Netmedia Ltd

School Room Booking

Netmedia's School Room Booking (www.schoolroombooking.com) is a cloud-based software which helps schools understand the availability of their rooms, resources and devices. School staff can make room bookings in an instant. The software also allows schools to monetise available rooms when they're not in use.

Features

  • School room, resource and/or device bookings made online
  • A calendar shows school room availability in real time
  • User privilege dictates which staff members can book which rooms/resources
  • A 'wizard' helps source the best room/resource for staff needs
  • Reports show the list of bookings, including most/least popular rooms/resources
  • Rooms can be monetised by being rented to external organisations

Benefits

  • Save admin time managing school rooms/resources
  • Room use is
  • Teachers are able to quickly book required rooms/resources
  • Schools can monetise unused rooms

Pricing

£250 to £350 per licence per year

  • Free trial available

Service documents

G-Cloud 11

789815853493222

Netmedia Ltd

William Mackenzie

01463 731000

will@netmedia.co.uk

Service scope

Service scope
Software add-on or extension No
Cloud deployment model Private cloud
Service constraints None.
System requirements All schools require is internet access.

User support

User support
Email or online ticketing support Email or online ticketing
Support response times We respond to all support queries and tickets within two hours, during office hours. Our office hours are 9am-5pm (UK time), Monday-Friday.
User can manage status and priority of support tickets Yes
Online ticketing support accessibility None or don’t know
Phone support Yes
Phone support availability 9 to 5 (UK time), Monday to Friday
Web chat support No
Onsite support Onsite support
Support levels E-mail, ticket and telephone support are supplied at no extra cost.
Local authorities who purchase School Room Booking can book on-site training for groups of schools, to make the training more efficient.
We use Freshdesk as our support ticketing system, and they say their systems will be WCAG compliant by the end of 2019.
Support available to third parties Yes

Onboarding and offboarding

Onboarding and offboarding
Getting started Onsite training is organised where groups of schools are subscribed together. Alternatively, individual schools are trained over the telephone. A user manual is supplied, while training documents such as help files and tutorial videos are available for users on every single page of School Room Booking.
Service documentation Yes
Documentation formats
  • HTML
  • PDF
  • Other
Other documentation formats Video (hosted on Youtube and Vimeo)
End-of-contract data extraction Customers can edit and delete their records individually, in bulk or completely at any time.
School Room Booking is committed, by Terms and Conditions, to delete any data within 24hrs (or on the next working day if this is on a weekend) of the contract expiring if it has not been deleted by the customer.
End-of-contract process At the end of the contract the school's data is deleted, their account is suspended without access for 30 days (in the event that the school may choose to renew after-all). After 30 days the school's account is permanently deleted.

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 School Room Booking employs 'responsive resolution' technology so that it displays correctly no matter the device used.
API No
Customisation available Yes
Description of customisation Our 'Settings' page allows the school to customise simple settings such as the school's logo and a map of its rooms, while a more advanced settings area allows to definite the times and breaks of its 'periods' each day, so that the calendar view, and the bookings which are taken, match the school's timetable.

Scaling

Scaling
Independence of resources We use Amazon AWS cloud servers. We monitor the CPU resource of the application and database servers daily, and can increase server size as required manually. We use 'Data Dog' as well as AWS' in-built tools to review resource levels.

We use a load balancer and elastiEcach memcach to manage traffic and divide it across our servers. In the event that a server were to go down, traffic would be sent to one of the other servers.

We are currently investigating and intending to use 'auto scaling' and 'reserved instance' technologies offered by AWS for further automated control.

Analytics

Analytics
Service usage metrics Yes
Metrics types Local authorities or organisations who purchase School Room Booking can be provided with usage statistics across all of their institutions. We also help calculate the time and money saved by using the system.
Schools can view their own room booking statistics from a 'Statistics' page found on their Admin Dashboard.
Reporting types
  • Real-time dashboards
  • Regular reports
  • Reports on request

Resellers

Resellers
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 European Economic Area (EEA)
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 ‘IT Health Check’ performed by a CHECK service provider
Protecting data at rest
  • Physical access control, complying with CSA CCM v3.0
  • Physical access control, complying with SSAE-16 / ISAE 3402
  • Physical access control, complying with another standard
  • Encryption of all physical media
Data sanitisation process Yes
Data sanitisation type
  • Explicit overwriting of storage before reallocation
  • Deleted data can’t be directly accessed
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 Schools do not need to integrate School Room Booking with their MIS database. Timetable and school staff accounts can be created quickly from inside the system. However, we are finalising integrations for all major UK MIS databases so that schools can import their timetable (to identify empty/busy rooms) and/or staff list (to create staff login accounts). Currently these integrations are only available for SIMS and SEEMIS, which covers more than 80% of the UK, but we will offer more integrations soon.
Data export formats
  • CSV
  • Other
Other data export formats
  • XML
  • XLSX
Data import formats
  • CSV
  • Other
Other data import formats XML

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 We guarantee 99.95% availability.
We also guarantee:
Urgent issues are responded to within 1 hour and resolved within 2 days.
High priority issues are responded to within 2 hours and resolved within 2 days.
Medium priority issues are responded to within 2 hours and resolved within 7 days.
Low priority issues are responded to within 2 hours and resolved within 7 days.
Our support system is set up to send reminders to support staff about issues if they are in danger of not having been resolved or responded to within the guaranteed times.
Approach to resilience We use Amazon AWS as our datacentre. Amazon AWS' resilience is of an extremely high standard. Amazon AWS provide us with a service level agreement (SLA) for the EC2 and RDS services we employ, and these include service credits based on the percentage of downtime.

Resources:

Amazon AWS EC2 Service Level Agreement: https://aws.amazon.com/compute/sla/

Amazon AWS RDS Service Level Agreement: https://aws.amazon.com/rds/sla/
Outage reporting We use monitoring tools built into the system to understand load and resource matters, and third-party (external) monitoring tools in the event the system were to go down.

E-mail alerts are used to contact customers in the rare event of downtime.

Identity and authentication

Identity and authentication
User authentication needed Yes
User authentication
  • Username or password
  • Other
Other user authentication School staff accounts are either imported from the school's MIS database, or created by the software admin. These accounts are e-mailed to staff, who are required to create their own password. This password must be of a minimum strength, and can be reset when necessary. Staff use their username and password to access the system
Access restrictions in management interfaces and support channels Netmedia's Management and Support staff can access school accounts for the purposes of training and/or support, and do so by using an SSO from the management login. This ensures an access trail and proves transparency.
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 No audit information available
Access to supplier activity audit information You control when users can access audit information
How long supplier audit data is stored for Between 6 months and 12 months
How long system logs are stored for Between 6 months and 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 Plus certification - https://www.qgstandards.co.uk/qgce2758/
  • Working towards ISO27001 certification with Highland IT Security Ltd

Security governance

Security governance
Named board-level person responsible for service security Yes
Security governance certified No
Security governance approach We have achieved our 'Cyber Essentials Plus' certification. Our certificate is available at the hyperlink below. We are also working towards being ISO27001 certified by the summer in conjunction with Highland IT Security Ltd. Neither of these certifications are requirements, but these are the standards we intend to have certified none the less.

Reference: https://www.qgstandards.co.uk/qgce2758/
Information security policies and processes Our Information Security Policy is available upon request, and available here: http://parents-booking.com/downloads/INFORMATION%20SECURITY%20POLICY%2011.07.18.pdf

Detailed within are:
- Password and account controls
- Device and perimeter security
- Individual device security and configuration
- Devise backup
- Anti-virus and anti-malware controls
- Remote access controls, third party access, employee, sub-contractors
and account access levels
- Mobile devices security
- Security of other information
- Clear desk policy

Operational security

Operational security
Configuration and change management standard Supplier-defined controls
Configuration and change management approach We operate with our own Change Control Management processes for the documentation, application code, testing, server configuration and database changes.

We have achieved Cyber Essentials Plus certification, and operate with strict change control procedures that assess any security impact of the change. We are also working towards our ISO27001 certification. Craig Dingwall of Highland IT Security Ltd can confirm our ongoing work towards this certification.
Vulnerability management type Supplier-defined controls
Vulnerability management approach We use Qualys to scan our network services internally and externally. The scanning is carried out for patch management and known weaknesses.

These scans are carried out every 30 days. We also scan all 'builds' on our test server before these are released to the live server, Any identified issues are raised as support incidents to be processed as part of our Incident Support Process.

Our Cyber Essentials Plus accreditation demands that we release updates within 14 days of being available for vulnerabilities described as 'critical’ or ‘high risk
Protective monitoring type Supplier-defined controls
Protective monitoring approach We use Qualys to scan our network services internally and externally. The scanning is carried out for patch management and known weaknesses.

The scanning is carried out for patch management and known weaknesses. These scans are carried out every 30 days. We also scan all 'builds' on our test server before these are released to the live server, Any identified issues are raised as support incidents to be processed as part of our Incident Support Process.

Our Cyber Essentials Plus accreditation demands that we release updates within 14 days of being for vulnerabilities described as 'critical’ or ‘high risk.
Incident management type Supplier-defined controls
Incident management approach We provide a support portal for customers to log and update their support incidents in addition to telephone and email reporting. All support incidents are tracked through our Incident Management Process and logged in our support portal.

Incidents are reviewed to determine the root cause with appropriate actions taken to reduce or prevent a re-occurrence.

Secure development

Secure development
Approach to secure software development best practice Supplier-defined process

Public sector networks

Public sector networks
Connection to public sector networks No

Pricing

Pricing
Price £250 to £350 per licence per year
Discount for educational organisations No
Free trial available Yes
Description of free trial Schools can try School Room Booking for free for a week. Local authorities can organise a pilot for a selection of schools.

Service documents

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