A serviced office provider with over 30 meeting and event spaces wanted to maximise the revenue from its sites, while keeping everyone COVID secure.
Switch provided an integrated system with live availability and booking for meeting spaces, while prioritising existing tenants arrangements and delivering a tool for managing additional health and safety restrictions.
Meeting room hire was a reliable source of leads for the client, as this was a way of securing new office space tenants, so they were keen to maximise the number of bookings and introduce new contacts to the potential of the space through lead aggregators. However, they were keen to balance this with excellent service to existing tenants, who were able to access the space on a discounted basis.
The Switch system needed to co-exist alongside the current property management system which was used to deal with office tenancy, without creating additional processes and increasing back office workload. It also had to ensure that the client’s tenants were able to hire the meeting rooms at their pre-agreed discounted rates and on invoice only terms.
To consolidate payment information and invoice activity in one place, the Switch API was used to develop an integration with the existing system. This was also used to maintain an up to date tenants database.
Using the CRM, Switch was then able to apply client level pricing and payment terms that would automatically apply when a tenant made a booking, so they would be charged the correct amount and no payments would be requested at the point of booking.
Switch added a virtual guest book and test and trace reports to its reporting suite, meaning the client could use a system generated QR code and check-in page to provide touch-free check-in and retain a record of all visitors to site, which (with the correct GDPR permissions) had a benefit for future marketing.
And, with simple, resource level cards in the system, it was really easy for the client to regularly update capacities and room layouts to reflect the latest set of rules.
An emerging challenge during the pandemic was to reflect the continually changing rules on face to face meetings, fulfil their test and trace obligations and ensure a COVID secure environment.
Between lockdowns, with a highly visible online booking tool and a responsive view of availability, coupled with a safe and digital arrival solution, the client was able to run at 65% capacity of its meeting spaces.
© Switch Events and Meetings Management Software 2023
Who we are
At Dispace, we are committed to maintaining the trust and confidence of visitors to our web site. In particular, we want you to know that Dispace is not in the business of selling, renting or trading email lists with other companies and businesses for marketing purposes. We just don’t do that sort of thing. But just in case you don’t believe us, in this Privacy Notice, we’ve provided lots of information on when and why we collect your personal information, how we use it, the limited conditions under which we may disclose it to others and how we keep it secure. Grab a cuppa and read on.
We want to protect your privacy and confidentiality. We understand that all users of our web site are quite rightly concerned to know that their data is being used lawfully. We take our responsibilities under Data Protection Act, and GDPR, very seriously and we want to comply with the spirit and the letter of the guidance provided by the Information Commissioners Office
You can find information about ICO at their website https://ico.org.uk/
The law requires us to determine how we process different categories of your personal information, and to notify you of the basis for each category.
If a basis on which we process your personal information is no longer relevant, then we shall immediately stop processing your data.
Information we process because we have a contractual obligation with you
When you buy a product or service from us, or otherwise agree to our terms and conditions, a contract is formed between you and us.
In order to carry out our obligations under that contract we must process the information you give us. Some of this information may be personal information.
• We may use it in order to:
• verify your identity for security purposes
• sell products to you
• provide you with our services
• provide you with suggestions and advice on products, services and how to obtain the most from using our website
We process this information on the basis there is a contract between us, or that you have requested we use the information before we enter into a legal contract. We shall continue to process this information until the contract between us ends or is terminated by either party under the terms of the contract.
Information we process with your consent
Where there is no contractual relationship between us, such as when you browse our website or ask us to provide you more information about our business, including our products and services, you provide your consent to us to process information that may be personal information.
Sometimes you might give your consent implicitly, such as when you send us a message by e-mail to which you would reasonably expect us to reply.
Except where you have consented to our use of your information for a specific purpose, we do not use your information in any way that would identify you personally.
We continue to process your information on this basis until you withdraw your consent, or it can be reasonably assumed that your consent no longer exists.
You may withdraw your consent at any time by instructing us at email@example.com
Information we process because we have a legal obligation
We are subject to the law like everyone else. Sometimes, we must process your information in order to comply with a statutory obligation. This can include your personal information.
Website usage information
Types of data we collect
Strictly necessary cookies are essential for the use of the features and services on the site.
Accepting these cookies is a condition of using the site. If you block these cookies we cannot guarantee access to the services provided through the site or be sure how the website will perform during your visit.
We use these cookies to:
• Remember services added to a shopping basket
• Remember selections or information you have entered when you navigate to different pages during your session on the site
• Identify you as being logged in to the site
• Retain information on email forms
Performance cookies collect information about how the site is used so that we can improve the site. All information collected by these cookies is aggregated and therefore anonymous.
Accepting these cookies is not a condition of using the site. If you block these cookies we cannot be sure how the website will perform during your visit.
We use these cookies to:
• Provide statistics on how the site is used
• Help us improve the site by measuring any errors that occur
• Test the site design and operability
Functional cookies allow the site to remember choices you make such as your user name, log in details or language preferences, and any customisations you make to pages on the site during your visit.
Accepting these cookies is not a condition of using the site. If you block these cookies certain features and services may be affected and we cannot be sure how the site will perform during your visit.
We use these cookies to:
• Show you when you're logged in to the site
• Provide individual services, such as watching a video or commenting
Such cookies are used to enhance your experience of the site. They collect information about your browsing habits in order to make advertising more relevant to you and your interests.
When someone visits switch.dispace.co we use a third party service, Google Analytics, to collect standard internet log information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to the various parts of the site. This information is only processed in a way which does not identify anyone. We do not make, and do not allow Google to make, any attempt to find out the identities of those visiting our website.
When you use Dispace we may collect the following data to help monitor and improve our service:
a) your device;
b) the volume of data which you use;
c) your usage by access time, frequency and location.
As part of the registration process to receive Dispace updates, we collect personal information. We use that information for a couple of reasons: to tell you about stuff you’ve asked us to tell you about; to contact you if we need to obtain or provide additional information; to check our records are right and to check every now and then that you’re happy and satisfied. We don't rent or trade email lists with other organisations and businesses.
We may share anonymised personal information with affiliates of Dispace but they can’t contact you unless you give them you details separately.
When we receive a complaint, we record all the information you have given to us. We use that information to resolve your complaint. If your complaint reasonably requires us to contact some other person, we may decide to give to that other person some of the information contained in your complaint.
We may also compile statistics showing information obtained from this source to assess the level of service we provide, but not in a way that could identify anyone.
Use of site by children
We do not market to children, nor do we sell products or services for purchase by children.
Disclosure to Government and their agencies
We may be required to give information to legal authorities if they request, or if they have the proper authorisation.
Retention and Review or update or remove personally identifiable information
We keep your personal data only for as long as required by us to provide the services you have requested, comply with the law or to support a claim in court. You may review or update the information that we hold about you, or if you wish, request the removal of any information about you from our website.
To do this please contact us at firstname.lastname@example.org
Changes to this Privacy Notice
This policy was last reviewed on 15th April 2021, it will be reviewed again on 4th July 2021.