Stopford Information Systems

Stopford, agenda - Generic Diary Management System

The Stopford diary system offers councils an all-in-one system that has all of the benefits of applying a generic diary across all services while still retaining the service specific functionality that services need to operate efficiently.


  • Customisable appointment calendars
  • Automatic correspondence generation (SMS, Email & Print)
  • Automatic survey functionality
  • Built in reporting services
  • Online appointment booking
  • Self-check-in software
  • Staff Allocation
  • Service specific functionality


  • Streamline service functions and increase efficiency
  • Reduce costs through channel shift
  • Reduce human error and automate functions
  • Reduce missed appointments & wasted time
  • Quickly react to service or council changes
  • Increase accountability & managerial insight


£6000 to £12000 per instance

Service documents


G-Cloud 11

Service ID

5 4 8 5 7 9 7 3 0 6 6 2 3 6 2


Stopford Information Systems

Scott Graham


Service scope

Service scope
Software add-on or extension No
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

User support

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 Yes
Online ticketing support accessibility WCAG 2.1 AA or EN 301 549
Phone support Yes
Phone support availability 9 to 5 (UK time), Monday to Friday
Web chat support No
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 Yes

Onboarding and offboarding

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 Yes
Documentation formats PDF
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 the Ceremony Planner, 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

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
Application to install No
Designed for use on mobile devices Yes
Differences between the mobile and desktop service The system is mobile responsive and as such has full functionality on mobile devices.
Service interface No
What users can and can't do using the API Third Party Account Login
CRM Integration
API documentation Yes
API documentation formats PDF
API sandbox or test environment Yes
Customisation available Yes
Description of customisation The web templates that surround the Ceremony Portal are provided by the buyer and can be customised in line with their branding.

Additional ceremony choices can be added to the system. These are outlined by the buyer during the customisation phase of the implementation process.


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

Asset protection

Asset protection
Knowledge of data storage and processing locations Yes
Data storage and processing locations United Kingdom
User control over data storage and processing locations No
Datacentre security standards Managed by a third party
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 CSA CCM v3.0
Data sanitisation process Yes
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 importing and exporting
Data export approach Reports can be exported to Excel
Views are created for third party reporting tools
Data export formats CSV
Data import formats Other
Other data import formats The system does not require data upload

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 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

Identity and authentication
User authentication needed Yes
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

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 Yes
Who accredited the ISO/IEC 27001 ISO Quality Services
ISO/IEC 27001 accreditation date 06/05/2015
What the ISO/IEC 27001 doesn’t cover N/A
ISO 28000:2007 certification No
CSA STAR certification No
PCI certification No
Other security certifications Yes
Any other security certifications Self Assessment for PCI Compliance

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 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

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

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


Price £6000 to £12000 per instance
Discount for educational organisations No
Free trial available No

Service documents

Return to top ↑