PlotBox

PlotBox Pro

PlotBox is a cloud-based cemetery, crematorium and bereavement management solution that helps crematoria and cemeteries operate to world-class standards. PlotBox supports full operational management of burials and cremations, with integrated digital mapping, bookings, finance, public access, AI, memorial inspections, and online self-service/booking options for Funeral Directors and Memorial Masons.

Features

• Booking schedule for Cremations, Burials and other bereavement events
• Interactive cemetery mapping, real-time view of records and plot status
• Memorial safety testing inspection - remotely access maps & records
• Deeds management - renewals, documentation, transfers, grave re-use
• Cremation management - including CMA and Cremation Society reports
• Funeral Director Portal – availability, online bookings and document upload
• Memorial Mason Portal – permit applications, approvals and document upload
• Memorial Managements - applications, leases, orders, renewals, mapping
• Reporting and Financial management, with interfaces to finance platforms
• Public grave searches, walk-to-grave directions and additional services

Benefits

• Built for web, entirely cloud-based supporting hybrid working
• All related data accessible securely, a single source of truth
• Access to data and cemetery maps from any location
• Embedded interactive maps (3D and 2D) created by PlotBox
• Free upgrades, legislative changes, keeping you compliant
• Highly configurable and flexible software to fit your needs.
• Deliver efficiency and time savings, allowing focus on family support
• Online support with average response times of 3-5 minutes.
• Modular options to meet your current and future needs.
• Comprehensive reporting suite; remove manual counting

• 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 niall.adams@plotbox.io. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 15

Service ID

762511737682905

Contact

Niall Adams
02825 821005
niall.adams@plotbox.io

About your service

• Service categories:

  Applications

  Production and operations

  • Other operations

  Service industry and public sector operations

  • Other
• Multi cloud support: No

Service scope

• Software add-on or extension: No
• Cloud deployment model: Public cloud
• Service constraints: None
• System requirements:
  • Internet Connection
  • Browser (Edge Chromium, Chrome, Firefox within last 2 major versions)

User support

• Email or online ticketing support: Yes
• Support response times: Reponse times are defined within the SLA (see Service Definition Document), reflective of the urgency of the query/incident. ; ; In-App instant messaging service is available, enabling live chat with our Service Desk.; ; Each chat is created as a ticket automatically, and can be tracked at an organisation level within our Service Portal. The current average response time is approximately 5 minutes.; ; All chat messages are automatically created as tickets for full-service monitoring.
• 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: Yes
• Web chat support availability: 24 hours, 7 days a week
• Web chat support accessibility standard: None or don’t know
• How the web chat support is accessible: Our in-app messaging service allows our users to quickly tap a button on the screen (available on every screen in PlotBox) to start a live conversation with one of our support agents.; ; The service allows us and users to send attachments, images, videos, to create a human support experience with the customer and give them an average 5-minute first response to their issue.; ; The service also allows the user to scroll through a history of their conversations with us.; ; There is also an interactive help centre that they can access via the messaging service. This centre provides access to guides, FAQs, articles, and videos, maintained by PlotBox.
• Web chat accessibility testing: None
• Onsite support: Yes, at extra cost
• Support levels: We offer a standard support level for all customers, as detailed within the Service Definition Document.; ; Each customer will have a dedicated Project Manager through the implementation of the project, who will hand over to two teams once the initial project is complete.; ; Team 1 is the Customer Success team that becomes familiar with the project during implementation and is focused on proactive touchpoints with each customer to make sure they are getting the value from PlotBox they expected. The Customer Success Manager will work with the Customer to ensure continued success with the PlotBox platform, involvement in our user community, roadmap definition, and adoption of newly released features.; ; The second team is Customer Support, who are there to be reactive to issues, incidents or any queries the customer may have.
• Support available to third parties: Yes
• AI chatbot: No

Onboarding and offboarding

• Getting started: The Onboarding process will vary depending on the size of the customer, the modules they choose to start with and the services they want us to provide.; ; All onboarding projects will be guided by an agreed Statement of Work detailing the deliverables and dependencies on both sides.; ; Each new customer will be allocated a dedicated Project Manager, along with the required specialist(s) to deliver the scope of work, typically including Data Migration Consultant, Process Consultant, Training Consultants, and Mapping Consultants.; ; In addition, the Customer will be allocated a Customer Success Manager, responsible for our partnership's long-term success.; ; The project has several key milestones, such as Discovery, Data Acceptance Testing, Training and Go-live.; ; Training is normally provided to end users as a hybrid mix of online instructor-led sessions, self-learning via our LMS, and on-site if required. ; ; Our experience has shown a series of shorter sessions, with time allowed for independent learning, is more effective and provides the Bereavement Services team flexibility to maintain daily operations.
• Service documentation: Yes
• Documentation formats:
  • HTML
  • PDF
• End-of-contract data extraction: Within PlotBox, authorised users can export reports and searches to .CSV and other formats at any time.; ; Additionally, at the end of a contract, if the Customer should choose not to renew their agreement, we will return all Customer data in an open format through a secure file transfer facility. This will include a ZIP file of any uploaded documents, images etc.; ; Specific requests for extraction outside the standard format may be subject to charge.
• End-of-contract process: The end of contract process is covered in the detail of the PlotBox Terms and Conditions document uploaded.; ; At the end of a contract, if the Customer should choose not to renew their agreement, we will return all Customer data in an open format through a secure file transfer facility. This will include a ZIP file of any uploaded documents, etc and is free of charge.; ; Specific requests for extraction outside the standard format may be subject to charge.
• Documentation accessibility standard: None or don’t know
• How the documentation is accessible: Documentation is provided in accessible digital formats (primarily HTML and accessible PDF), compatible with screen readers and assistive technologies.; ; Documents follow accessibility best practices, including clear heading structures, meaningful link text, appropriate colour contrast, and resizable text.; ; Onboarding and offboarding guidance is made available through online knowledge bases, secure customer portals, and direct electronic distribution (e.g. email), ensuring flexibility of access.; ; Teams can provide documentation in alternative formats (such as Word or large-print versions) on request.; ; Documentation is written in clear, plain English, avoiding unnecessary technical jargon.; ; Step-by-step guidance, diagrams, and structured layouts are used to support comprehension and ease of use.; ; Customers are supported during onboarding and offboarding through guided sessions (remote or in-person, where applicable), allowing content to be explained verbally and adapted to individual needs.

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Microsoft Edge
  • Firefox
  • Chrome
• Application to install: No
• Designed for use on mobile devices: Yes
• Differences between the mobile and desktop service: PlotBox is entirely web-based, meaning the web application can be accessed via both desktop and mobile devices. ; ; The system uses responsive design techniques to optimise the display according to the device in use.; ; An iPad native app is also included, enhancing in-field access to cemetery and burial records and maps. This also provides the ability to complete memorial safety inspections, capturing both data and photographs. All inspections can be synced back to the live environment once a connection is re-established.
• Service interface: No
• User support accessibility: WCAG 2.2 AA
• API: Yes
• What users can and can't do using the API: In our experience, API usage in this sector tends to be quite limited, so we explore any requirement on a case-by-case basis. We’ll follow REST standards as default.
• API documentation: Yes
• API documentation formats:
  • Open API (also known as Swagger)
  • PDF
• API sandbox or test environment: Yes
• Customisation available: Yes
• Description of customisation: PlotBox offers customisation through configuration. We believe that authorised users should be able to make their own configuration changes without requiring supplier support.; ; To enable that, we have established a broad range of configurable system settings which provides a high level of flexibility for any cemetery or crematorium operator.; ; These include:; - Customisable Document templates (with merge fields); - Customised Notifications and Email Alerts (with merge fields); - Fee Configuration and Management; - User-defined PickLists and data items; - Workflow Templates; - Customisable Check-lists for key events (burials, cremations, etc.); - Customisable Reports / Views - column selection, order etc; - Custom List Filters; - Options to add additional facilities as required; - Customisable Diary Management (service times, durations etc.); ; PlotBox uses role-based authorisation to determine who can make specific changes.; ; We also consider development requests from clients, and welcome client input into our development roadmap.

Scaling

• Independence of resources: PlotBox uses a clustered architecture that makes use of autoscaling of cloud resources to respond to the demand on the service. Modules are loosely coupled to ensure that the availability of one module will not impact others. ; ; Each customer environment is segregated, and we use extensive monitoring and logging to proactively manage our infrastructure.

Analytics

• Service usage metrics: Yes
• Metrics types: We provide a large amount of metrics about the usage of the product across all aspects of your business, including:; ; - Burials/Cremations over time periods, by location, type etc; - Tasks/Work items over time period, user, locations, types etc; - Events over time period, user, locations, types etc
• Reporting types: Real-time dashboards
• Resource tagging: No
• FOCUS resource tagging: No

Resellers

• Supplier type: Not a reseller

Staff security

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

Asset protection

• Knowledge of data storage and processing locations: Yes
• Data storage and processing locations: United Kingdom
• User control over data storage and processing locations: No
• Datacentre security standards: Complies with a recognised standard (for example CSA CCM version 4.0)
• Penetration testing frequency: At least once a year
• Penetration testing approach: ‘IT Health Check’ performed by a CHECK service provider
• Protecting data at rest:
  • Physical access control, complying with another standard
  • Encryption of all physical media
  • Other
• Other data at rest protection approach: All Customer data is encrypted at rest using Azure encryption tools.
• 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

Data importing and exporting

• Data export approach: Users have the ability and option to extract data in a number of formats including CSV, PDF and Excel.; ; Export options are available across system search, and embedded reporting.; ; Users can define which columns to include within the exported data, and can save export templates for ease of regular use.
• Data export formats:
  • CSV
  • Other
• Other data export formats:
  • XLSX
  • PDF
• 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: PlotBox will use reasonable commercial efforts to ensure that the Software is available to you at least 99.5% of the time in any calendar month during the Subscription Term, excluding Scheduled Downtime and Maintenance.; ; Our Service Definition Document provides further details on the SLA we offer in relation to Support Services.
• Approach to resilience: Available on request
• Outage reporting: Outages will be communicated via email alerts.

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: PlotBox uses role based authorisation to determine the access levels a specific user has. These can be defined and modified in the application by admin users.; ; Only Super Users will be granted access to System Settings / Management Interfaces. Similarly, Users can be granted permission to access Support channels.
• Access restriction testing frequency: At least once a year
• Management access authentication:
  • Multi-Factor Authentication (MFA)
  • Identity federation with existing provider (for example Google Apps)
  • 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: 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

Security governance

• Named board-level person responsible for service security: Yes
• Security governance certified: Yes
• Security governance standards:
  • ISO/IEC 27001
  • Other
• Other security governance standards: Cyber Essentials
• Information security policies and processes: All PlotBox Information Security and Quality Policies are maintained as part of our Integrated Management System and stored in our Internal Intranet.; ; Information Security is reviewed periodically by Senior Management, along with a cross-functional Quality and Compliance Board who review risk, access, and reported non-conformances.; ; Documents are reviewed as necessary but at least once per year in Management Review meetings. Policy documents are Confidential and for Internal Use Only - however, summaries can be provided.; ; These policies include, but are not limited to:; ; - Information Security Policy; - Risk Management Plan; - Risk Assessment & Treatment Plan; - Data Protection/GDPR Security Policy; - Information Security Incident Management; - Password Policy; - User Identity and Access Management Policy; - Data Disposal Policy; - Data Backup Policy; - Business Continuity/ Disaster Recovery Policy; - Disaster Recovery Plan; - Records Management Policy; - ICT Acceptable Use Policy
• 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: The organisation operates documented configuration and change management processes aligned with ISO/IEC 27001:2022. ; ; Service components are recorded in controlled configuration and asset registers and tracked throughout their lifecycle from provisioning to decommissioning. Configuration baselines are maintained and access is restricted to authorised personnel with audit logging.; ; All changes follow a formal change management process and are assessed for operational and security impact, including risks to confidentiality, integrity, and availability. Security-relevant changes receive additional review, are approved prior to implementation, tested in non-production environments, and fully auditable.
• Vulnerability management type: Supplier-defined controls
• Vulnerability management approach: The organisation operates a documented vulnerability management process aligned with ISO/IEC 27001:2022. ; ; Potential threats are assessed through regular vulnerability scanning, independent penetration testing, and risk-based evaluation of impact to confidentiality, integrity, and availability. Threat intelligence is obtained from vendor security advisories, industry alerts, and trusted public sources such as NCSC guidance.; ; Vulnerabilities are prioritised based on severity and risk. Critical and high-risk patches are deployed promptly following testing, with emergency patching applied where necessary. All remediation actions are tracked and subject to change control and audit.
• Protective monitoring type: Supplier-defined controls
• Protective monitoring approach: We employ protective monitoring across all layers of the stack, including network-level monitoring, access monitoring, user monitoring and application-level monitoring. ; ; In addition to the controls available in Azure, we have deployed an additional protective monitoring suite which provides DDOS Protection, Intrusion Detection, and Intrusion Prevention techniques.; ; All activity is logged and monitored, with any suspicious activity alerting to a dedicated and centralised response team. The response team will assess the alert to determine if there is a compromise; if found, they will immediately initiate a documented response policy that details the actions depending on the category of compromise.
• Incident management type: Supplier-defined controls
• Incident management approach: Incidents can be raised by Users, or via our internal team/monitoring.; ; Users can report Incidents via to HelpDesk using the in-app messaging system, via the external Service Portal, or via email. ; ; All incidents are recorded and tracked via incident management software which allows clients to keep track of progress and updates.
• Post-quantum cryptography secure: No

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

Pricing

• Discount for educational organisations: No
• Free trial available: Yes
• Description of free trial: In some situations, we may be able to offer a sandbox environment to allow Customers to access a limited trial. This will be a controlled environment and will be made available for a limited period of time.

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: 7%
• Between £2,500,001 and £5,000,000: 10%
• Over £5,000,001: 12%

Non-mandatory Standards and certifications

• ISO/IEC 27001 certification: Yes
• Who accredited the ISO/IEC 27001: BM Trada
• ISO/IEC 27001 accreditation date: Monday 24 March 2025
• What the ISO/IEC 27001 doesn’t cover: N/A - our scope covers all aspects of this service.
• ISO 28000:2022 certification: No
• ISO 9001 certification: Yes
• Who accredited the ISO 9001 certification: BM Trada
• ISO 9001 accreditation date: Friday 8 November 2024
• What the ISO 9001 doesn’t cover: N/A - our scope covers all aspects of this service.
• Quality management systems (QMS): Yes
• CSA STAR certification: No
• PCI certification: No
• Cyber essentials: Yes
• Please provide your Cyber Essentials Certificate Number: Aaf31fe6-d809-4308-a52d-9f3a8a7fe702
• 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
    • Providing opportunities for, and measuring and monitoring of, staff workforce conditions over time, including employee engagement, involvement in decision-making and satisfaction and adapting to any changes in the results, with clear processes for acting on issues identified
    • Plans to engage the contract workforce in deciding the most important workplace issues to address
    • Ensuring new workers are informed of their right to join a trade union
    • Monitoring of employee engagement rates (by protected characteristic) and, where necessary, the development of actions to ensure all voices are heard across the diversity of the workforce
    • 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
    • Activities that support an environment where staff are educated about, and feel empowered to, address their physical wellbeing
    • Activities that support an environment where staff are educated about and feel empowered to report and address bullying and harassment
    • Activities to cascade good practice on fair working conditions throughout the supply chain
    • Offer a pay and leave entitlement to all eligible staff who become kinship carers, ideally equivalent to statutory adoption pay and leave
    • Payment of more than the National Minimum Wage or National Living Wage (as appropriate) to the contract workforce
    • Understanding of in-work progression issues affecting the market, industry or sector relevant to the contract, and in the supplier’s own organisation and those of its key sub-contractors
    • Measures to support in-work progression to help people in the contract workforce, to move into higher paid work by developing new skills relevant to the contract
    • Support for the contract workforce by providing career advice, and providing opportunities for staff working on the contract with in-work progression career development into known skills shortages or high growth areas
    • Support for educational attainment relevant to the contract, including training schemes that address skills gaps and result in recognised qualifications
    • Volunteering opportunities for staff
    • 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
    • Measures to identify, mitigate and manage modern slavery risks relating to the contract and how these will be implemented
    • Outline policies and practices to be applied to or put in place for the contract to mitigate and manage modern slavery risks, including: Pre-employment checks, recruitment practices. Workplace conditions, safeguarding plans and processes in place and regular monitoring with relevant groups considered, which may include sampling

  • 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.

    • Understanding of employment and relevant skills issues, and of the education and training issues relating to the contract. Illustrative examples: demographics, skills shortages, new opportunities in high growth sectors, geographic/local community and skills/employment challenges
    • Support for educational attainment relevant to the contract, including training schemes that address skills gaps and result in recognised qualifications
    • 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

    • Understanding of the types of businesses in the market and the level of participation by new businesses, entrepreneurs, start-ups, SMEs, VCSEs and mutuals
    • Understanding of local demographics, needs and opportunities for the co-design of the goods, services and works to be delivered under the contract
    • Methods for engaging with different parts of the community (including the education system and charities representing the community) and how communities come together to inform decisions, strategy and projects to leave a positive legacy for future generations
    • Measures to involve local stakeholders and/or users in design (e.g. in the design of services, systems, products or buildings)
    • Measures for making facilities used in the delivery of the contract available for community groups, education or training
    • Measures to engage users and communities and build relationships to increase community integration build trust and influence how the contract is delivered
    • Support for community-led initiatives relevant to the contract. Illustrative examples: improving transport links; reducing loneliness; helping with English language proficiency; and facilitating social mixing among people with different backgrounds

  • 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 opportunities for additional environmental benefits delivery in the performance of the contract, including working towards net zero carbon emissions and use of clean energy and green technologies
    • Collaborative ways of working with the supply chain to deliver additional environmental benefits in the performance of the contract, including working towards net zero carbon emissions and 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
    • Activities to reconnect people with the environment and increase awareness of ways to protect and enhance it

  • 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 6: Employment and training: For those who face barriers to employment

    • Understanding of employment and skills issues, and of the skills and employment shortages of high growth sectors relating to the contract
    • Understanding of the issues affecting the representation of disabled people in the workforce in the market, industry or sector relevant to the contract, and in the supplier’s own organisation and those of its key sub-contractors
    • Collection of the views and expertise of disabled people and their representative organisations on successfully supporting disabled employees or applicants
    • Inclusive and accessible recruitment practices, and retention-focused activities, including those provided in the Guide for line managers on recruiting, managing and developing people with a disability or health condition
    • Offering a range of quality opportunities with routes of progression if appropriate, e.g. T Level industry placements, students supported into higher level apprenticeships.
    • Working conditions which promote an inclusive working environment and promote retention and progression
    • Understanding of the issues affecting inequality in employment, skills and pay in the market, industry or sector relevant to the contract, and in the supplier’s own organisation and those of its key sub-contractors. Measures to tackle inequality in employment, skills and pay in the contract workforce
    • Inclusive and accessible development practices, including guidance for line managers on recruiting, managing and developing people with a disability or health condition

  • 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 issues affecting the development of new skills by target cohort
    • Understanding of issues relating to entering the contract workforce
    • Creation of outreach activities to create a pipeline of employees for the future contract delivery

  • Mission: Build an NHS fit for the future: That is there when people need it; with fewer lives lost to the biggest killers; in a fairer Britain, where everyone lives well for longer.

    Policy Outcome 8: Increasing productivity through physical and mental wellbeing: In the supply chain and communities in the relevant area.

    • Understanding of issues relating to health and wellbeing, including physical and mental health, in the contract workforce
    • Inclusive and accessible recruitment practices, development practices and retention policies that support-focused activities including those provided in the Guide for line managers on recruiting, managing and developing which support people with a disability or health condition
    • Actions to invest in the physical and mental health and wellbeing of 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 niall.adams@plotbox.io. Tell them what format you need. It will help if you say what assistive technology you use.