SNELLING BUSINESS SYSTEMS LIMITED

Room and Desk Booking - Appspace

Room and Desk booking software

Features

• Desk & Room Booking: Reserve hot desks, meeting rooms
• Interactive Floor Plans: Navigate and book spaces
• Calendar Integration: Syncs seamlessly with Outlook, Google, Microsoft Teams
• Mobile Employee App: Book workspaces from mobile device
• Touchless QR Check-in: Check into spaces instantly via sensors
• Workspace Analytics: Track occupancy trends and space utilization
• Wayfinding Support: Get directions to your desk or room
• Resource Management: Reserve lockers, parking spots, and equipment
• Automated Room Release: Free up unused rooms automatically
• Capacity Planning: Set and enforce occupancy limits

Benefits

• Boosts Productivity: Plan office days for better collaboration.
• Optimizes Costs: Use data to downsize unused space
• Improves Experience: Eliminate desk-hunting with quick, mobile-first booking
• Saves Admin Time: Automate check-ins and room releases
• Increases Transparency: View real-time floor plans
• Promotes Safety: Easily enforce capacity limits and track occupancy
• Maximizes Utilization: Recover unused rooms automatically
• Simplifies Arrivals: Streamline visitor check-ins
• Informs Strategy: Leverage detailed analytics
• Modernizes Branding: Use sleek digital signage to show room availibilty

• 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 tenders@snellingbiz.com. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 15

Service ID

911296281910005

Contact

Jordan Haystead
01603711111
tenders@snellingbiz.com

About your service

• Service categories:

  Applications

  Collaborative

  • Email
  • Enterprise community
  • Team collaboration

  Conferencing and virtual event

  • Web Conferencing Applications
  • Virtual Event Applications
• Multi cloud support: Yes

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: Microsoft, google
• Cloud deployment model:
  • Public cloud
  • Private cloud
• Service constraints: N/A
• System requirements:
  • Modern Browsers: Use latest versions of Chrome, Edge, Safari, Firefox.
  • Calendar Services: Requires active Microsoft Office or Google Workspace account.
  • Mobile OS: Needs iOS 11.0+ or Android 7.0+
  • Internet Connectivity: Reliable high-speed connection required for sync
  • System clocks must sync with NTP for accurate reservation timing
  • Network Ports: Open specific ports like 443, 123, and 53
  • Appspace Subscription: Active cloud account with appropriate licenses
  • Identity Management: SAML 2.0 or Okta for secure user authentication

User support

• Email or online ticketing support: Yes
• Support response times: Sla ranges from 1-4 hours
• User can manage status and priority of support tickets: Yes
• Online ticketing support accessibility: WCAG 2.2 AAA
• Phone support: Yes
• Phone support availability: 24 hours, 7 days a week
• Web chat support: Yes
• Web chat support availability: 24 hours, 7 days a week
• Web chat support accessibility standard: WCAG 2.2 AA
• Web chat accessibility testing: Our Live Chat Support is available via the Account Management Portal or website
• Onsite support: No
• Support levels: Premium = 4 hours (Subscription Services), 8 hours (Software); Elite = 2 hours (Subscription Services), 4 hours (Software); 24/7 = 1 hour (Subscription Services and Software); Strategic = 1 hour (Subscription Services and Software)
• Support available to third parties: Yes
• AI chatbot: Yes

Onboarding and offboarding

• Getting started: We have quick start guides and online documentation readily available online, plus a Professional services team if required.
• Service documentation: Yes
• Documentation formats:
  • HTML
  • PDF
• End-of-contract data extraction: Appspace provide tools that make it easy for customers to take their data with them if they choose to stop using our services, without penalty or additional cost imposed by Appspace
• End-of-contract process: The Appspace platform ceases to function, while data is kept no longer than 3 months in the event the customer would like to re-activate their accounts.
• Documentation accessibility standard: EN 301 549

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari
• Application to install: No
• Designed for use on mobile devices: Yes
• Differences between the mobile and desktop service: Desktop - Ability to access both the Appspace console and Employee App Portal; Mobile - Ability to only access the Employee App on Mobile
• Service interface: Yes
• User support accessibility: WCAG 2.2 AA
• Description of service interface: Native App on both Android and iOS
• Accessibility standards: WCAG 2.2 AA
• Accessibility testing: The service interface and user support are designed to align with WCAG 2.1 AA or EN 301 549 standards
• API: Yes
• What users can and can't do using the API: Appspace makes available an API list for developers to integrate customized solutions, facilitating interoperability with other applications
• API documentation: Yes
• API documentation formats: Open API (also known as Swagger)
• API sandbox or test environment: Yes
• Customisation available: Yes
• Description of customisation: Various Customization and Branding options are available in the platform, however if required our Professional Services team can also scope custom work.

Scaling

• Independence of resources: Appspace ensures that user performance and data are protected from the demands of other users through a combination of cloud-native architecture, resource isolation, and dedicated hosting options

Analytics

• Service usage metrics: Yes
• Metrics types: Appspace provides comprehensive service usage metrics through its built-in Analytics and Reports modules. These tools are designed to help administrators monitor engagement, optimize space usage, and track technical health across the platform
• Reporting types:
  • API access
  • Real-time dashboards
  • Regular reports
• Resource tagging: Yes
• FOCUS resource tagging: Yes

Resellers

• Supplier type: Reseller (no extras)
• Organisation whose services are being resold: Appspace

Staff security

• Staff security clearance: Other security clearance
• Government security clearance: Security Clearance (SC)

Asset protection

• Knowledge of data storage and processing locations: Yes
• Data storage and processing locations:
  • United Kingdom
  • European Economic Area (EEA)
• User control over data storage and processing locations: Yes
• 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: Another external penetration testing organisation
• Protecting data at rest:
  • Physical access control, complying with SSAE-18 / ISAE 3402
  • Other
• Other data at rest protection approach: Working with Google Cloud, we have implemented disk encryption leveraging AES-256 as the encryption standard.
• 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
  • Explicit overwriting of storage before reallocation / Secure Erase

Data importing and exporting

• Data export approach: Appspace provide tools that make it easy for customers to take their data with them if they choose to stop using our services, without penalty or additional cost imposed by Appspace
• Data export formats: CSV
• Data import formats:
  • CSV
  • Other

Data-in-transit protection

• Data protection between buyer and supplier networks:
  • TLS (version 1.2 or above)
  • Other
• Other protection between networks: All communications are encrypted during transit and at rest. The Appspace cloud always uses HTTPS over TLS 1.3 and higher and AES 256-bit or higher encryption.
• Data protection within supplier network: TLS (version 1.2 or above)

Availability and resilience

• Guaranteed availability: Appspace shall ensure 99.9% System Availability over any calendar month
• Approach to resilience: As a SaaS-based organization whose services are hosted in a geographic-redundant cloud environment, we reap immense benefits of leveraging Google Cloud zones to allow us to enable a robust failover system
• Outage reporting: Appspace cloud health status and outages are reported here: https://status.appspace.com/

Identity and authentication

• User authentication needed: Yes
• User authentication:
  • Multi-Factor Authentication (MFA)
  • Username or password
• Access restrictions in management interfaces and support channels: Appspace credentials or SAML 2.0 compatible IdP
• Access restriction testing frequency: At least once a year
• Management access authentication:
  • Multi-Factor Authentication (MFA)
  • 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
• Information security policies and processes: Our Security Policies are based on ISO 27001
• 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: Appspace uses internal tools to track all production incidents, including Problem and Change Requests. Separation of duties are adopted between the requester and implementer for production system changes. Specific processes in our change management process include rollback plans, test plans, back-up plans, and post-change reviews
• Vulnerability management type: Complies with a recognised standard, for example CSA CCM v4.0 or SSAE-18 / ISAE 3402
• Vulnerability management approach: The Appspace security team scans for potential security threats across our platform on a regular recurring basis. These may include open-source, internally developed code, or OS-related vulnerabilities. Our security team performs automated and manual software security testing, as well as network vulnerability testing on an on-going basis to identify and resolve potential security vulnerabilities and bugs in our software.
• Protective monitoring type: Complies with a recognised standard, for example CSA CCM v4.0 or SSAE-18 / ISAE 3402
• Protective monitoring approach: Monitoring the ingress of security threats is critical to our security team. To have a proactive understanding of incoming traffic and understanding whether this traffic is malicious in nature, we adopt an IDS/IPS (Intrusion Detection/Intrusion Prevention) solution
• Incident management type: Complies with a recognised standard, for example, CSA CCM v4.0 or ISO/IEC 27035:2011 or SSAE-18 / ISAE 3402
• Incident management approach: In the event a security incident arises, we would notify our partners within 72-hours upon confirming such an event
• 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: Yes
• Connected networks: Other
• Other public sector networks: Public Internet

Pricing

• Discount for educational organisations: Yes
• Free trial available: Yes
• Description of free trial: Limited time period - 1-2 months.

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: 0.5%
• Between £1,000,001 and £2,500,000: 1%
• Between £2,500,001 and £5,000,000: 1.5%
• Over £5,000,001: 2%

Non-mandatory Standards and certifications

• ISO/IEC 27001 certification: No
• ISO 28000:2022 certification: No
• ISO 9001 certification: Yes
• Who accredited the ISO 9001 certification: The Certification Group
• ISO 9001 accreditation date: Monday 6 February 2023
• What the ISO 9001 doesn’t cover: N/A
• Quality management systems (QMS): No
• CSA STAR certification: No
• PCI certification: No
• Cyber essentials: Yes
• Please provide your Cyber Essentials Certificate Number: D833f685-be13-4cbc-ba57-8b1810f9111a
• Cyber essentials plus: Yes
• Please provide your Cyber Essentials Plus Certificate Number: 9c301635-73f7-42d6-bdc9-f994e6bfd466
• 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 to cascade good practice on fair working conditions throughout the supply chain
    • 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
    • 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

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 tenders@snellingbiz.com. Tell them what format you need. It will help if you say what assistive technology you use.