Asure Software

Resource Scheduler - Room, Desk and Resource Booking Solution

Comprehensive flexible and scalable cloud-based workspace management solution incorporating room/desk booking, visitor management, full room servicing, Outlook integration, interactive floorplans, HR data feed, integrated security, mobile application, workplace business intelligence and open API.

Features

  • Conference room, hoteling and desk booking
  • Outlook plug-in
  • iOS and Android mobile application
  • Manage assets/services - catering & AV equipment
  • Visitor and event management
  • Reporting and business intelligence information
  • HR data feed, AD integration and single sign-on
  • Integration with collaborative technologies - Cisco TMS, WebEx, SfB
  • Open API - REST and SOAP
  • Meeting room panels and desk booking kiosks

Benefits

  • Improve meeting room occupancy
  • Increase employee productivity with integrated solutions
  • Suite of intuitive user tools enabling high user adoption
  • Supports centralised and self-serve booking workflows
  • Flexible and scalable cloud solution
  • Increase utilisation with check-in workflow to prevent no-shows
  • Improve service levels with inclusive booking and service provider portal
  • At the room/desk functionality with panels, kiosks and mobile app
  • Improve visitor experience with comprehensive visitor management functionality
  • Leverage existing workplace technology via open API integration

Pricing

£10 to £300 per unit per year

  • Education pricing available

Service documents

G-Cloud 10

178107421178140

Asure Software

Michael Douglas

+447956 334 397

emeasales@asuresoftware.com

Service scope

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 Leverage Resource Scheduler's open API the room/desk booking application can be integrated with other collaborative technologies such as Cisco TMS, WebEx, Skye for Business.
Cloud deployment model Public cloud
Service constraints Resource Scheduler web application and the Outlook plug-in is compatible with the following:
Outlook 2010, 2013, 2016, Office 365 featuring Outlook 2013 and 2016 Click-To-Run.
Internet Explorer version 9, 10 and 11 (compatibility mode not supported).
Firefox version 43, Google Chrome version 50 (current releases at the time of testing)
System requirements
  • Web application - IE versions 10, 11; Chrome, Firefox
  • Outlook plug-in - Outlook, 2010, 2013, 2016
  • Outlook plug-in - Office 365 featuring Outlook 2013/2016 Click-To-Run

User support

User support
Email or online ticketing support Email or online ticketing
Support response times See attached service levels document.
User can manage status and priority of support tickets Yes
Online ticketing support accessibility None or don’t know
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 Asure's support structure work in three functional areas: Triage, Tier 1, and Tier 2 Support. Triage attempts to resolve the issue immediately. More complex issues are then escalated to Tier 1 and Tier 2 as appropriate. All issues, bug reports and feature requests can be tracked by clients via our Online Client Care Center.
24 x 7 Online self-support and issue tracking
An online self-support environment is available for all supported AsureSpace users on the Web. The AsureSpace Online Client Care Center
enables customers to:
• CREATE and track problem reports and feature requests.
• ACCESS downloads of all client and server software.
• REVIEW Knowledgebase articles and Tech Notes.
Support available to third parties Yes

Onboarding and offboarding

Onboarding and offboarding
Getting started Our implementation/training methodology is to make the customer as self-sufficient as possible via a "train the trainer" approach.
Our standard is to offer online GoToMeeting sessions to key users covering (but not limited to) end-user, admin, visitor management. Recording of theses sessions are provided for future reference.
Onsite training can be provided at extra cost.
Asure's online support portal also includes a knowledge base of articles and videos.
Service documentation Yes
Documentation formats
  • HTML
  • PDF
End-of-contract data extraction Resource Scheduler uses a SQL server database so any resource, booking and user data can be exported to a CSV file.
End-of-contract process Once notice is given the services is terminated as per the terms of the contract. Data can be exported by Admin users from within the core application at no cost; and Asure Professional Services can assist with exports from the databases which would be chargeable.

Using the service

Using the service
Web browser interface Yes
Supported browsers
  • Internet Explorer 10
  • Internet Explorer 11
  • Microsoft Edge
  • Firefox
  • Chrome
Application to install Yes
Compatible operating systems
  • Android
  • IOS
  • Windows
Designed for use on mobile devices Yes
Differences between the mobile and desktop service The NowSpace mobile application provides a quick and easy way of making simple meeting room and desk bookings whilst on the move. Resources can be searched for, booked, checked-in and cancelled. NowSpace does not support the booking of meeting room services such as catering..
NowSpace incorporates a QR code reader which provides an "at the desk" booking function by the scanning of a QR code.
Accessibility standards WCAG 2.0 A
Accessibility testing All application interfaces are text-based or graphical and do not include any audio or video media.
API Yes
What users can and can't do using the API The API is designed for the integration of complimentary workplace technologies with the Resource Scheduler application (such as WebEx, Cisco TMS, Skye for Business).
There are ReST and SOAP APIs available.
API documentation Yes
API documentation formats
  • Open API (also known as Swagger)
  • PDF
API sandbox or test environment Yes
Customisation available Yes
Description of customisation The Resource Scheduler application can be fully configured to meet the workflow requirements of any organisation.
These include (but are not limited to) self-book and centralised models, approval workflows, service menus, resource hierarchy, user and security groups.
User defined fields can also be created for specific information to be gathered during the booking or for user/booker information purposes.

Scaling

Scaling
Independence of resources The Resource Scheduler solution is scalable and flexible.
Asure has clients using cloud hosted Resource Scheduler solutions with over 200,000 users, more than 3,500 resources and making over 1.3m bookings without any degredation to the service.
For large implementations Asure recommends a dedicated hosted environment.

Analytics

Analytics
Service usage metrics Yes
Metrics types Custom reports can be provided to identify usage statistics.
Reporting types Reports on request

Resellers

Resellers
Supplier type Not a reseller

Staff security

Staff security
Staff security clearance Other security clearance
Government security clearance Up to Baseline Personnel Security Standard (BPSS)

Asset protection

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 No
Datacentre security standards Complies with a recognised standard (for example CSA CCM version 3.0)
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 another standard
Data sanitisation process Yes
Data sanitisation type
  • Explicit overwriting of storage before reallocation
  • Deleted data can’t be directly accessed
Equipment disposal approach A third-party destruction service

Data importing and exporting

Data importing and exporting
Data export approach In Resource Scheduler the Admin Tool has a data export wizard. Data can be exported from the SQL database or a CSV file using this tool or by using a database script.
There are also a number of reports with the application which can export data to defined PDF templates based on specific search criteria.
Data export formats
  • CSV
  • Other
Other data export formats PDF
Data import formats CSV

Data-in-transit protection

Data-in-transit protection
Data protection between buyer and supplier networks
  • TLS (version 1.2 or above)
  • Other
Other protection between networks Resource Scheduler is a cloud- hosted web-based solution.
The application is accessed via an SSL HTTP connection.
Data protection within supplier network
  • TLS (version 1.2 or above)
  • Other
Other protection within supplier network Asure Software’s Resource Scheduler On Demand Product is a web application where all interaction is performed over a TLS 1.2 connection with the HTTPS protocol. A Resource Scheduler user would initiate traffic from the client network to the application either with a web browser or an outlook plugin.
Resource Scheduler does not require access to any information on the client’s network for basic functionality.

Availability and resilience

Availability and resilience
Guaranteed availability The following is taken from Schedule A of Asure’s Limited Use Software Licence agreement.
Monthly Uptime Credit
90.0% - 99.8% 10%
85.0% - 89.9% 20%
84.9% or less 30%
Approach to resilience Available on request
Outage reporting Dashboards are monitored by Asure's SaaS Ops team and e-mail alerts are used to immediately notify the team of any outages.

Identity and authentication

Identity and authentication
User authentication needed Yes
User authentication
  • Public key authentication (including by TLS client certificate)
  • Username or password
Access restrictions in management interfaces and support channels Role based security, allowing access only to the relevant modules of the application.
Access restriction testing frequency At least every 6 months
Management access authentication
  • 2-factor authentication
  • Public key authentication (including by TLS client certificate)
  • Username or password

Audit information for users

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 Between 1 month and 6 months

Standards and certifications

Standards and certifications
ISO/IEC 27001 certification Yes
Who accredited the ISO/IEC 27001 EY CertifyPoint
ISO/IEC 27001 accreditation date 11/11/2016
What the ISO/IEC 27001 doesn’t cover N/A
ISO 28000:2007 certification No
CSA STAR certification Yes
CSA STAR accreditation date 11/4/2017
CSA STAR certification level Level 1: CSA STAR Self-Assessment
What the CSA STAR doesn’t cover N/A
PCI certification No
Other security certifications Yes
Any other security certifications
  • SOC 1 type 2
  • PII self certified

Security governance

Security governance
Named board-level person responsible for service security Yes
Security governance certified Yes
Security governance standards Other
Other security governance standards SOC, NST, Massachusetts Information security program (the most strict standards in USA).
Information security policies and processes Asure Software will regularly test and monitor the implementation and effectiveness of its information security program to ensure that it is operating in a manner reasonably calculated to prevent unauthorized access to or use of personal or other sensitive information.
A copy of Asure' Written Information Security Policy is available on request.
The policy is owned by Asure's VP of SaaS/IT, and Asure's COO/CTO is the policy's executive stakeholder.

Operational security

Operational security
Configuration and change management standard Supplier-defined controls
Configuration and change management approach Asure uses OWASP best practices for development standards.
Regression testing includes security testing.
Asure enforces separation of duties enforced within our applications and systems.
Separate roles exist for developers, release managers, and testers.
Development management ensures that roles are restricted to the access they can be granted.
Only code builds (no actual code) are deployed to test and production environments.
Development only has access to dev environment.
QA only has access to QA environment
The production support teams are the only staff that can update production with any releases, hot fixes or upgrades.
Vulnerability management type Supplier-defined controls
Vulnerability management approach Asure uses third party auditors to complete SOC audits. Currently, Asure RS is SOC 1 Type 2 certified.
Vulnerability Tests. Asure Software performs both internal and external vulnerability tests. OWASP code review standards are in place. We execute a regression test suite on all major releases and use an external party to perform an independent penetration tests every 12 to 18 months, depending on the product changes.
Protective monitoring type Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
Protective monitoring approach Asure Software provides 24x7 support with mobile and email alerts.
Asure Software uses several tools for logging and system health. Here are a couple of examples: NewRelic, SQL Diagnostics, PRTG.
Asure use IDS that is built into the production firewall. The SaaS team is alerted and determines the veracity and severity of the alert.
Incident management type Supplier-defined controls
Incident management approach In the unlikely scenario of a security incident, Asure Software has an incident response procedure. Incidence response policy document is available on request. A few key items on this procedure:
- Clients are notified of all incidents.
- An incident response team is formed.
- All incidents are classified in severity and impact.
- Our legal council is notified on all incidents

Secure development

Secure development
Approach to secure software development best practice Supplier-defined process

Public sector networks

Public sector networks
Connection to public sector networks No

Pricing

Pricing
Price £10 to £300 per unit per year
Discount for educational organisations Yes
Free trial available No

Documents

Documents
Pricing document View uploaded document
Terms and conditions document View uploaded document
Return to top ↑