Stopford Information Systems

Stopford, Facilities Management System

The Stopford Rooms system is designed to work with facilities managers to centralise management of their facilities and allow members of the public to book facilities through the council website. The system manages facilities, layouts, equipment, catering and much more.


  • Manage rooms, hotdesks, pool vehicles, sports facilities etc.
  • Create locations, facilities and layouts
  • Automatic correspondence generation (SMS, Email & Print)
  • Built in reporting services
  • Online facility booking
  • Staff Allocation
  • Manage equipment & catering providers
  • Versatile booking schedules and cost schedules
  • Advanced booking and recurring booking functions
  • Set discounts and concessions


  • Streamline service functions and increase efficiency
  • Reduce costs through channel shift
  • Reduce human error and automate functions
  • Reduce missed bookings & wasted time
  • Quickly react to service or council changes
  • Increase accountability & managerial insight
  • Automatically inform janitorial and catering staff of bookings


£8,000 to £11,000 a licence a year

Service documents

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G-Cloud 12

Service ID

4 4 5 8 3 5 5 2 0 8 8 7 7 9 4


Stopford Information Systems Scott Graham
Telephone: 01244319144

Service scope

Software add-on or extension
Cloud deployment model
Private cloud
Service constraints
The system will require the buyer to submit their own styling templates to ensure that the online booking side is in line with the buyer's branding.

Stopford can provide additional services for clients that are unable to meet this requirement.
System requirements
  • Internet access
  • Java Script (NOT JAVA) enabled PCs

User support

Email or online ticketing support
Email or online ticketing
Support response times
Target response time is 2 working hours for SLA 1-4 and 40 working hours for general queries.

All response times are for working hours and therefore do not include weekends.
User can manage status and priority of support tickets
Online ticketing support accessibility
WCAG 2.1 AA or EN 301 549
Phone support
Phone support availability
9 to 5 (UK time), Monday to Friday
Web chat support
Onsite support
Yes, at extra cost
Support levels
Stopford have a single support level that is detailed as part of Stopford's SLA held within the service definition. Each issue or query raised is assigned an Impact level that is used to prioritise incidents and assign target response and fix times.

Stopford have a help desk that act as an account manager for all jobs and can be contacted at any time for updates or pass on any additional information relevant to the job.
Support available to third parties

Onboarding and offboarding

Getting started
During the customisation meeting Stopford will provide examples of best practice to help guide users. Users are provided with onsite training after the system has been customised and sent electronic user manuals after their training session.
Service documentation
Documentation formats
End-of-contract data extraction
Stopford provide a SQL database backup of the data if the contract ends. Stopford can also provide CSV versions if necessary.
End-of-contract process
Within the cost of the contract is: Site license for Facility Booking, One year support, One year hosting, Customisation and 1 day of Training.

Additional/optional costs include: CRM integration, SMS integration, Postcode lookup integration, BA consultancy and UX consultancy.

Using the service

Web browser interface
Supported browsers
  • Internet Explorer 9
  • Internet Explorer 10
  • Internet Explorer 11
  • Microsoft Edge
  • Firefox
  • Chrome
Application to install
Designed for use on mobile devices
Differences between the mobile and desktop service
The system is mobile responsive and as such has full functionality on mobile devices.
Service interface
What users can and can't do using the API
Third Party Account Login
CRM Integration
Power Bi Integration

API is made available upon request by the client. API allows for the request of booking information and customer details as well as the write back of that information.
API documentation
API documentation formats
API sandbox or test environment
Customisation available
Description of customisation
The web templates for the customer facing booking pages are provided by the buyer and can be customised in line with their branding.

During the implementation process, the customer will be able to make decisions on what options are presented to customer during booking, communication channels available (Email, Letters, SMS) and payment methods.

Users are able to customise how their service operates within the backend of the system, with options for setting opening times, adding suppliers and more.

Buyers can optionally expand on functionality using various add-on modules, including Digital Display options and Contact Centre solutions.


Independence of resources
We utilise load balancing application servers so that demand is spread across multiple resources.

Because virtualisation is utilised, resources for peak demand can be added as required


Service usage metrics
Metrics types
The system allows for reporting on a number of data points across the system including the number of couples using the system and their completion progress. Reports on payments can also be generated.

Analytics codes can also be embedded in the web pages.
Reporting types
Reports on request


Supplier type
Not a reseller

Staff security

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

Asset protection

Knowledge of data storage and processing locations
Data storage and processing locations
United Kingdom
User control over data storage and processing locations
Datacentre security standards
Managed by a third party
Penetration testing frequency
Less than once a year
Penetration testing approach
‘IT Health Check’ performed by a Tigerscheme qualified provider or a CREST-approved service provider
Protecting data at rest
Physical access control, complying with CSA CCM v3.0
Data sanitisation process
Data sanitisation type
Explicit overwriting of storage before reallocation
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 export approach
Reports can be exported to Excel
Views are created for third party reporting tools
Data export formats
Data import formats
Other data import formats
The system does not require data upload

Data-in-transit protection

Data protection between buyer and supplier networks
  • Private network or public sector network
  • 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

Guaranteed availability
Stopford offer 99% up time on all products and have exceeded this up time on all products for all clients for the past ten years.
Approach to resilience
Available on request
Outage reporting
Email alerts

Identity and authentication

User authentication needed
User authentication
  • 2-factor authentication
  • Username or password
Access restrictions in management interfaces and support channels
Within the management interface users can be assigned functions that they have access to, allowing for a wide variety of user levels and ensuring user access to areas of the system and particular functions are restricted.

Support channels are not restricted as part of the support provider is user help. However changes to the system do require authorisation by a named client.
Access restriction testing frequency
At least once a year
Management access authentication
Username or password

Audit information for users

Access to user activity audit information
You control when users can access audit information
How long user audit data is stored for
Access to supplier activity audit information
You control when users can access audit information
How long supplier audit data is stored for
How long system logs are stored for

Standards and certifications

ISO/IEC 27001 certification
Who accredited the ISO/IEC 27001
ISO Quality Services
ISO/IEC 27001 accreditation date
What the ISO/IEC 27001 doesn’t cover
ISO 28000:2007 certification
CSA STAR certification
PCI certification
Other security certifications
Any other security certifications
Self Assessment for PCI Compliance

Security governance

Named board-level person responsible for service security
Security governance certified
Security governance standards
ISO/IEC 27001
Information security policies and processes
Policies and processes form part of our accreditation to ISO27001.

We are able to supply our statement of applicability and any of our process documentation upon request.

In line with ISO 9001 Stopford audit their processes and audit a random selection of jobs within the system to ensure that processes are being followed. If a process is not followed then a non conformance is raised, the member of staff informed and their performance reviewed. All non conformances are reviewed as part of the regular management review meetings.

Operational security

Configuration and change management standard
Supplier-defined controls
Configuration and change management approach
All Stopford products are regularly reviewed and thoroughly tested before release. Details of testing procedures can be supplied upon request.

Any changes made to the system are reviewed by staff internally in line with ISO 27001 and the risk of security issues from appropriate changes are assessed by high level developers before release.
Vulnerability management type
Supplier-defined controls
Vulnerability management approach
Stopford undertakes risk assessments as part of ISO 27001 certification and routinely reviews these assessments at management review meetings. If a vulnerability is identified and is classed as a major risk to client data then Stopford move to implement a fix to the software or server with 1 working day. Stopford assess risks through a variety of industry magazines and IT security news feeds.
Protective monitoring type
Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
Protective monitoring approach
All servers utilise monitoring software, firewalls and antivirus software that should register compromises to the server. Stopford's immediate priority is ensuring that the compromise is contained and stopped. Once the incident is no longer ongoing Stopford will look to find the area of ingress and secure the server against a similar incident. If a compromise is identified then Stopford will look to secure the server within 1 hour of the compromise being identified.
Incident management type
Conforms to a recognised standard, for example, CSA CCM v3.0 or ISO/IEC 27035:2011 or SSAE-16 / ISAE 3402
Incident management approach
In line with ISO 27001 standards Stopford have a full business continuity plan that can be provided upon request.

Secure development

Approach to secure software development best practice
Conforms to a recognised standard, but self-assessed

Public sector networks

Connection to public sector networks


£8,000 to £11,000 a licence a year
Discount for educational organisations
Free trial available

Service documents

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