YESPLAN UK LTD

Yesplan

Yesplan is a cloud based event planning and management system designed for entertainment and cultural venues. It encompasses room bookings, resource management, staff schedules, budgetary and task information for individuals, teams and the whole organisation.

Features

• Full Event Calendar
• Client Self-Customisation
• User Access and Task Profiles
• Full Budget Tracking
• Complete Resource Management
• Staff Contracts, Holidays and Hours worked
• Full Published API

Benefits

• Organisational Licence - no user limits
• Easy to use - minimal training for new staff
• Intuitive - designed on social network principles
• Collaboration possible across multiple teams
• Full document management
• Complete audit and security profiles

£275 to £900 an instance 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@yesplan.be. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 13

Service ID

979223525766441

Contact

Paul Twynham
07973442215
sales@yesplan.be

Service scope

• Software add-on or extension: No
• Cloud deployment model: Public cloud
• Service constraints: No
• System requirements:
  • Internet Connectivity and browser
  • Currently Mouse / Keyboard Driven

User support

• Email or online ticketing support: Email or online ticketing
• Support response times: Within 6 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: No
• Onsite support: No
• Support levels: All clients are assigned an account manager who guides them through the implementation and go-live process. The majority (or all) of implementation work is performed remotely to minimise project costs.; ; We operate the same uniform support structure for all clients. We have a full documented structure for our cloud support engineers, which rotate on a weekly basis.
• Support available to third parties: Yes

Onboarding and offboarding

• Getting started: Onboarding is through remote implementation planning and training sessions.; ; A dedicated account manager works with each venue throughout their whole project lifecycle.; ; Full user documentation and a learning platform with video tutorials and exercises are provided, externally and within the product itself.
• Service documentation: Yes
• Documentation formats: HTML
• End-of-contract data extraction: There are multiple methods of data extraction, commonly through excel or CSV downloads.
• End-of-contract process: There is no additional cost at the end of the contract.; ; On the last day of the contract all user accounts are suspended. Data is retained for 90 days, unless specifically requested to be deleted during that time by authorised client representatives.

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Firefox
  • Chrome
  • Safari
• Application to install: No
• Designed for use on mobile devices: No
• Service interface: No
• User support accessibility: None or don’t know
• API: Yes
• What users can and can't do using the API: All Yesplan data can be read through Restful API calls over https delivering the data in JSON format. Authentication is token-based, coupled to user access rights. At this time, write access in the API is available only for adding data to custom data fields in existing entities (events, contacts, resources,...).
• API documentation: Yes
• API documentation formats: Open API (also known as Swagger)
• API sandbox or test environment: Yes
• Customisation available: Yes
• Description of customisation: Users can build their own custom data fields to enrich the data being captured and shared.; Custom data can be added to events, contacts and resources. Custom data fields can be; a number, a yes/no box, a radio button, a pick list, a date field, a time field, a tick box etc.; Anyone with the relevant permissions can add custom data fields.

Scaling

• Independence of resources: Each client runs on their own application layer, along with own database, resulting in service levels remaining independent of other clients.

Analytics

• Service usage metrics: Yes
• Metrics types: We provide metrics, typically each quarter on system usage per client, calls logged, resolved, with SLA performance, system uptime and other salient metrics for that period.
• Reporting types: Reports on request

Resellers

• Supplier type: Not a reseller

Staff security

• Staff security clearance: Staff screening not performed
• 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: European Economic Area (EEA)
• User control over data storage and processing locations: No
• Datacentre security standards: Managed by a third party
• 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 another standard
• Data sanitisation process: Yes
• Data sanitisation type: Explicit overwriting of storage before reallocation
• Equipment disposal approach: In-house destruction process

Data importing and exporting

• Data export approach: Our Data Views module enables users to query the database directly and export the results to Excel format.
• Data export formats:
  • CSV
  • Other
• Other data export formats:
  • Excel
  • PDF
• Data import formats: CSV

Data-in-transit protection

• Data protection between buyer and supplier networks: TLS (version 1.2 or above)
• Data protection within supplier network: TLS (version 1.2 or above)

Availability and resilience

• Guaranteed availability: Uptime guarantee of 99.9%; No refunding policy is specified.
• Approach to resilience: The service is hosted on virtual servers running on a cloud platform with built-in redundancy and automated failover. This platform is hosted in a tier-3++ datacentre with physical access control security. Data storage uses RAID-10 configurations and the network has redundant tier-1 connections. We perform full data backups every 24h and incremental backups every 2h to off-site locations (other datacentres) to prevent data-loss in the case of calamities at the datacentre.
• Outage reporting: In case of announced service outages, users are notified by messages in the application; generally one week before the service window.; ; Unintended outages are reported via email. A public dashboard is under construction.

Identity and authentication

• User authentication needed: Yes
• User authentication: Username or password
• Access restrictions in management interfaces and support channels: Only users with the administration role have access to the management interface.
• Access restriction testing frequency: Never
• Management access authentication: 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: No audit information available
• How long system logs are stored for: Less than 1 month

Standards and certifications

• ISO/IEC 27001 certification: No
• ISO 28000:2007 certification: No
• CSA STAR certification: No
• PCI certification: No
• Cyber essentials: No
• Cyber essentials plus: No
• Other security certifications: No

Security governance

• Named board-level person responsible for service security: Yes
• Security governance certified: No
• Security governance approach: An internal security policy is outlined, based on standards but not conforming to one at this time.
• Information security policies and processes: An internal security policy is outlined, based on standards but not conforming to one at this time.

Operational security

• Configuration and change management standard: Supplier-defined controls
• Configuration and change management approach: All components are tracked in a source-code management and configuration system. Updates to any of the components (internal or third-party) are subjects to automated and manual testing in development and staging environments before being put into production.
• Vulnerability management type: Supplier-defined controls
• Vulnerability management approach: For each layer of our technology stack (OS, http server, application platform, libraries, etc), we observe the releases and patches that are published on a regular basis to assess needs for patches. Critical patches that compromise security of our services are deployed as soon as possible, typically within weeks after patches become available.
• Protective monitoring type: Undisclosed
• Protective monitoring approach: System-level logs are gathered and analysed on a by-need basis.
• Incident management type: Supplier-defined controls
• Incident management approach: All incidents are handled in a standard workflow. Users can report incidents via the helpdesk (or by telephone for urgent matters outside office hours), but automated logging of incidents in the application is performed as well. Once the urgency of the incident is assessed, a stand-by engineer will examine and resolve the incident in a timely manner according to the importance of the incident. Incident reports are available on-request, or may be publicly posted if needed.

Secure development

• Approach to secure software development best practice: Supplier-defined process

Public sector networks

• Connection to public sector networks: No

Social Value

• Tackling economic inequality:

  Tackling economic inequality

  Yesplan can increase supply chain resilience and capacity by supporting development of scalable and future-proofed new methods to; modernise delivery and increase productivity.; ; Venues organisations can better understand their usage and profitability, whilst boosting communication and cutting down on rekeying of information and removing the need to distribute reports to keep staff up-to-date with event details.

Pricing

• Price: £275 to £900 an instance a month
• Discount for educational organisations: No
• Free trial available: Yes
• Description of free trial: On request, we can provide access to a test system, our learning platform and online manuals. We will provide access directly to named users with restricted permissions.

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