CLOUD BOOKING LIMITED

Cloudbooking - NHS Room Booking Service

Cloudbooking’s NHS Room Booking Service brings together people, place and technology to support efficient and flexible use of rooms across the NHS.
The solution is highly configurable, developed specifically to assist the NHS in the management of any room type including meeting rooms, collaborative spaces, training and clinical rooms.

Features

• Book and manage meeting rooms, shared spaces, specialist rooms
• Book and manage clinical rooms, treatment rooms and healthcare spaces
• Clinical Room leasing with payment support to promote revenue generation
• Role-based access and permissions
• Interactive custom floorplans and booking calendars
• Room configuration by room type, capacity, layout and resources
• Digital room signage with NFC and occupancy sensors
• Scalable solution from single sites to multi location setups
• Integrations with M365, Microsoft Exchange, Google Workspace and SSO
• Indepth analytics and reporting on usage, occupancy, utilisation and more

Benefits

• Specifically designed for NHS and healthcare environments
• Provides revenue generation opportunities to NHS practices and hospitals
• Integrates with other Cloudbooking workspace management services
• Supports hybrid working in the public sector
• Multi-platform access: web, Teams, Outlook, mobile, digital signage
• Self-administration for estates and facilities teams
• UK-based software development, implementation and 24/7 support
• Extensive experience across NHS, councils and government departments
• Utilise analytics to identify cost savings and sustainability opportunities
• Data-led insights driving workplace strategy

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

Framework

G-Cloud 15

Service ID

944916803839028

Contact

Cloudbooking
08000447831
sales@cloudbooking.com

About your service

• Service categories:

  Applications

  Collaborative

  • Enterprise community
  • Team collaboration
• Multi cloud support: Yes

Service scope

• Software add-on or extension: No
• Cloud deployment model: Public cloud
• Service constraints: None
• System requirements: None

User support

• Email or online ticketing support: Yes
• Support response times: Cloudbooking Support is available 24/7. UK support hours are Monday to Friday 08:00 - 18:00.; P1 : Response Time - Within 30 working minutes / Resolution Time - Within 12 working hours; P2 : Response Time - Within 60 working minutes / Resolution Time - Within 36 working hours; P3 : Response Time - Within 240 working minutes / Resolution Time - Within 48 working hours
• User can manage status and priority of support tickets: No
• 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: None or don’t know
• How the web chat support is accessible: Website Accessibility Features; * Text Zoom: Our website supports text zoom of up to 200% without causing text to spill off the screen or content to become truncated or overlap.; * Keyboard Navigation: We have designed our website to be navigable using just a keyboard, allowing users who cannot or prefer not to use a mouse to access all areas and functionalities.; * Alt Text for Images: We provide descriptive alternative text for images to ensure that users relying on screen readers can understand the content.
• Web chat accessibility testing: Cloudbooking conduct real-user feedback and testing to ensure our website, support services and product complies with WCAG guidelines and standards where possible.
• Onsite support: No
• Support levels: Cloudbooking Support Service is included in the licence costs.; In addition to Cloudbooking's standard Support, Cloudbooking offers an enhanced managed service with dedicated Account Managers and Support contacts, who support clients day-to-day administration and support requests.
• Support available to third parties: Yes
• AI chatbot: No

Onboarding and offboarding

• Getting started: Cloudbooking creates bespoke training plans and can offer bespoke training materials for each client. Clients are able to select the level of training desired for users from sponsor level through to approvers and administrators. Cloudbooking is an intuitive system and, typically, end users do not require extensive training to be able to successfully navigate around and use the system.; Training is delivered face to face or via video call depending on the location, audience and goal of the user group. Training is conducted on the live portal to ensure configurations specific to each site is included. Support documentation is available on the web portal for all users in the form of User Guides, which can be bespoke if desired. Any interactions made with the system during training can 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.
• Service documentation: Yes
• Documentation formats:
  • HTML
  • PDF
• End-of-contract data extraction: All Cloudbooking customers with the relevant administrator permissions, are able to export all data to excel within the Reporting function on the web portal. This includes all historical and future desk bookings, resource, site and user configurations.
• End-of-contract process: Clients are requested to inform Cloudbooking by writing within 3 months of the contract expiration date to confirm termination.
• Documentation accessibility standard: WCAG 2.2 A

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari
  • Opera
  • Other
• Application to install: No
• Designed for use on mobile devices: Yes
• Differences between the mobile and desktop service: A dedicated iOS and Android mobile app offer end users all the core functionality to book and manage room bookings via an interactive floorplan or list view.; Users with relevant permissions can access administration and reporting functions on the web interface.
• Service interface: No
• User support accessibility: WCAG 2.2 A
• API: Yes
• What users can and can't do using the API: Cloudbooking API suite provide organisations the option to integrate with the following:; * Active Directory integration (Azure, Google, Ping, Okta) to enable user provisioning and user access management; * M365 online and Outlook - calendar integration for room booking; * Google Workspace - calendar integration for room booking; * Sensor technology - calendar integration for room booking; * Analytics dashboard - greater visibility and graphic display of reporting data; * Reporting API - pull data directly into an internal BI or similar software
• API documentation: Yes
• API documentation formats:
  • Open API (also known as Swagger)
  • PDF
• API sandbox or test environment: No
• Customisation available: Yes
• Description of customisation: Flexible features are defined as booking customisation, flexible scheduling, role-based permissions, user management and resource configuration. All bookable resources within Cloudbooking have customisation options the user can choose from when booking. Scheduling of bookings is flexible with options to book repeat bookings and different time durations for each booking being made. Users can be restricted to booking in a single area or desk depending on their department (we refer to this as ‘neighbourhoods’ or ‘zoning’ within the floorplan) or can book wherever they like depending on the client preference.; ; Administrators can control many aspects of the room, desk and parking configurations via the Portal Administration tab, including the addition of rooms, spaces, sites etc. Admins also have the options to set role-based permissions for users, defining whether they have access to site/user admin and other features like how far in advanced users can book, whether they can make a private booking, book on behalf of and what resources they are allowed to book. User management can be controlled via the User Admin tool and enables the disabling and enabling of user accounts as needed, as well as adding new users manually if not using SSO and User provisioning.

Scaling

• Independence of resources: To ensure users aren't adversely affected by the demand placed on our services, we have implemented the following strategies:; 1. Scalable infrastructure: our service runs on robust and scalable infrastructure; 2. Monitoring and auto-scaling: we continuously monitor system performance and adjust accordingly based on demand.; 3. Performance Optimisation: we regularly review and optimise code, databases, and other components of the system to improve performance and reduce resource usage.; 4. Each client has their own logical database which is hosted on an RDS cluster and be scaled to the clients’ needs.

Analytics

• Service usage metrics: Yes
• Metrics types: Cloudbooking's Workplace Analytics and Reporting provides clients with live insights into space utilisation, employee behaviours and booking trends via interactive dashboards, reporting API and standard excel reporting.
• Reporting types:
  • API access
  • Real-time dashboards
  • 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: 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: 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: ‘IT Health Check’ performed by a CREST-approved service provider
• Protecting data at rest:
  • Physical access control, complying with CSA CCM v4.0
  • Encryption of all physical media
• 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: Explicit overwriting of storage before reallocation / Secure Erase

Data importing and exporting

• Data export approach: Analytics and reporting data is readily available and updated in real time. Standard reports created by Cloudbooking in a list view, can be exported to excel, saved as PDF or printed as a standard feature.; Support tickets can also be raised at no additional cost, to request more complex or customised data downloads.; All clients have access to reporting and analytics at no extra cost.
• 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: Cloudbooking have a stated availability guarantee of 99.8%.; As a provider, we prioritise ensuring high availability of our services to meet the needs of our users. Our commitment to availability is backed by our robust Support White Paper that outlines our service levels including major incident management, change and release management, support model, and SLA.; As standard policy, we do not offer refunds to our clients for unexpected outages, however in the rare event that we fail to meet our service levels, we are open to discuss compensation to those affected users.; Additionally, we have mechanisms for monitoring and reporting service availability, allowing us to promptly address any issues that may arise and minimise disruptions to our users. Our technical support team works around the clock to swiftly resolve any incidents and restore service functionality as quickly as possible.; The Cloudbooking Support White Paper is intricately aligned with the unique services we provide. It has proven effective in meeting the needs of all our diverse clientele, and we are committed to maintaining the high standards it has set.
• Approach to resilience: Amazon Web Services (AWS) is used for cloud services. AWS provides high levels of security with geographically diverse & secure data centres which are certified to many global standards.; These data centres also provide automatic scalability, automated failover, and regular system backup. Cloudbooking has data centres in the following regions:; * United Kingdom; * United States; * Australia; * Singapore; Which provide:; * Load-balanced Infrastructure as a Service (IaaS); * Web servers utilising AWS Elastic Compute Cloud (EC2); * Synchronous replication and automated failover provided for our database servers utilising the AWS Relational Database Services (RDS)
• Outage reporting: In the case of a complete system outage, Cloudbooking informs assigned clients within our database via email, and a public dashboard/website status.

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)
  • Limited access network (for example PSN)
  • Dedicated link (for example VPN)
  • Username or password
• Access restrictions in management interfaces and support channels: Admins also have the options to set role-based permissions for users, defining whether they have access to site/user admin and other features like reporting, how far in advanced users can book, whether they can make a private booking, book on behalf of and what resources they are allowed to book. User management can be controlled via the User Admin tool and enables the disabling and enabling of user accounts as needed, as well as adding new users manually if not using SSO and User provisioning.
• 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)
  • Limited access network (for example PSN)
  • 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 have access to real-time audit information
• How long supplier audit data is stored for: User-defined
• 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: Cloudbooking have an ISMS based upon IS27001, which is stored in Confluence and available to all members of staff.; A list of Cloudbooking policies are listed below and available on request:; CB 001 Information Security Policy, ISMS Scope and roles & responsibilities; CB 002 Password Control; CB 003 Access Control, Acceptable use & use of personal Assets; CB 004 Secure System Engineering principles; CB 005 Teleworking & Mobile Devices; CB 006 Risk Assessment & Treatment Procedure; CB 008 Annex A Statement of Applicability; CB 009 Internal Audit Procedure; CB 010 Use, protection and lifetime of cryptographic keys; CB 011 Continual Improvement; CB 012 Evaluating the effectiveness of the ISMS and Management Review; CB 013 Supplier Security Policy & Service Delivery; CB 014 Security Incident Management; CB 015 Business Continuity Procedure; CB 016 Human Resource Security; CB 017 Asset Management; CB 018 Software Development & Test; CB 019 Customer Support Policy; CB 020 Change Management; CB 021 Data Protection & Privacy Policy; CB 022 Communications Security Policy; CB 023 Operations Security Policy
• Software Security Code of Practice: Yes

Operational security

• Configuration and change management standard: Supplier-defined controls
• Configuration and change management approach: The primary goal of Cloudbooking’s Change and Release Management Processes are to ensure standardised methodology, processes, procedures, and governance oversights to ensure the efficient and prompt handling of all Changes to controlled IT infrastructure or contracted services.; The key objectives of Cloudbooking’s Change and Release Management are summarised; into the below points:; * To clearly define best practices regarding Change and Release Management,and to ensure compliance and governance oversights.; * Improve efficiencies through automation and rigid testing.; * Ensure appropriate peer review of both Release and Change through QA and CAB, respectively.
• Vulnerability management type: Complies with a recognised standard, for example CSA CCM v4.0 or SSAE-18 / ISAE 3402
• Vulnerability management approach: Cloudbooking have a secure software lifecycle development policy.; Developers are given secure engineering principles and training. We have vulnerability management built into our SDLC.; This includes:; * Vulnerable Management Tools; * Peer Reviews; * Penetration Testing
• Protective monitoring type: Supplier-defined controls
• Protective monitoring approach: Our client facing software is protected by web application firewalls and DDOS mitigation. We deploy end-point protection on all servers and use Guard Duty for anomalous detection.; Cloudbooking employ a team of engineers who are 24/7 monitoring our systems and we have a full incident management process as outlined in our policies.
• 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: Cloudbooking has a full Incident Management Process which covers Minor and Major Incidents, and is ISO27001 compliant.; Policy available on request.
• 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: Organisations can have access to a Cloudbooking production environment web and mobile app to test the room and desk services for a period of up to 4 weeks.

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: 2.5%
• Between £1,000,001 and £2,500,000: 5%
• Between £2,500,001 and £5,000,000: 6%
• Over £5,000,001: 7.5%

Non-mandatory Standards and certifications

• ISO/IEC 27001 certification: Yes
• Who accredited the ISO/IEC 27001: LRQA
• ISO/IEC 27001 accreditation date: Saturday 14 June 2025
• What the ISO/IEC 27001 doesn’t cover: All areas covered by Cloudbooking's ISO 27001 are outlined on the Statement of Applicability, which is available on request.
• ISO 28000:2022 certification: No
• ISO 9001 certification: No
• Quality management systems (QMS): Yes
• CSA STAR certification: No
• PCI certification: No
• Cyber essentials: Yes
• Please provide your Cyber Essentials Certificate Number: 75885f9b-6238-4a54-a373-5703f427047f
• Cyber essentials plus: No
• Cyber Essentials Alternative: You do not have a current and valid Cyber Essentials Plus certificate, or will not have in place within 12 months of the date of award but have an IASME certified equivalent.
• 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

    • 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
    • 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
    • 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
    • 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
    • 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

  • 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
    • Activities that demonstrate a collaborative way to work with a diverse range of businesses as part of the supply chain
    • 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

  • 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
    • 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

  • 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

  • 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

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