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

Framework

G-Cloud 11

Service ID

5 1 4 9 5 3 8 8 1 2 0 3 3 7 5

Contact

NFS Hospitality UK Limited

Peter Carter

01992 514555

PeterC@nfstechgroup.com

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
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

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.
Service interface
No
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

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
  • 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 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
  • 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
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
  • 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

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.

Service documents

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