School Cloud Systems Ltd

Room Booking System

Room Booking System is the market leading online room & resource booking software for schools, universities, hospitals and businesses. Easily allow your users to book the rooms & resources in your organisation.

Features

  • Online room & resource booking
  • Easy to use, visual booking calendar
  • Insightful reports including room utilisation
  • Branded to the organisation logo and colours
  • Automatic email notifications and reminders to staff
  • Advanced User Permissions for different levels of access
  • Order catering, room setup and IT resources
  • Generate and send invoices
  • Single Sign-On with Active Directory, using LDAP or SAML (ADFS)
  • For schools - syncs directly with your MIS

Benefits

  • Accessible from any modern internet connected device
  • Prevent double bookings of rooms & resources
  • Easily allow your users to manage their room bookings
  • Authorise access to certain rooms & resources
  • Intelligent recurring bookings
  • All your room & resource bookings in the one system
  • Backed by outstanding customer support

Pricing

£299 to £1199 per licence per year

Service documents

G-Cloud 10

282292221567642

School Cloud Systems Ltd

Robbie Beattie

0333 344 3403

info@schoolcloudsystems.co.uk

Service scope

Service scope
Software add-on or extension No
Cloud deployment model Private cloud
Service constraints A modern web browser is required.
System requirements Any modern internet connection device

User support

User support
Email or online ticketing support Email or online ticketing
Support response times We're known for providing excellent support. In the past year, we've responded to the majority of emails within 30 minutes and we always aim to respond the same business day.
User can manage status and priority of support tickets No
Phone support Yes
Phone support availability 9 to 5 (UK time), Monday to Friday
Web chat support No
Onsite support No
Support levels We're known for providing excellent support. In the past year, we've responded to the majority of emails within 30 minutes and we always aim to respond the same business day. Support can be provided by phone, Monday to Friday 9am till 5pm.

Our support staff are very knowledgable about our products. Support documentation is also available online.
Support available to third parties No

Onboarding and offboarding

Onboarding and offboarding
Getting started A step by step wizard takes you through the process of adding data and setting up the system. Online user documentation is also available. Our excellent support team are available by phone and email.
Service documentation Yes
Documentation formats
  • HTML
  • PDF
End-of-contract data extraction Data can be downloaded via CSV files using the Export options available on the system.
End-of-contract process Inline with our data retention policy, all personal data will be removed within 60 days after the licence ends.

Using the service

Using the service
Web browser interface Yes
Supported browsers
  • Internet Explorer 11
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari 9+
  • Opera
Application to install No
Designed for use on mobile devices No
Accessibility standards None or don’t know
Description of accessibility Text can be resized.
Accessibility testing None.
API No
Customisation available Yes
Description of customisation The organisation's logo can be uploaded to the system and a theme colour chosen.

Scaling

Scaling
Independence of resources We use load balanced servers, with automatic failover, operating at below half capacity. In addition all servers are behind redundant hardware firewalls. This means even if one of our servers was to completely fail, another would seamlessly take over. Therefore your data is synced in real time over two live servers.

Analytics

Analytics
Service usage metrics Yes
Metrics types Room utilisation and occupancy reports, Number of bookings per user and department, Bookings per hour and day, Bookings per room
Reporting types Real-time dashboards

Resellers

Resellers
Supplier type Not a reseller

Staff security

Staff security
Staff security clearance Other security clearance
Government security clearance None

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 Supplier-defined controls
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 Complying with a recognised standard, for example CSA CCM v.30, CAS (Sanitisation) or ISO/IEC 27001

Data importing and exporting

Data importing and exporting
Data export approach Administrators can export data in CSV files.
Data export formats CSV
Data import formats
  • CSV
  • Other
Other data import formats For schools - direct sync with School Management System

Data-in-transit protection

Data-in-transit protection
Data protection between buyer and supplier networks
  • TLS (version 1.2 or above)
  • Legacy SSL and TLS (under version 1.2)
Data protection within supplier network
  • TLS (version 1.2 or above)
  • Legacy SSL and TLS (under version 1.2)

Availability and resilience

Availability and resilience
Guaranteed availability Service is provided on a 'best effort' basis. However we have managed an uptime over 99.95%, including planned maintenance, for the past 5 years.
Approach to resilience Uptime is of critical importance to us. We use load balanced servers, with automatic failover, operating at below half capacity. In addition all servers are behind redundant hardware firewalls. This means even if one of our servers was to completely fail, another would seamlessly take over. Therefore your data is synced in real time over two live servers.
Outage reporting Email and via our Twitter account

Identity and authentication

Identity and authentication
User authentication needed Yes
User authentication
  • Identity federation with existing provider (for example Google Apps)
  • Username or password
  • Other
Other user authentication For users: Single Sign-On or Username/Password
For administrators: Username/Password
Access restrictions in management interfaces and support channels Each employee only has access to the appropriate data to fulfil their duties. Only trusted employees have access to customer data by way of a strong password with access managed by the Directors of the Company.
Access restriction testing frequency At least once a year
Management access authentication Username or password

Audit information for users

Audit information for users
Access to user activity audit information Users contact the support team to get 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

Standards and certifications

Standards and certifications
ISO/IEC 27001 certification No
ISO 28000:2007 certification No
CSA STAR certification No
PCI certification No
Other security certifications No

Security governance

Security governance
Named board-level person responsible for service security No
Security governance certified No
Security governance approach As part of induction staff are trained on which information we have is confidential; ensure only trusted employees have access to data etc.

Our employees have access to the data - we're a small team that's been providing hosted software for over 10 years. As we use managed hosting providers, the qualified engineers also have access to the data and they pass the advanced CRB check.
Information security policies and processes School Cloud Systems are committed to high standards of data security and privacy. All suspected security incidents are to be reported to the Directors. Our terms and conditions outline our data policies. As a small company, the Directors periodically review the procedures to make sure we have the appropriate training and systems in place.

Our selected UK data centre (UKFast.co.uk) is ISO 27001 & ISO 9001 accredited and ranks amongst the very best in the industry. Security staff 24/7, extensive CCTV covering the building and each aisle, intruder alarms, proximity card readers and perimeter prison fencing maintain a physical security layer to our servers.

We apply the latest patches to our servers keeping your data safe and secure with multiple levels of password protection - the servers themselves and the database each are password protected. The managed hosting provider performs annual penetration testing, monitors our firewalls for any unauthorised activity, and would immediately inform us should anything happen - information we would in turn pass onto our customers. This has not happened to date.

Operational security

Operational security
Configuration and change management standard Supplier-defined controls
Configuration and change management approach As a SaaS company, our products are continually evolving with new features. Metrics of our products are tracked to check they are performant. Senior staff are in place for the approval and acceptance of changes.
Vulnerability management type Supplier-defined controls
Vulnerability management approach Our development processes are streamlined that we can release fixes within hours without any downtime.

Our managed hosting company, UKFast, performs vulnerability scans which checks for low, medium, high and critical risks. Results of which are shared with our team who action fixes for risks identified with the assistance of our hosting company.
Protective monitoring type Undisclosed
Protective monitoring approach The managed hosting provider performs annual penetration testing, monitors our firewalls for any unauthorised activity, and would immediately inform us should anything happen - information we would in turn pass onto our customers. This has not happened to date.

We will notify the customer without undue delay on becoming aware of a data breach.
Incident management type Supplier-defined controls
Incident management approach Users should report incidents via dataprotection@schoolcloudsystems.co.uk

Incident reports will be provided by email.

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 £299 to £1199 per licence per year
Discount for educational organisations Yes
Free trial available Yes
Description of free trial A fully functional 30 day trial is available including phone & email support
Link to free trial https://www.roombookingsystem.co.uk/free-trial.asp

Documents

Documents
Pricing document View uploaded document
Terms and conditions document View uploaded document
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