Dotcubed Limited

Booking and Asset Management System

An online solution for managing assets ownership and booking. Useful to book rooms for meetings and managing the entire workflow of what user is currently taking ownership of what asset at a specific time-slot. Multi-level structure for users, teams, and managers with options for permission-based access.

Features

  • Real time reporting and management statistics
  • Customised reporting
  • Asset list management
  • Multiple permission levels
  • Hour/Day reservation of assets
  • Restrictions and constraints per department, teams or individuals

Benefits

  • Report and visualise all assets and their rate of usage
  • Streamlined alerts for booked assets
  • No local IT infrastructure required
  • Easy to use, minimum training requirement
  • Visually customizable as a white-lable product
  • Easily assign roles and responsibilities

Pricing

£20 to £30 per person per month

  • Education pricing available
  • Free trial available

Service documents

G-Cloud 11

695019094689910

Dotcubed Limited

Yuri de Lima Salame

079 3848 6142

yuri.s@dotcubed.io

Service scope

Service scope
Software add-on or extension No
Cloud deployment model Public cloud
Service constraints On-site support at extra cost. Remote support available in the UK during normal office hours 8:30 to 17:30 (except public holidays, weekends or between Christmas and New Year).
System requirements
  • Devices should run current version of Android or iOS
  • Desktop browser - all main, current browsers are supported

User support

User support
Email or online ticketing support Email or online ticketing
Support response times Email support is provided during UK business hours. A first response is usually provided within 30 minutes.
User can manage status and priority of support tickets No
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 Full-service support is provided by telephone, email and ticket inquiry during office hours (9am to 5pm) from Monday to Friday.

Support outside these times can be arranged by prior notice.
Support available to third parties Yes

Onboarding and offboarding

Onboarding and offboarding
Getting started Tailored to each customer's requirements, can include onsite, online training and user documentation
Service documentation Yes
Documentation formats
  • HTML
  • ODF
  • PDF
End-of-contract data extraction All data can be extracted via API. Alternatively we can provide it back in a selected format at the request of the customer.
End-of-contract process The service will be turned off at the end of the contract and no further charges will be incurred. Exported client data can be retained, upon client's request, on our server for up to 12 months to provide a safe backup. Alternative exit plans can be worked out and tailored to each client upon request and custom quote.

Using the service

Using the service
Web browser interface Yes
Supported browsers
  • 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 There is no difference in functionality between mobile and desktop versions. All pages are designed with mobile responsiveness in mind and will display all information accordingly taking into consideration the restrictions of a mobile platform.
Service interface No
API Yes
What users can and can't do using the API The API can be used for:
- downloading raw data in order for users to create their own internal reports
- read and write any information within the application, if they have been granted appropriate permissions.
API documentation Yes
API documentation formats
  • Open API (also known as Swagger)
  • HTML
API sandbox or test environment No
Customisation available Yes
Description of customisation Users can customise the appearance of service including:
- Fonts
- Colours
- Logos
- Custom Fields attached to users, departments, timesheets, and reports

Scaling

Scaling
Independence of resources The service is hosted on an established cloud provider that has capabilities to scale outwards and upwards on demand.

Analytics

Analytics
Service usage metrics Yes
Metrics types The service provides a full audit trail for all actions executed by each user seat contracted by the client. A sample of what is logged is as follows:
- IP address usage
- Log-ins/outs
- Web-requests
- Permission requests and unauthorized asset access

All analytics provided can be viewed in a real-time dashboard.
Reporting types
  • API access
  • Real-time dashboards
  • Regular reports
  • Reports on request

Resellers

Resellers
Supplier type Not a reseller

Staff security

Staff security
Staff security clearance Conforms to BS7858:2012
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 Complies with a recognised standard (for example CSA CCM version 3.0)
Penetration testing frequency At least every 6 months
Penetration testing approach Another external penetration testing organisation
Protecting data at rest
  • Physical access control, complying with another standard
  • Encryption of all physical media
  • Scale, obfuscating techniques, or data storage sharding
Data sanitisation process Yes
Data sanitisation type
  • Explicit overwriting of storage before reallocation
  • Deleted data can’t be directly accessed
Equipment disposal approach A third-party destruction service

Data importing and exporting

Data importing and exporting
Data export approach User interface included within the software that enables users to query the data held and export if required. Data can also be exported via the API.
Data export formats
  • CSV
  • ODF
Data import formats CSV

Data-in-transit protection

Data-in-transit protection
Data protection between buyer and supplier networks TLS (version 1.2 or above)
Data protection within supplier network TLS (version 1.2 or above)

Availability and resilience

Availability and resilience
Guaranteed availability 99.9% availability. For each outage below this level, a daily pro-rata refund is made.
Approach to resilience The software solution provides a degree of resilience through componentisation. A failure in one component will not necessarily affect others. Further resilience at the application level (e.g. clustering) is not supported by the analytical components.
The underlying virtualised infrastructure runs on resilient host hardware. Virtual machines can be migrated between hosts with no loss in service and minimal disruption.
Firewalls are clustered and configured to failover in the event of an individual one failing.
Our data centre provider has a highly resilient infrastructure including dual power feeds & backup generator capacity, and redundant cooling, offering power uptime SLA’s of 99.999%.
Internet connectivity is multi-homed via several suppliers to ensure continuous connectivity in the event of an ISP failure.
Outage reporting Email/SMS alerts, a public dashboard for the general service, a private dashboard for custom client deployments and API reports.

Identity and authentication

Identity and authentication
User authentication needed Yes
User authentication
  • 2-factor authentication
  • Public key authentication (including by TLS client certificate)
  • Identity federation with existing provider (for example Google Apps)
  • Limited access network (for example PSN)
  • Dedicated link (for example VPN)
  • Username or password
Access restrictions in management interfaces and support channels Access can be restricted in a number of ways, with the optimum solution found in conjunction with the local IT service.
Access restriction testing frequency At least once a year
Management access authentication
  • 2-factor authentication
  • Public key authentication (including by TLS client certificate)
  • Identity federation with existing provider (for example Google Apps)
  • Username or password

Audit information for users

Audit information for users
Access to user activity audit information Users have access to real-time audit information
How long user audit data is stored for At least 12 months
Access to supplier activity audit information Users have access to real-time audit information
How long supplier audit data is stored for At least 12 months
How long system logs are stored for At least 12 months

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 Yes
Any other security certifications Cyber Essentials

Security governance

Security governance
Named board-level person responsible for service security Yes
Security governance certified Yes
Security governance standards Other
Other security governance standards Cyber Essentials
Information security policies and processes An internal policy is in force which covers the way data is accessed, stored and managed during the whole lifecycle. This is followed by the support teams and cloud service team and is owned by the CTO.

Operational security

Operational security
Configuration and change management standard Supplier-defined controls
Configuration and change management approach A number of configuration and change management processes are included.
Vulnerability management type Supplier-defined controls
Vulnerability management approach Vulnerability testing is carried out on a regular basis using commercial tools. Subscriptions from vendors and third parties also alert to vulnerabilities which the tools do not yet identify.
Patches and updates are applied within 24 hours of being available, or if no solution is available from a vendor, alternative action will be taken to mitigate or negate the risk.
Protective monitoring type Supplier-defined controls
Protective monitoring approach The firewall logs are regularly reviewed using the Intrusion Protection System monitoring tool dashboard to understand potential compromises. Firewall logs can be filtered based on IP address and server, and the SmartMonitor application monitors VPN connections and firewall activity. Management of incidents is documented in the Information Security Incident Management policy.
Incident management type Supplier-defined controls
Incident management approach Incident Management is controlled by a process which guides the team through the assessment of the incident, evaluation of risk, loss, and services affected.
Users can either ring, e-mail or report via the support portal. Incidents are prioritised as P1 (highest priority).
All incidents are followed up with a report detailing the root cause, immediate resolution, and the changes to be implemented to prevent reoccurrence.

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 £20 to £30 per person per month
Discount for educational organisations Yes
Free trial available Yes
Description of free trial Please refer to our service definition document for more information.

Service documents

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