Clear Visual Communications Ltd

Cloud Booking, Desk, Room and Visitor Management

Intuitive booking for Rooms (multiple layouts and divider
doors), Desks, Resources, Hospitality and Visitors. Full brand customisation. Single sign on. Drag and drop for bookings & edits.
The system will also intelligently manage resources/hospitality that
you have added to your meeting. Make a booking in 2 clicks
using Quick Book.

Features

• Room Booking, Desk Booking, Pool Car and Car Parking management.
• Intuitive Hospitality, Resource and Video Conference booking services
• Interactive Digital Signage with Dynamic 3D floor plans
• Automated passive check in/out of rooms and desks
• NFC Employee smart card authentication
• Seamless two-way MS Outlook Synchronisation and O365 Integration
• Google Calendar Integration
• Intelligent Active Directory integration
• Able to integrate with many third party systems
• Advanced Visitor Management System with Self-Check in/out and QR codes

Benefits

• Create a more collaborative and agile working environment.
• Identify high and low space usage and efficiency levels.
• A scalable SaaS based solution that will grow with you.
• Intuitive interface design improves user experience and increases productivity.
• Integrate with other systems to create sophisticated smart buildings.
• Get the latest updates guaranteed, for free.
• Utilise your space with real-time analytics.
• Available on all web browsers on multiple platforms
• Optimise your space for increased occupancy
• Severely reduce wasted space from no shows

£3 to £28 a licence a month

• 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 sales@clearvc.co.uk. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 13

Service ID

783938785853929

Contact

Rebecca McCartney
033 0088 3984
sales@clearvc.co.uk

Service scope

• Software add-on or extension: No
• Cloud deployment model: Hybrid cloud
• Service constraints: No, there are no limitations or constraints.
• System requirements: Internet access is a requirement

User support

• Email or online ticketing support: Email or online ticketing
• Support response times: Our stated response time is one working hour. In general, 88% of support tickets are resolved within 10 minutes.
• 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: No
• Onsite support: Onsite support
• Support levels: Standard support is included with the price. ClearVC provide four levels of AV/ VC maintenance contract- Standard, Standard Plus, Premium and Premium Plus, with varying degrees of cover and price, depending upon the importance of the cover and need to have the system operational as fast as possible. Standard cover includes manufacturer warranty only, and our contracts are available in one, three or five-year terms. We also provide totally bespoke cover where a client has very specific needs and SLAs or where the equipment is of a highly technical nature. while Premium level support allows for engineer onsite and Premium Plus will provide engineer onsite within 24hours additional service is provided at an additional Cost
• Support available to third parties: Yes

Onboarding and offboarding

• Getting started: The Cloudbooking solution is incredibly simple to use and detailed user guides on functionality are provided as standard to all clients. These are accessible and downloadable from within the portal.; ; Cloudbooking also offers tailored bespoke training in the weeks leading up to launch as part of the Go-live preparations.; ; The training can be delivered face to face or over video conferencing depending on the location, audience and goal of the user group. Training is conducted on the live portal environment to ensure the configurations specific to the client are included and support documentation is available on the portal for all users in the form of User Guides. Any bookings made during the training will be deleted for launch. Different training sessions are recommended for different audiences based on the permissions and use cases of the different roles within the business. These training sessions vary in length, level of detail and content.; ; Depending on the size and complexity of a deployment, a typical training roll out for an organisation and project delivery would consist of one or a combination of the following:; ; 1) Train the Trainer; 2) General Training; 3) Administration Training; 4) High volume users; 5) Supplier training
• Service documentation: Yes
• Documentation formats: PDF
• End-of-contract data extraction: The data can be provided electronically for users to access securely via a URL over https.; ; The data can also be exported to encrypted portable media.
• End-of-contract process: Notice to be served 30 days prior to end of initial term. Renewal discussions will be held prior to this and any renewals will be at negotiated rates.

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Internet Explorer 11
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari
  • Opera
• Application to install: Yes
• Compatible operating systems:
  • Android
  • IOS
  • MacOS
  • Windows
  • Windows Phone
• Designed for use on mobile devices: Yes
• Differences between the mobile and desktop service: Cloudbooking have developed a native mobile application which is available to download from both the App Store and the Play Store at no additional charge. The browser version can also be used on a mobile phone with no difference in functionality.
• Service interface: No
• User support accessibility: None or don’t know
• API: Yes
• What users can and can't do using the API: API's are used by Cloudbooking to extend the functionality of the core system and allow integration with peripheral devices, 3rd party systems and to fulfil bespoke client requirements.; ; All Cloudbooking APIs are REST WebApis, using JSON over HTTPS, with multiple & varying levels of security & encryption depending on the purpose & exposure. For example, most Core APIs are locked to a pre-configured list of devices. Additional security measures include the ability to whitelist & blacklist IP addresses.; ; API access reports are monitored on a daily basis, and Cloudbooking monitoring tools immediately alert key Cloudbooking personnel of non-authorised or suspicious access/attempts, including Denial of Service attacks.; ; Core Cloudbooking API's are a subset of APIs that are used to facilitate 2 way communication between the Cloudbooking system and connected devices. These api's are not directly exposed publicly.; ; To facilitate auto User-Provisioning, Cloudbooking have implemented a SCIM API.; ; On request, Cloudbooking can develop client-specific APIs, whether it be for integration into their own systems or for BI purposes.; ; Being a future-proof, modular design, the Cloudbooking system can also extend functionality & services by connecting to 3rd Party API's.
• API documentation: Yes
• API documentation formats: PDF
• API sandbox or test environment: No
• Customisation available: Yes
• Description of customisation: On functionality, specific workflows and business rules and alerts can be scoped out and implemented.; ; The portal appearance can be customised to include photographs of the location, rooms, desks etc. The room/desk details can be customised to include capacity, configurations, divider doors, resources, and the hospitality menus are created bespoke for each client. The booking table can be customised to run for selected days of the week and over agreed hours of the day. Room set up times can be customised. User accounts can be customised and user roles can be customised.; ; Standard users cannot customise the portal, but admins can have the ability to customise user accounts and roles.; ; We can also give admins the ability to customise certain features regarding rooms, etc. and the support team are always on hand to help or do the customisation and it is all included in the service we provide.; ; Cloudbooking further undertakes bespoke functionality customisation for clients with specific user scenarios.

Scaling

• Independence of resources: By monitoring usage and assessing processing needs. Processing power and bandwidth can be scaled according to these needs.

Analytics

• Service usage metrics: Yes
• Metrics types: Cloudbooking provides a full reporting engine capable of reporting on any fields within the solution. Cloudbooking’s customisable and interactive reporting module also provides detailed breakdowns on services requested by users including room configurations, resources, and catering items.; ; Reports typical available include but are not limited to:; ; “No show” bookings; Catering order, invoice and delivery forms.; Room booking lists.; Daily room configuration instructions.; Enterprise wide booking data reports.; Local site booking data reports.; Cost code reports.; User feedback reports.; Occupancy reports on a daily/weekly/monthly basis; Real utilisation statistics where sensor technology is deployed; Statistics reports.; Users’ logon and booking activity reports.
• Reporting types:
  • API access
  • Real-time dashboards
  • Regular reports
  • Reports on request

Resellers

• Supplier type: Reseller providing extra support
• Organisation whose services are being resold: Cloud Booking

Staff security

• Staff security clearance: Conforms to BS7858:2019
• 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
• 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: ‘IT Health Check’ performed by a CHECK service provider
• Protecting data at rest:
  • Physical access control, complying with CSA CCM v3.0
  • Encryption of all physical media
• Data sanitisation process: Yes
• Data sanitisation type:
  • Explicit overwriting of storage before reallocation
  • Deleted data can’t be directly accessed
• Equipment disposal approach: In-house destruction process

Data importing and exporting

• Data export approach: Nominated users can export data from the reporting module.
• Data export formats: CSV
• 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: SLA based on 99.9% availability with the exception of scheduled maintenance periods carried out between the hours of 2am to 5am on a Wednesday morning or carried out between the hours of 5pm Friday and 8am Monday morning, or with 72 hours notice the client. Issues are identified within one hour, plan of remediation within 4 hours and guarantee of service availability the next business day. Any refund based on individual agreements with clients.
• Approach to resilience: Using a combination of Infrastructure as a service (IaaS) for the Cloudbooking Web Application and Platform as a service (PaaS) for the Database backend with a minimum dual geographic location.; This gives Cloudbooking high levels of resilience in the event of a server failure or data centre failure. We have at least one other server/data centre available to automatically fail over and continue provision of our service.; AWS data centres conform to high levels of certification and accreditation including ISO 27001:2013. Physical security includes security fences, guards and so on, in addition to locations chosen to minimise possible disruption from flooding, extreme weather and seismic activity. Back up power sources are present to minimise power disruption and high levels of data security are at the core of the service.; In the event of a disaster scenario whereby a server or data centre is lost, the Cloudbooking service should failover to the other available location which is constantly running and in sync.
• Outage reporting: Email alerts and support staff directly contacting key client contacts.

Identity and authentication

• User authentication needed: Yes
• User authentication:
  • 2-factor authentication
  • Identity federation with existing provider (for example Google Apps)
  • Dedicated link (for example VPN)
  • Username or password
• Access restrictions in management interfaces and support channels: Access is based on least privilege to perform authorised duties. Access using MFA is also a requirement to enhance security.
• Access restriction testing frequency: At least every 6 months
• Management access authentication:
  • 2-factor authentication
  • 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: User-defined
• Access to supplier activity audit information: Users contact the support team to get audit information
• How long supplier audit data is stored for: User-defined
• How long system logs are stored for: User-defined

Standards and certifications

• ISO/IEC 27001 certification: Yes
• Who accredited the ISO/IEC 27001: Lloyd's Register Quality Assurance Limited
• ISO/IEC 27001 accreditation date: 14/06/2019
• What the ISO/IEC 27001 doesn’t cover: The Cloud Booking Limited accreditation covers all aspects of our business relating to our SaaS solution, including our internal systems.
• 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: Yes
• Security governance standards:
  • CSA CCM version 3.0
  • ISO/IEC 27001
• Information security policies and processes: Cloudbooking policies are based on ISO 27001:2013 requirements.; ; Executive Directors, Gerry Brennan (CEO) and Claire Brennan are responsible for;; Information Security policies and procedures.; Compliance with statutory legislation and regulations.; Management Review of the Cloudbooking Information Management Security System.; The Cloudbooking Chief Information Officer is responsible for;; Design, development and deployment of Cloudbooking Business Logic software.; Contact with statutory authorities.; Corrective action concerning non-conformances.; The security of the information provided and that it is appropriately stored.; Risk Assessment and Risk Treatment which, either mitigates the risk or the risk is accepted.; Setting IT security objectives, monitoring & measurement of results.; Password control, user access & user removal.; Information classification.; User logs, exceptions and security events; The Head of IT Operations is responsible for;; Ensuring that the Information Security Management System (ISMS) meets the requirements of the ISO 27001:2013 Standard.; Reporting on the performance of the ISMS to Cloudbooking Management.; Incident and disaster planning & recovery.; Supplier security policy.; Ensuring that appropriate backup, retention, disaster recovery & disposal mechanisms are in place.; Training and familiarisation of Cloudbooking employees in ISMS policies and procedures.; Asset inventory & acceptable use of assets.; Preparation of technical documentation related to Cloudbooking IT processes.

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: To help design secure information systems, the National Institute of Standards & Technology (NIST) compiled a set of engineering principles for system security. Ideally, these principles can be employed from the onset of a programme throughout the system’s lifetime but can also be used to confirm the security posture of already deployed systems. Cloudbooking Limited embraces these principles and applies them appropriately.; System components are monitored with security tools 24/7 to ensure potential threats are identified as soon as possible and mitigated.
• Vulnerability management type: Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
• Vulnerability management approach: Cloudbooking use Qualys continuous security management tools. All our systems are monitored daily to identify and current and new threats to our service. Patches are identified by this service and remedial action recommended so that effective mitigating actions can be taken as soon as possible.
• Protective monitoring type: Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
• Protective monitoring approach: Using the Qualys continuous security monitoring tool potential compromises are rapidly identified and emailed to key IT personnel so that remedial action can be assessed and implemented as soon as possible,
• Incident management type: Conforms to a recognised standard, for example, CSA CCM v3.0 or ISO/IEC 27035:2011 or SSAE-16 / ISAE 3402
• Incident management approach: Cloudbooking have a security incident policy and general business continuity procedure which lay out key personnel to be involved, what is expected of employees and their responsibility to report incidents in the appropriate way to said key personnel so that mitigating action can be assessed and actioned. Users feed into this process using the support process via support phone number which starts the process. Depending on the nature of the incident support personnel will feedback directly or or more formal report is prepared for distribution to customers.

Secure development

• Approach to secure software development best practice: Independent review of processes (for example CESG CPA Build Standard, ISO/IEC 27034, ISO/IEC 27001 or CSA CCM v3.0)

Public sector networks

• Connection to public sector networks: No

Social Value

• Fighting climate change:

  Fighting climate change

  A smart office may include various elements and features, depending on the needs of the specific work environment and its employees. The tools that comprise a smart office may be designed to do a combination of the following:; ; · Help employees to find and book workspaces to meet their needs; ; · Help managers to analyze space utilization; ; · Help meetings run more productively – virtual meetings and video conferencing included; ; · Improve visitor management; ; · Enhance collaboration; ; · Help remote workers increase productivity; ; · Reduce operational costs; ; · Reduce carbon emissions; ; Smart workplaces are the future of hybrid working. With more people demanding increasingly flexible ways of working post-pandemic, companies should be investing in smart office tools to protect their business and help attract and retain talent. The smart office will also be a key contributor in the fight against climate change and assisting companies to remain competitive in challenging economic times.
• Covid-19 recovery:

  Covid-19 recovery

  Many businesses are trying to tackle the same set of problems centered around reopening their offices following lockdown and implementing a recovery plan.; ; “When is the right time to reopen, and what safety measures are most effective when bringing employees back? What functions need to happen in the office, and which can take place remotely?”; ; Luckily, there are facilities management solutions that can help formulate this plan.; ; When the pandemic eventually ends, it is likely that the offices we return to will not be the same offices we left. The accelerating digital transformation of the workplace is forcing organizations to find new ways to empower colleagues with superior user experiences that assist them in adopting remote working when needed — all whilst increasing workplace safety, productivity and real-estate efficiency. We are likely to see a new hybrid workplace that combines part-time remote working and office space designed for effective collaboration.; ; Employers will need to be flexible as they move forward in their COVID-19 recovery plans, leveraging technology as much as possible to ensure that their buildings offer a safe environment that is compliant with regulations. This is where the help of facilities management solutions comes in.; ; The workspace management tools and data insights facilities management systems offer can ensure that businesses truly understand how their spaces are being used and how they can fully optimize what they already have. Whether that’s managing desks, rooms, visitors or the movement of people, this data is designed to make recovery planning simpler and easier.
• Tackling economic inequality:

  Tackling economic inequality

  Manage workspace with confidence, ensure employee well-being, optimize your workplace real estate, and work smarter with Cloudbooking’s workspace management software.
• Equal opportunity:

  Equal opportunity

  ClearVC is committed to promoting a positive working environment where every worker is treated with respect and dignity. No one should feel threatened, intimidated or degraded on grounds of race, colour, creed, nationality, ethnic or national origin, sex, age, marital/parental status, sexual orientation, disability, handicap, physical characteristics, health, political opinion, or religion or belief. This policy also covers harassment of any other kind outside the above categories, which can be classed as bullying or victimisation.; ; ClearVC firmly believe that all staff have a right to work in an environment that:; ; s free from abuse or insults;; Promotes dignity;; Encourages individuals to treat each other with respect;; Is open and fair;; Is safe;; Encourages individuals to support one another.; As such, we believe that all staff have a responsibility to:; ; Support colleagues who say they have been bullied or harassed, and be sympathetic and sensitive to their feelings and experience of the situation;; Encourage them to seek advice and assistance, particularly by bringing the matter to the attention of the CEO;; Completely refrain from taking part in, encouraging or condoning gossip about cases of alleged or actual harassment or bullying;
• Wellbeing:

  Wellbeing

  ClearVC defines wellbeing as the experience of overall health. It encompasses good mental, physical, financial and social health. ClearVC is committed to being recognised as a responsible employer, that supports the wellbeing of all its employees.; ; ClearVC recognises that its employees may encounter, throughout their lives, events that may affect them in the workplace including those related to their health, personal or domestic situation as well as work-related problems; ; ClearVC is committed to promoting and supporting the wellbeing of all of its employees, to create an inclusive culture which focusses on prevention, and where issues are identified, minimised and managed before they have a detrimental impact on employees

Pricing

• Price: £3 to £28 a licence a month
• Discount for educational organisations: No
• Free trial available: Yes
• Description of free trial: One week's access to our booking portal. We allow users full functionality and access to all flexible space resource modules. Further we include booking via the mobile app and Outlook addin.

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