FAQs

The answers to all of your questions

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. The app is for our meeting room booking feature only, and has been designed to be displayed on a tablet outside each meeting space to show availability and easily make bookings.

I’d like to start my free trial, how do I get started?

First, you’ll need to create your account in the Portal by clicking here. When you have filled in your email and password, the onboarding wizard will start. You can choose to just set up meeting rooms, just hot desks, or both. The wizard has been designed to walk you through each of the steps to make it as simple as possible, but if you have any questions, please feel free to get in touch and we’ll give you a hand.

Will I be tied into a contract?

No, Clearooms accounts are billed monthly and can be cancelled any time. There are no minimum terms and no cancellation fees.

Can I run reports from Clearooms?

Yes, reports can be run to analyse both meeting room and desk usage. They can even be automatically scheduled so you receive up-to-date information as and when you need it.

Can I pay by invoice rather than by credit card?

We offer invoice billing for customers on Plan 4 or above for desks or for those with more than 5 meeting rooms. If you would prefer this payment method and meet these criteria, please get in touch. Our invoicing payment terms are 15 days from the date of the invoice.

Where is Clearooms hosted?

Clearooms is hosted on AWS in one of their data centres in Ireland.

Are you ISO 27001 accredited?

We do not have the ISO 27001 accreditation but we do follow best practice for security standards and use the security tools and measures within AWS, the infrastructure Clearooms is developed on.

How are usernames and passwords stored?

Usernames and passwords are stored in IAM.

Could Clearooms be compromised?

clearooms.com is accessed via AWS CloudFront and points to static files in S3. This method is recommended by AWS to protect against potential attacks. The database and app servers are not accessible publicly.

What firewalls are used?

We use AWS firewalls.

Has Clearooms been pen tested to check for vulnerabilities?

We have not had any formal pen-testing conducted but use the same tools internally every 3 months to ensure that our platform is kept up to date with emerging threats

Does the application support SSO (Single Sign On)?

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

How will Clearooms help towards a safe return to the office?

By using desk booking, you’ll be able to monitor how many people come into the office each day and know where each person has sat, helping with track and trace information should you need it. Our app has a contactless mode to be able to book a meeting room without having to touch a shared tablet. Take a look at our COVID safe workspace page for more ways Clearooms can help.

What are your Terms & Conditions?

Our terms for setting up an account and for Administrators can be read here. Terms for Clearooms Users can be found here.

I’d be interested in becoming a Clearooms partner, do you have reseller agreements?

Yes, we work with a range of partners who resell Clearooms. For more information, take a look at our reseller page.

Can you import my users in bulk if I do not want to use Single Sign On

Yes, on request we can import your users for you if you have in more than 50 users. Details on this process are here click here.

Hot Desks

What type of floor plan do I need?

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. If you’re unsure or would like some help, please get in touch. We offer a service to create floor plans for you should you not have any and these are currently provided free of charge when a commitment to purchase is received.

What is the pricing structure?

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.

We have a high number of staff who use our offices, how many users can I add?

You can add an unlimited number of users to your Clearooms account. There is no maximum or minimum. You could even invite regular visitors from external companies if they frequently come to your office to work.

We have a high number of staff who use our offices, how many users can I add?

You can add an unlimited number of users to your Clearooms account. There is no maximum or minimum. You could even invite regular visitors from external companies if they frequently come to your office to work.

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

When adding your offices, make sure you give them clear names, for example, Huddersfield Floor 1, Huddersfield Floor 2. This is one of the most straightforward ways for users to find the right desk. In addition, users can choose their own default office which will show first each time they log in, or an admin can choose a default office for the entire organisation.

Can I see my desk bookings in my own calendar?

Yes, Clearooms will integrate with Google Calendar, Outlook 365, Calendar (MacOS) and Microsoft Outlook 2016. For a step-by-step guide on how to do this, click here.

Can we book a car parking space through Clearooms?

Yes, simply upload a similar birds-eye view image of your car park and add a ‘desk’ to each space to be booked as normal.

We would like a gap between bookings to allow for desks to be cleaned properly, 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’.

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

Of course. Desks can also be allocated to individuals or Teams and restricted so only that person/team can book the desk. Our desking feature doesn’t just have to be for unassigned desks. It can be used to indicate who intends to be in the office each day to monitor office capacities and usage. This is why under the Desk Limits settings, we’ve added the ability to choose to activate Repeat Bookings, so the same desk can be booked by someone for a continuous period of up to 4 weeks in two clicks.

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

Yes, click on the “view all bookings” button in the centre of the office plan page, this provides a snapshot of all booked desks and if they have checked in or not. From the mobile app select the list view on the top right hand side. Alternatively booked desks all show as red on your office plan. Click on a red status icon to see who has booked the desk, if the user has added a profile picture you will also see this.

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.

I would like to ensure a safe distance is kept between booked desks for social distancing, without excluding the addition of desks from my floor plan. How can I do this?

Our Plan Scaling feature will ensure no desk can be booked too close together, according to your chosen social distance. 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.

Can I bulk upload all of my users at once?

If you have more than 100 users to add we will be happy to provide you with a free service to upload your users for you.

Does Clearooms have an app for hot desk booking?

Yes, this is available on IOS and Android and is free for all Clearooms users. Search for Clearooms Desk Booking on the App Store or Play Store.

Can Clearooms integrate with other systems/platforms?

Clearooms has an open API so you can integrate it with other software you use. Please contact us at contact us. to request access to the documentation.

How can I tell if a user attended after booking a desk?

Clearooms has a “Check-In” feature which prompts users to check in to each booking made. The prompt opens when ever a user logs in and has un-checked bookings for today or in the past. There is also a “Check-In” link on the main desks page that shows how many unchecked bookings a person has. The “Trace Report” displays this check in status when run.

I have a user thats tested positive for Covid-19, how can I 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.

We have dedicated desks for users, can I 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.

How can I see who has booked a desk today

There is a “View All Bookings” button in the centre of the portal which will instantly provide you with a full list of todays bookings for the office you are looking at. This view also tells you if the user has checked in yet.

I don’t have a floor plan, can you create one for me

Yes, we office a floor plan design service. Details are available at click here.

Can i 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

Meeting Rooms

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. Google guide: click here. Azure (Office 365) guide: click here.

Can I 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.

What hardware do I need?

The Clearooms app will work with any Android or iOS device. We don’t supply the hardware, so you can use any compatible devices you already have, or we can help you source them if you would like some assistance.

Can I add any branding to the app?

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.

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

Yes, the Clearooms Portal has it’s own calendar to book meeting rooms which can be used instead of integrating your own if you wish.

I’m concerned about introducing more touchpoints into the office, how can I avoid 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?

Not currently, however this is on our feature roadmap for Q1 2022.