portal.clearooms.com/register
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 info@clearooms.com.
Tell them what format you need. It will help if you say what assistive technology you use.