The answers to all of your questions

Your frequently asked questions answered.

General

  • What is Clearooms?

    Clearooms is a workspace management tool to support the safe use of office desks and meeting rooms. The Clearooms Portal is the central hub for all desk booking activity and is where you can find the settings for the Clearooms app.

    Apps (Available on Android and IOS)

    Room Display App: This app is for our meeting room booking feature and has been designed to be displayed on a tablet outside each meeting space to show availability and easily make bookings.

    Desk Booking App: This is an end user app for users to view availability of rooms and desks as well as book meeting rooms and desks directly in the app.

  • How do we start the Free Trial?

    First, you’ll need to provide us with some information via this form.

    Once this is complete you will be provided with a booking form to set up a quick 5 minute call with our someone from our onboarding team and you will then gain access.

    Your trial will give you full access to all the features in Clearooms and our onboarding team will be at hand to assist if needed.

  • Will we be tied into a contract?

    No. Clearooms accounts are billed monthly and can be cancelled at any time. There are no minimum terms and no cancelation fees. You can view our terms and conditions here.

    If you wish to pay annually you will be commitment to the full 12 months as payment is made up front with a 10% discount, as such if you cancel your subscription before the end of the 12 month period the subscription will not renew at the end of the 12 months but no refunds will be available for early cancelations.

  • Can we pay by invoice rather than by credit card?

    Invoice billing is available for eligible Clearooms plans with flexible 30-day payment terms.

    We offer invoice billing for customers on Plan 2 or above for desks and for customers using meeting rooms bookings.

    Our invoicing payment terms are 30 days from the date of the invoice, Invoices are sent monthly (or annually if you wish to gain a discounted rate) on the day you first subscribed.

    Payment terms are 30 days from the date of the invoice. If you would prefer this payment method and meet these criteria, please get in touch with the sales team prior to subscribing as this needs to be enabled on your account.

  • Can we run usage reports from Clearooms?

    Track and analyse your workspace usage with Clearooms reports.

    Yes, Clearooms provides comprehensive reporting options, including both the Desk Utilisation Report and the Desk Efficiency Report. These reports give you clear insights into how your workspace is being used — showing booking frequency, occupancy trends, and desk usage efficiency across teams and locations. All reports can be easily exported in CSV or PDF format for further analysis or sharing with management

  • Can Clearooms integrate with other systems/platforms?

    Yes, Clearooms integrates with Microsoft, Google, Slack, Paxton, Salto and many more.

    Clearooms supports multiple integrations to fit seamlessly into your existing workplace ecosystem. It offers Single Sign-On (SSO) and SCIM with popular identity providers, calendar integrations for meeting room scheduling, and an open API that allows you to connect Clearooms with other business systems or custom workflows. This ensures data flows smoothly between platforms and reduces the need for duplicate administration

    You can find out more about our current integrations here, but please contact us to request access to additional documentation.

  • Can Clearooms create custom booking questions for users to complete?

    Yes. Our custom booking fields are a way to gain additional information from users when they book a desk or space. Examples could be:

    1. Create a Covid-19 questionnaire that restricts bookings based on answers provided
    2. Request information for car park bookings like the registrations number or the make and model of their vehicle
    3. Enter a password for booking a specific desk
    4. Show information about a desk and get confirmation the user has read the detail.

    Questions created can be linked to specific offices or desks and responses can be `yes/no, radio buttons, check boxes or text fields. Click here for the admin guide.

  • What languages are supported

    Access the Clearooms portal in multiple languages to suit your team.

    The Clearooms portal supports English, French, German,Spanish, Italian, Dutch, and Welsh languages. Users are given the option to select a language from the user profile page.

    When a user first logs into the portal we will set the language to match the users browser language (if supported) but this can be switched at any time by the user.

Hosting & Security

  • Where is Clearooms hosted?

    Secure and reliable hosting for Clearooms on AWS.

    Clearooms is hosted on Amazon Web Services (AWS), using data centres based in Ireland within the EU. AWS provides a highly secure, resilient, and scalable infrastructure that meets the highest industry standards for data protection and operational reliability.

    All Clearooms data is encrypted both in transit and at rest, ensuring customer information remains protected at every stage. AWS’s hosting environment is certified to ISO 27001, SOC 2, and other internationally recognised security standards, providing additional assurance of compliance and security.

    Hosting within the EU ensures full alignment with UK GDPR and EU data protection laws, and Clearooms continuously monitors its cloud environment for performance and security. In addition, daily encrypted backups and point-in-time recovery capabilities safeguard against data loss and ensure business continuity

  • What firewalls are used?

    Protecting Clearooms with robust AWS firewalls

    Clearooms uses multiple layers of network and application firewalls to protect its systems and data. Our infrastructure is hosted on Amazon Web Services (AWS), which provides industry-leading firewall protection as part of its cloud security framework.

    Specifically:

    • AWS Network Firewalls protect all inbound and outbound traffic at the infrastructure level. These are configured with a default deny-all policy, allowing only explicitly approved connections.
    • Web Application Firewalls (WAFs) are deployed in front of all Clearooms web applications to detect and block threats such as SQL injection, cross-site scripting (XSS), and other common exploits.
    • Firewall rules and configurations are reviewed at least annually to ensure ongoing protection and compliance.
    • Additional protection is provided through AWS Security Groups, VPN access controls, and multi-factor authentication (MFA) for administrative access.

    These layers combine to create a robust perimeter and application-level defence that continuously protects the Clearooms platform and customer data from unauthorised access or malicious activity

  • Has Clearooms been Penetration Tested to check for vulnerabilities?

    Regular internal testing keeps Clearooms secure from emerging threats.

    Clearooms undergoes regular internal penetration testing as part of its secure development lifecycle. Tests are performed quarterly to identify and remediate any potential vulnerabilities across the application and infrastructure.

    These penetration tests focus on areas such as authentication, data handling, API security, and access controls. Findings are reviewed and addressed immediately by the technical team to ensure the platform remains secure and compliant with best practices.

    In addition to internal testing, Clearooms’ security is further validated through its Cyber Essentials certification, with Cyber Essentials Plus in progress, providing independent assurance that our systems and defences meet the UK National Cyber Security Centre (NCSC) standards

  • Could Clearooms be compromised?

    Clearooms is designed with multiple layers of security to minimise the risk of compromise. While no system can ever be 100% immune to attack, Clearooms follows industry best practices to prevent, detect, and respond to potential threats effectively.

    Our platform is hosted on Amazon Web Services (AWS) — a highly secure cloud environment with ISO 27001 and SOC 2 certification. Data is encrypted in transit and at rest, and access is tightly controlled through multi-factor authentication (MFA), role-based permissions, and network segregation.

    We conduct regular vulnerability scans and quarterly penetration tests to proactively identify and fix any weaknesses. Security alerts are continuously monitored through AWS GuardDuty and internal systems, and all incidents are managed according to our IT Incident Management Policy and Incident Response Plan.

    While the risk of compromise can never be completely eliminated, Clearooms employs robust technical, organisational, and procedural controls to maintain the highest possible level of protection.

  • Does the application support Single Sign On (SSO) and SCIM (User Provisioning) ?

    Yes. If you use a SAML directory provider such as Azure Active Directory, you can enable Single Sign-On to authenticate your users on your central directory. This will allow you to grant or revoke user access using your own rules and allow users to log in without a Clearooms password.

    We also support multiple Single Sign On configurations. So if you have multiple authentication platforms such as 2 or more active directories, due to different email domains, we can support that for you.

    SCIM (user provisioning) is also supported to sync your users to Clearooms as well as matching groups to teams.

    For help with setting up SSO for Google accounts, click here
    For Azure (Office 365), click here

  • How are usernames and passwords stored?

    Clearooms follows strict security standards for handling and storing all login credentials. Usernames and passwords are never stored in plain text. Instead, passwords are hashed using strong, industry-approved cryptographic algorithms before being stored in our secure database. This ensures that even in the unlikely event of unauthorised access, the original password cannot be retrieved.

    Authentication is managed through secure, encrypted connections (HTTPS/TLS), and users are encouraged (and in some cases required) to enable Single Sign-On (SSO) or Multi-Factor Authentication (MFA) for added protection.

    Internally, Clearooms staff use a company-managed password manager (1Password) to securely store credentials, backed by device encryption and MDM enforcement. Password requirements are defined in the Employee Password Policy, which mandates unique, complex passwords for all systems and immediate changes if compromise is suspected

  • How do you ensure my data is secure?

    Q: How do you ensure my data is secure?

    A: Clearooms takes a defence-in-depth approach to data security, combining strong technical controls, continuous monitoring, and strict internal policies to safeguard customer information at every level.

    Here’s how we protect your data:

    • Certified Security: Clearooms is Cyber Essentials Plus certified, independently verified to meet the UK National Cyber Security Centre (NCSC) standards for protecting against common cyber threats.
    • Secure Hosting: All systems are hosted on Amazon Web Services (AWS) in Ireland, a secure, ISO 27001 and SOC 2–certified cloud environment.
    • Encryption: All data is encrypted in transit and at rest using AES-256 and TLS protocols, ensuring your information is protected from unauthorised access.
    • Access Control: Access to systems and data is restricted by role-based permissions and multi-factor authentication (MFA) for all privileged accounts.
    • Testing and Monitoring: Clearooms performs quarterly penetration testing, continuous vulnerability scanning, and active monitoring through AWS GuardDuty and internal alerting tools.
    • Incident Management: A formal Incident Response Plan and IT Incident Management Policy ensure any event is promptly contained, investigated, and resolved.
    • Data Backups: Daily encrypted backups with point-in-time recovery protect against loss or corruption, ensuring business continuity.

    Clearooms employs rigorous technical, procedural, and organisational controls to keep your data safe, compliant, and protected against evolving cyber threats.

Desk Booking

  • What is the pricing structure?

    Fair and transparent pricing based on the number of desks, not users.

    As part of our fair pricing structure, we charge per the number of desks you add, not according to the number of users. Take a look at our pricing page for more information.

    • Clearooms charges based on the number of desks and meeting rooms you have set up (i.e. “active units”), not by user count.
    • There are price bands or tiers depending on how many desks you have. As you add more desks, your per-desk cost may change.
    • Meeting rooms are also charged per room, on top of the desks.
    • The pricing is monthly and rolling — no long-term contracts, no setup or cancellation fees. You pay for what you use, and you can scale up or down.
    • If you pay annually instead of monthly, there is usually a discount offered
  • We have a high number of staff who use our offices, how many users can I add?

    Scale your workspace effortlessly with no user limits.

    Clearooms places no limit on the number of users you can add to your account. The platform is designed to scale effortlessly with your organisation, whether you have 10 users or 10,000.

    Your subscription is based on the number of desks and meeting rooms, not the number of users, meaning you can invite as many employees as needed at no extra cost.

    Each user can be assigned different roles and permissions, allowing you to control access levels — for example, standard users, administrators, and managers. Clearooms also supports Single Sign-On (SSO) to make onboarding large teams fast, secure, and seamless

  • What type of floor plans are required?

    To get started with desk booking, all you need is a floor plan image which is one of the following file types – PNG, SVG, PDF or TIFF. There are some default floor plans in the portal you can choose from if you don’t have your own.

    We offer a service to create floor plans for you should you not have any. All we need is a rough sketch to get going and we will have a draft plan back to you with 48hrs. Find out more here.

    If you’re unsure or would like some help, please get in touch.

  • We have multiple office locations, what’s the best way to manage this?

    Clearooms is ideal for organisations with multiple offices or regional hubs, allowing you to manage all locations seamlessly from one central account.

    Each office can be set up as a separate location within the platform, complete with its own:

    • Floor plans, desk layouts, and meeting rooms
    • Local administrators and user permissions
    • Independent booking rules such as check-in times or booking windows
    • Usage and efficiency reports to track performance at each site

    For financial management, Clearooms also supports cost centre allocation and split billing, enabling you to assign specific locations or departments to separate budgets.

    This allows your finance team to accurately track workspace costs and charge them back to the relevant cost centre or business unit

  • Can I see my desk bookings in my own calendar?

    Clearooms can push your desk bookings to your personal calendar. You’ll receive an .ics calendar invite (compatible with Outlook, Google Calendar, Apple Calendar, etc.), and any changes or cancellations to the booking will update your calendar entry.

    If you prefer everything to appear automatically, you can also subscribe to your Clearooms calendar feed, so future bookings show up in your calendar without needing to accept individual invites.

  • Can we book car parking spaces through Clearooms?

    Clearooms includes a Car Parking feature that allows users to book parking spaces in the same simple way as desks or meeting rooms.

    You can:

    • View available parking spaces on your office floor plan or location map
    • Book a space instantly when scheduling a meeting or reserving a desk
    • Apply custom rules to manage parking separately from desks (e.g. visitor parking, electric vehicle bays, or staff-only areas)
    • Assign parking spaces to specific users or departments if needed
    • Track parking utilisation through dedicated usage reports

    Vehicle details can also be added to user profiles to make repeat bookings faster and improve site security. This ensures a fully integrated experience for both employees and facilities teams

  • Is there an easy way to see which colleagues are in on a given day?

    Yes. Clearooms makes it simple to see who’s in the office and where they’re sitting. The interactive floor plan view shows all active desk bookings for the day, so you can instantly see which colleagues are on-site and their exact desk locations.

    You can also:

    • Search for specific colleagues by name to check their desk or room bookings
    • Use the “Favourites” feature to highlight key teammates and see when they’re in next
    • View attendance across locations or teams to plan collaboration days
    • Enable Smart Booking, which can automatically recommend desks near your favourite colleagues

    This makes coordinating in-office days effortless, helping teams connect, collaborate, and make the most of shared workspace time

  • How can you tell if a user attended after booking a desk?

    Clearooms includes a Desk Check-In feature that confirms whether a user actually attended their booking. When enabled, users are required to check in at the start of their reservation via the web portal, mobile app, or a QR code displayed at the desk.

    If a user doesn’t check in within a set timeframe (for example, 15–30 minutes), the desk can be automatically released back into availability, ensuring spaces aren’t wasted.

    Administrators can also view attendance data in the reporting section, helping you measure actual utilisation vs. bookings and improve space efficiency across your organisation

  • We need a gap between bookings for desks to be cleaned, can Clearooms help with this?

    Yes. You can set a time period for desks to become unavailable after a previous booking within the Desk Limits section of the Portal Settings. Choose your desired time period under ‘Buffer Times’.

  • We need to ensure a safe distance is kept between booked desks for social distancing. How can we do this?

    Our ‘Plan Scaling’ feature ensures that desks can’t be booked too close together, according to your chosen social distance rules. By clicking on two points of your floor plan and entering the distance, Clearooms will automatically calculate the entire scale of your floor plan. Then, by adding a social distance to be kept between bookings, only desks which fall outside of your chosen radius of a desk booking will be available to users to book. Find out more here.

  • We have a user thats tested positive for Covid-19, how can we tell who was in the office at the same time?

    The ‘Trace Report’ allows you to select a users name and a date range to view and export details on any users that were in any offices at the same time.

  • In our office we all sit at the same desks each day, will Clearooms still be useful?

    Of course. Desks can also be allocated to individuals or Teams and restricted so only that person/team can book the desk.

    You can also allocate desks on certain days of the week to accommodate part time staff as well as releasing desks before or after a given time so allocated desks that are not booked can be made available for everyone else when needed.

  • We don’t want our staff to book their own desks, can admin control desk bookings/cancellations on their behalf?

    Yes. Users with an Admin or Manager user role can book and cancel desk bookings on behalf of other users.

  • We have dedicated desks for users, can we restrict who can book a desk?

    Yes. You can allocate a desk to a specific user and restrict the booking of that desk to just that one person for as long as you would like.

Meeting Rooms

  • What hardware is needed for booking meeting rooms?

    Clearooms works with a wide range of Android and iOS devices, including Power over Ethernet (PoE) tablets and wall-mounted displays.

    We can supply fully compatible hardware as part of your setup, or you can use your own existing devices if preferred. Our team can advise on the best options to ensure a smooth installation and optimal performance.

    Contact us at Sales@clearooms.com for more information

  • Can the app be rebranded to our brand?

    Yes. The app can be branded across 3 levels. You can choose to brand an individual device, per room (for when there is more than one device paired with it) and to standardise across the entire account. Brand colours and logos can be uploaded to the app and to individual meetings.

  • How do I integrate my calendar?

    Clearooms will integrate with Outlook and Google calendars for seamless room booking. During the setup wizard, you’ll be walked through the relevant steps to do this.

  • I don’t currently use my email provider’s calendar, can I still use Clearooms for my meeting rooms?

    Yes. The Clearooms Portal has its own calendar to book meeting rooms which can be used instead of integrating your own if you wish.

  • Can we show the app on multiple devices for the same room?

    Yes. This is common for larger meeting spaces with several entrances, or for those who wish to also have the app on display on the inside of a meeting room, for example, to easily extend a meeting. In the Settings of the Portal, you can pair your devices with your added rooms.

  • How can we avoid adding more physical touchpoint to the office - how can we minimise this?

    The Clearooms app has a contactless mode, so the tablet it is displayed on doesn’t have to be touched. When activated, a QR code will show for a user to scan with their own device then continue to interact with the app safely.Can we order catering from the Clearooms platform?

  • Can we order catering from the Clearooms platform?

    Yes. Our meeting rooms services feature allows you to create any number of services that users can request when booking a meeting room. Find out more here.