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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
Framework
G-Cloud 11
Service ID
514953881203375
Contact
Service scope
| Software add-on or extension | No |
| Cloud deployment model | Private cloud |
| Service constraints | No |
| System requirements | Broadband |
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
| 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 | |
| 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
| Web browser interface | Yes |
| Supported browsers |
|
| 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 | |
| API sandbox or test environment | Yes |
| Customisation available | No |
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
| Service usage metrics | No |
Resellers
| Supplier type | Not a reseller |
Staff security
| Staff security clearance | Other security clearance |
| Government security clearance | Up to Developed Vetting (DV) |
Asset protection
| Knowledge of data storage and processing locations | Yes |
| Data storage and processing 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 |
|
| Equipment disposal approach | In-house destruction process |
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 protection between buyer and supplier networks |
|
| Data protection within supplier network |
|
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
| User authentication needed | Yes |
| User authentication |
|
| 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
| 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
| ISO/IEC 27001 certification | No |
| ISO 28000:2007 certification | No |
| CSA STAR certification | No |
| PCI certification | No |
| Other security certifications | No |
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
| 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
| Approach to secure software development best practice | Conforms to a recognised standard, but self-assessed |
Public sector networks
| Connection to public sector networks | No |
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. |