NFS Hospitality UK Limited

Rendezvous meeting room and hot desk booking software

Rendezvous from NFS Technology is the complete solution to manage meeting rooms, A/V, catering, and hot desks. Its mobile booking solution supports bookings on the move. Optional Android, iOS or Windows digital signage creates an excellent user experience. Seamless integration with room occupancy sensors enables space utilisation measurement and allocation.

Features

  • Meeting room booking software to manage meeting rooms plus:
  • Resource booking system
  • Workspace occupancy measurement
  • Outlook-based scheduling
  • Visitor management solution
  • Hot desk booking solution
  • Car park booking solution
  • Range of Integrated digital signage platforms e.g. iOS & Android
  • Non-proprietary digital signage range
  • Mobile room booking and Agile working supported

Benefits

  • Optimum utilisation of space including meeting rooms, hot desks
  • Keeps track of limited item inventory levels and availability
  • Reduced facilities and office space costs
  • Ease of use and adoption
  • Improved security and safety of visitors and staff
  • Create a more collaborative office environment
  • Maximise use of your desk space, support mobile working
  • Enhanced visitor experience
  • Fast booking of rooms and resources
  • Improved work-life balance

Pricing

£2082 per licence per year

  • Free trial available

Service documents

G-Cloud 11

514953881203375

NFS Hospitality UK Limited

Peter Carter

01992 514555

PeterC@nfstechgroup.com

Service scope

Service scope
Software add-on or extension No
Cloud deployment model Private cloud
Service constraints No
System requirements Broadband

User support

User support
Email or online ticketing support Email or online ticketing
Support response times Our service level agreement applies. Our service level agreement applies. We operate a 24/7 helpdesk. Issues are dealt with immediately with a call back within two hours if a call cannot be taken when placed. All issues are tracked within our helpdesk system.
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 Yes, at extra cost
Support levels Standard – Helpdesk support between 9:00 am and 5:30 pm Monday to Friday Includes software updates throughout the contract term. The cost is 17% of software purchase price.

24 x 7 x 365 Support – Helpdesk support 24 hours a day, 365 days a year Includes software updates throughout the contract term. The cost is 25% of software purchase price.
Support available to third parties Yes

Onboarding and offboarding

Onboarding and offboarding
Getting started The initial phase of a project would include agreeing a fully specified implementation plan, assigning clear project responsibilities to key individuals with deliverables and timescales.

We provide configuration of the solution, onsite training, online training and full user documentation.
Service documentation Yes
Documentation formats PDF
End-of-contract data extraction We provide a data export service for clients when the contract ends.
End-of-contract process At the end of the contract, access to the hosted solution ceases.

Using the service

Using the service
Web browser interface Yes
Supported browsers
  • Internet Explorer 7
  • Internet Explorer 8
  • Internet Explorer 9
  • Internet Explorer 10
  • Internet Explorer 11
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari 9+
  • Opera
Application to install No
Designed for use on mobile devices Yes
Differences between the mobile and desktop service We offer an easy to use mobile interface which has been specifically designed for flexible room booking. The core functionality is the same in the mobile and desktop versions with full integration to Microsoft Exchange and Office 365.
API Yes
What users can and can't do using the API The API is not available to end users to set up the system. We are, however, happy to make the API available to any development resource which our customers may have in their employ and offer them guidance. Typically, however, we would offer them an integration service where we would develop and test any interfaces for the client.
API documentation Yes
API documentation formats PDF
API sandbox or test environment Yes
Customisation available No

Scaling

Scaling
Independence of resources Once the scope of the project, including number likely concurrent users has been established, NFS will recommend and supply a network infrastructure that is capable of supporting the client demands in such a way that the user experience is always satisfactory.

Analytics

Analytics
Service usage metrics No

Resellers

Resellers
Supplier type Not a reseller

Staff security

Staff security
Staff security clearance Other security clearance
Government security clearance Up to Developed Vetting (DV)

Asset protection

Asset protection
Knowledge of data storage and processing locations Yes
Data storage and processing locations
  • United Kingdom
  • European Economic Area (EEA)
  • EU-US Privacy Shield agreement locations
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 In-house
Protecting data at rest Physical access control, complying with CSA CCM v3.0
Data sanitisation process Yes
Data sanitisation type
  • Explicit overwriting of storage before reallocation
  • Deleted data can’t be directly accessed
Equipment disposal approach In-house destruction process

Data importing and exporting

Data importing and exporting
Data export approach All data is stored within the client's SQL server and can be exported and backed-up at any point during the duration of the contract and at the end of the contract as required.
Data export formats CSV
Data import formats CSV

Data-in-transit protection

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

Availability and resilience
Guaranteed availability We guarantee availability of over 99%.
Users are not refunded as we have never been in that situation - it would equate to a downtime of nearly two days per year.
Approach to resilience Available on request.
Outage reporting We have a system of email alerts.

Identity and authentication

Identity and authentication
User authentication needed Yes
User authentication
  • Identity federation with existing provider (for example Google Apps)
  • Username or password
Access restrictions in management interfaces and support channels Access to the solution is only possible with the correct username and password. There are numerous roles and corresponding permissions which are designed to restrict access only to those who are authorised.
Access restriction testing frequency At least every 6 months
Management access authentication Username or password

Audit information for users

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

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 Yes
Security governance certified Yes
Security governance standards ISO/IEC 27001
Information security policies and processes We have a clearly defined information security policy.

All suspected security incidents are to be reported in the first instance to the Head of IT.

Initial reports of suspected security incidents should be channelled through the employee’s line manager to the Head of IT. Alternatively to the Company Secretary under the provisions of the NFS whistle blowing code of practice.

The IT Service Desk system will be used to record suspected security incidents unless the initial risk assessment indicates that such a recording process will put the investigation in jeopardy or alert the persons involved in criminal activity.

Operational security

Operational security
Configuration and change management standard Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
Configuration and change management approach The solutions we provide are built on Microsoft standards. Where the solution is hosted on behalf of clients, NFS uses the Microsoft Azure, which has been selected for its resilience and security.
Vulnerability management type Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
Vulnerability management approach Rendezvous Workspace is deployed using the Microsoft Azure platform. This hosting platform was selected by NFS because it incorporates industry leading security protocols. Any threats or potential threats are met by Microsoft.
Protective monitoring type Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
Protective monitoring approach NFS has partnered with Microsoft Azure who provide an industry leading hosting solution. All monitoring processes are set and managed by Microsoft.
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 NFS partners with Microsoft and uses the Azure platform for all hosted solutions. Incident management is managed by Microsoft.

Secure development

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

Public sector networks

Public sector networks
Connection to public sector networks No

Pricing

Pricing
Price £2082 per licence per year
Discount for educational organisations No
Free trial available Yes
Description of free trial We offer a trial option - the prospective client has the opportunity to access the software. Set up is not included.

Service documents

pdf document: Pricing document pdf document: Service definition document pdf document: Terms and conditions
Service documents
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