EVENTMAP LIMITED

Optime Booker

EventMAP's Optime Booker application addresses the challenge of resource booking management, including: room, desk, car parking space and visitors. Used in Public and Private sectors including Universities, Colleges, Local Authority, Healthcare and Police. Optime Booker is designed in partnership with end-users resulting in an intuitive application to manage resource booking.

Features

• Meeting Room Booking Management
• General Room & Resource Booking and Facility Planning
• Visitor, Parking & Desk Management
• Intuitive User friendly design accessible on numerous devices and browsers
• Auto Approval process for room booking requests
• Full Outlook integration and I-Cal publishing to calendars
• User authentication integration (SSO) and Role provisioning
• Import tools and APIs enabling integration with other systems
• Native IOS and Android Mobile App & Room Display portal
• QR code; booking and check in features

Benefits

• Supports institutions achieve the Smarter Booking of resources
• Drives the optimisation and utilisation of resources
• Process efficiencies through automatic creation of recurring meetings
• Availability of resources made transparent
• Real-Time access to information and reporting
• Solution accessible from any site or location, supporting flexible working,
• Holistic view of resource usage enabling informed management decision making
• Enables KPIs and targets to be monitored and achieved
• Single source of truth for meeting room and desk information
• Device agnostic and responsive

• Education pricing available
• 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 info@eventmapsolutions.com. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 15

Service ID

891389188486952

Contact

Barry McCollum
00442890236558
info@eventmapsolutions.com

About your service

• Service categories:

  Application Development and Deployment

  Data management

  Database management systems

  • Relational Database Management Systems
• Multi cloud support: No

Service scope

• Software add-on or extension: Yes, but can also be used as a standalone service
• What software services is the service an extension to: It can be used seamlessly with our other Optime applications
• Cloud deployment model:
  • Public cloud
  • Private cloud
• Service constraints: No there are no constraints
• System requirements: Modern, supported web browser

User support

• Email or online ticketing support: Yes
• Support response times: Critical Incidents within 1 hour of being raised (Monday to Friday); Non- Critical within 24 hours of ticket being raised (Monday to Friday)
• User can manage status and priority of support tickets: Yes
• Online ticketing support accessibility: WCAG 2.2 AA
• 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: As part of the contract and licence the following support is included:; ; A key contact is assigned,and will be the main point of escalation where needed. Regular service meetings will be agreed with the client .; ; Raising issues should be directed to and processed via the EventMAP Support Centre.; ; -Where an issue is emailed these will be added to the Support Centre; -Where an issue is raised over the phone these will be added to the Support Centre and not resolved over the phone unless the issue is critical service failure.; ; Queries or Issues raised are categorised as follows:; ; 1. Bug – breaks standard functionality of software.; 2. Bug (External) – due to external circumstances outside of EventMAP control.; 3. Incorrect behavior – functionality is not as expected.; 4. Change Request – a problem with software which does not break standard functionality, but impacts usability of the software.; 5. Feature Request – requests for new developments; ; Feature Requests may incur additional development related costs where the request is bespoke to the client or not on the immediate Product development Roadmap.; ; A detailed service level agreement will be provided to the client when on-boarding.
• Support available to third parties: Yes

Onboarding and offboarding

• Getting started: We have a proven approach to onboarding where we can provide users with professional services to guide and assist in the implementation and configuration of the solution, provide training both online and/or onsite and go live support. There is also in-app training material available.
• Service documentation: Yes
• Documentation formats:
  • HTML
  • PDF
  • Other
• Other documentation formats: MP4 recordings
• End-of-contract data extraction: In the event of this scenario, EventMAP shall immediately cease to use Personal Data (and all existing copies) and shall arrange for its safe return or destruction as shall be required by Customer (unless the Data Protection Laws require storage of any Personal Data contained within Personal Data; or an exemption under UK GDPR applies).; ; If the customer would like EventMAP to delete or return Optime data, a ticket must be logged on the EventMAP support centre, or by arrangement with an assigned account manager. Customers should be aware that as a precaution against accidental deletion, the deletion process is blocked for a grace period of up to 60 days after the request for deletion was made. This covers the deletion of a) databases/data and b) configuration and business logging data. ; ; Alternatively clients can use our comprehensive export fucntionality or APIs to extract their data.
• End-of-contract process: Upon expiry of customer licence agreements, or when terminated by the customer. In the event of this scenario, EventMAP shall immediately cease to use Personal Data (and all existing copies) and shall arrange for its safe return or destruction as shall be required by Customer (unless the Data Protection Laws require storage of any Personal Data contained within Personal Data; or an exemption under UK GDPR applies).; ; If the customer would like EventMAP to delete or return Optime data, a ticket must be logged on the EventMAP support centre, or by arrangement with an assigned account manager. Customers should be aware that as a precaution against accidental deletion, the deletion process is blocked for a grace period of up to 60 days after the request for deletion was made. This covers the deletion of a) databases/data and b) configuration and business logging data. ; ; If customer data is subject to any litigation, the data must be retained until all legal concerns are resolved.
• Documentation accessibility standard: WCAG 2.2 AA

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari
  • Opera
• Application to install: No
• Designed for use on mobile devices: Yes
• Differences between the mobile and desktop service: Menus adapt dependent to screen size.
• Service interface: Yes
• User support accessibility: WCAG 2.2 AA
• Description of service interface: All of our services provided within the framework have web user interfaces specific to the service being procured. These web user interfaces are compatible with all commonly used web browsers including Microsfot Edge, Chrome, Safari and Firefox.
• Accessibility standards: WCAG 2.2 AA
• Accessibility testing: Our application was evaluated using Chrome on a Windows desktop computer. Assistive technologies used in this evaluation included NVDA (screen reader) and the Windows screen magnification function as well as exclusive use of the keyboard to navigate and operate the site content and functionality.; ; Testing to support accessibility is undertaken in-house. The following assistive techology is used:; ; NVDA – Windows – Mozilla Firefox; NVDA – Windows – Edge; NVDA – Windows – Chrome; VoiceOver – Mac – Safari & Chrome
• API: Yes
• What users can and can't do using the API: Create, Read, Update and Delete records using the API.; ; Clients cannot change the API themselves but can request for further endpoints to be developed. There are no limitations to the use of the API
• API documentation: Yes
• API documentation formats:
  • Open API (also known as Swagger)
  • HTML
  • PDF
• API sandbox or test environment: Yes
• Customisation available: Yes
• Description of customisation: User Specific Profile Customisation; ; Existing Functionality & Features can be configured and customised based on users and roles within the buyers organisation; ; New Features & Functionality requests are possible but undertaken by developers within our company

Scaling

• Independence of resources: Cloud infrastructure is configured to scale on demand

Analytics

• Service usage metrics: Yes
• Metrics types: Various metrics can be provided based on the customers needs, metrics such as; ; Uptime %; Response Times m/s; Number of users
• Reporting types:
  • Regular reports
  • Reports on request
• Resource tagging: Yes
• FOCUS resource tagging: Yes

Resellers

• Supplier type: Not a reseller

Staff security

• Staff security clearance: Other security clearance
• Government security clearance: Developed Vetting (DV)

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: Yes
• Datacentre security standards: Managed by a third party
• Penetration testing frequency: At least once a year
• Penetration testing approach: In-house
• Protecting data at rest: Other
• Other data at rest protection approach: Data is held within Microsoft Azure and is governed by their security protocols
• 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: Data can be exported in multiple formats including csv or PDF through the standard reporting function within the solutions. Where data is not accessible through the reporting function a bespoke request can be raised following the support process (dependant on the complexity of the bespoke request, an additional charge could be made)
• Data export formats: Other
• Other data export formats: XLSX
• Data import formats: Other
• Other data import formats: XLSX

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: 99.9% availability as standard.
• Approach to resilience: Available on request
• Outage reporting: Automated Email notification; Phone call to key client contacts

Identity and authentication

• User authentication needed: Yes
• User authentication:
  • Multi-Factor Authentication (MFA)
  • Public key authentication (including by TLS client certificate)
  • Identity federation with existing provider (for example Google Apps)
  • Username or password
• Access restrictions in management interfaces and support channels: Access to management interfaces is based on Roles and permissions. Only users with the appropriate role and/or permissions can access management interfaces and support channels.
• Access restriction testing frequency: At least every 6 months
• Management access authentication:
  • Multi-Factor Authentication (MFA)
  • Public key authentication (including by TLS client certificate)
  • Identity federation with existing provider (for example Google Apps)
  • 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 and Cyber Essentials Plus
• Information security policies and processes: EventMAP defines three distinct levels of security assessment:; ;  Full – a full assessment of the web application for all known vulnerabilities using both automated tests and manual testing, based on the OWASP Testing Guide.;  Quick – a quick assessment typically involves testing for the top ten security risks as defined by the OWASP Top Ten web application security risks.;  Targeted – a targeted assessment involves testing for a specific vulnerability.; ; Web applications meeting the following criteria are subject to security assessment:;  New applications – brand new software products undergo a full security assessment before being released into any production environment.;  Major application updates – any major changes to the software codebase undergo a full security assessment before being approved for release to production environments.;  Patch releases – minor application updates are subject to an appropriate assessment level based on the risk of the changes to the application functionality and/or architecture.;  Emergency Releases – emergency releases will be allowed to forgo security assessments, carrying the assumed risk until such time that a proper assessment can be carried out. Emergency releases will be designated as such by the Chief Technical Officer or an appropriate manager.
• Software Security Code of Practice: Yes

Operational security

• Configuration and change management standard: Supplier-defined controls
• Configuration and change management approach: As part of our ISO27001:2022 certification we have Change Management processes. but to outline:; ; 1. Change raised by client through Support Centre; 2. Assessed (various impacts including security) and Approved/Declined; 3. Added to a work package and sprint; 4. Assigned to an individual; 5. Developed in a non production environment; 6. Once development completed promoted to a Test Environment; 7. Tested and User Accepted; 8. Deployed to Production (Live) environment at an agreed time with the client.; 9. Change Record retained
• Vulnerability management type: Supplier-defined controls
• Vulnerability management approach: Technical Teams monitor alerts and notifications which identify potential vulnerabilities that could affect our services.; ; Potential vulnerabilities are reviewed and assessed to determine the impact, likelihood and risk.; Following the assessment actions are then undertaken. For severe incidents issues are addressed as a priority and resolutions implemented as quickly as possible.For low risk vulnerabilities these are resolved within within 2 days.
• Protective monitoring type: Supplier-defined controls
• Protective monitoring approach: Any potential compromises are notified by the platform provider to EventMAP technical teams and these notifications are monitored by the 24.7.; ; Upon notification of any compromises an internal process and assessment checklist are completed to assess the risk and impact.; ; Following the assessment, the severity of the compromise is known and actions are then undertaken to resolve the issues. For severe incidents issues are addressed as a priority and resolutions implemented as quickly as possible.
• Incident management type: Supplier-defined controls
• Incident management approach: • Issues raised will be added to the EventMAP Support Centre with a status 'Open'; • Customers and EventMAP staff can communicate via comments on the ticket system; • When requiring further discussion before it can be correctly processed, the status is set to Pending; • When an issue fix is proceeding Status set to Work In Progress.; • When an issue fix has been processed, Status set to Closed; • At any stage, an issue can be transitioned from Closed to Reopened. Reopened tickets will enter the same workflow as is outlined in the above process
• Post-quantum cryptography secure: Yes

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 v4.0)

Public sector networks

• Connection to public sector networks: No

Pricing

• Discount for educational organisations: Yes
• Free trial available: Yes
• Description of free trial: A full trial version of the software is available by registering through the URL provided.
• Link to free trial: https://optime.cloud/

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

• Less than £250,000: 0%
• Between £250,000 and £500,000: 0%
• Between £500,001 and £1,000,000: 0%
• Between £1,000,001 and £2,500,000: 0%
• Between £2,500,001 and £5,000,000: 0%
• Over £5,000,001: 0%

Non-mandatory Standards and certifications

• ISO/IEC 27001 certification: Yes
• Who accredited the ISO/IEC 27001: BSI
• ISO/IEC 27001 accreditation date: Friday 16 October 2020
• What the ISO/IEC 27001 doesn’t cover: N/A; ; The following was the scope of the Accreditation:; ; "The ISMS applies to the design, development, hosting, delivery, support and continual improvement of the Optime software as a service (SaaS) platform, space planning software and services; including implementation services, custom software development and related professional services engagements provided by EventMap Ltd in accordance with Statement of Applicability version 3.0 dated 21st of July 2025.”
• ISO 28000:2022 certification: No
• ISO 9001 certification: Yes
• Who accredited the ISO 9001 certification: BSI
• ISO 9001 accreditation date: Wednesday 27 June 2018
• What the ISO 9001 doesn’t cover: N/A; ; The following was the scope of the Accreditation:; ; "Provision of timetabling, scheduling, resource management and space planning software and services."
• Quality management systems (QMS): Yes
• CSA STAR certification: No
• PCI certification: No
• Cyber essentials: Yes
• Please provide your Cyber Essentials Certificate Number: 2b55c97e-24f9-4e61-ad8c-2e533fee48ca
• Cyber essentials plus: Yes
• Please provide your Cyber Essentials Plus Certificate Number: 45edf4ca-71f5-4cac-b2a0-f796d29d36e6
• 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
    • Monitoring and reporting of gender and ethnicity pay gaps and plans to address them where necessary
    • 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
    • Plans for an appropriate income replacement policy for staff who are required to spend time away from work to care for a sick dependent or close relative
    • 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

  • 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
    • Delivery of apprenticeships, supported internships and T Level industry placement opportunities (Level 2, 3 and 4+) in relation to the contract

  • 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
    • Activities to identify opportunities to open up sub-contracts under the prime contract to a diverse range of businesses, including new businesses, entrepreneurs, start-ups, SMEs, VCSEs and mutuals
    • Plans for engaging a diverse range of businesses in engagement activities prior to appointing subcontractors (including activities prior to award of the main contract and during the contract term)
    • Activities that demonstrate a collaborative way to work with a diverse range of businesses as part of the supply chain
    • Advertising of supply chain opportunities openly and to ensure they are accessible to a diverse range of businesses, including advertising all subcontracting opportunities on Contracts Finder
    • Ensuring accessibility to contracting and subcontracting opportunities for disabled business owners and employees
    • Structuring of the supply chain selection process to ensure fairness (e.g. anti-corruption) and encourages participation by a diverse range of businesses, including with regard to new businesses, entrepreneurs, start-ups, SMEs, VCSEs and mutual
    • Understanding of local demographics, needs and opportunities for the co-design of the goods, services and works to be delivered under the contract
    • Measures to involve local stakeholders and/or users in design (e.g. in the design of services, systems, products or buildings)
    • Plans for positive actions with community groups.

  • 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
    • Delivery of additional environmental benefits through 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
    • 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
    • Working conditions which promote an inclusive working environment and promote retention and progression
    • Other measures to provide equality of opportunity for disabled people and those with health conditions into employment, including becoming a Disability Confident employer and inclusion of supported businesses in the contract supply chain
    • 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 the underlying factors affecting improvements to reduce barriers to entry and training schemes for the target cohort(s) related to the contract workforce
    • Other measures to offer development opportunities for the target cohort(s) in the contract workforce
    • Understanding of issues relating to entering the contract workforce

  • 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
    • Understanding barriers to access to health and social care services or employment opportunities e.g. digital inclusion
    • 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 info@eventmapsolutions.com. Tell them what format you need. It will help if you say what assistive technology you use.