Who is SharingCloud?

SharingCloud is a French software editor dedicated to workplace digitalisation for modern organisations.
Founded in 2010, SharingCloud developed a comprehensive solution to major challenges organisations are facing: optimisation of meeting rooms, videoconference rooms, entire management of conciergerie services for employees, and efficient corporate communication.

What is Instant Suite?

Instant Suite is a software suite, including the entire SharingCloud offer: Instant Booking, Instant TV, Instant Signage.
Instant Suite, comprehensive solution for workplace digitalisation, allows you to simplify the user experience when accessing all kind of resources and services available in your building.
It allows the real estate managers to:

  • Manage and optimise all available resources in the buildings (meeting rooms, training rooms, auditorium, boxes, flex-office desks…) thanks to a huge configuration flexibility and live reports
  • Provide the residents a simple and cost efficient room service offer and services for employees (visitor management, catering, equipment booking, groom service) .

It gives IT managers:

  • A rationalisation of booking, videoconference programing, video content management tools embedded in one platform.
  • An easy, secured and unified, integration in the IT system, (AD/LADP, SSO, videoconference infrastructures, email software [Exchange 2007+, Office 365, Google Apps, Lotus Notes 8+], CMS, video streaming infrastructures).
  • A simplification of the administration and use of these services.

It permits also for communication managers to implement a communication strategy towards targeted audience and to broadcast corporate news on any type of device.

What is Instant Booking?

Instant Booking is the heart (or brain) of Instant Suite.
Instant Booking is a multilingual solution to manage resources and services able to address international companies needs as well as public institutions and smaller companies.

Instant Booking allows an optimal management of workplaces (meeting rooms, training rooms, auditorium, boxes, flex-office desks) and a fast return on investment. The uniqueness of Instant Booking functionalities is the warranty of maximal use of these workplaces.

Instant Booking allows you to implement touch-screens nearby the meeting rooms enabling booking, information and way-finding (RoomPad) or in the lobby, or even aside the elevators (GroomPad).

It works with MS Exchange 2007+, Office 365, Lotus Notes 8.5+ and Google Apps.

Our outlook plugin gives your end-users a user-friendly interface that allows to find rapidly a free room according to your end-users needs, and within few clicks, to program their videoconference, to manage visitors access and ask for services.

What is RoomPad?

RoomPad is a 10” touch-screen, synchronised with Instant Booking, that is mounted aside the meeting room. Thanks to RoomPad, you will be able to:

  • See the room status (free or busy), its equipment, and its planning.
  • Book on the fly a room or extend a meeting.
  • Release automatically the room in case of no-show.
  • Find rapidly a free room thanks to the interactive 3D map and book it from any RoomPad.
  • Notify a problem in the room or ask for service.
  • Communicate thanks to digital signage playlists.

To identify users, RoomPad can be equipped with a contactless reader (RFID / Mifare / NFC).
Users continue to book their meeting rooms via Outlook, Lotus Notes or Google Calendar.

What is GroomPad?

GroomPad is somehow RoomPad older brother.
It is a 43” or 55” touch-screen, placed in the lobby and/or nearby the elevators. By displaying maps of each floor in order to find easily a meeting room, a zone, a person or a free desk; GroomPad replaces advantageously elevator signalisation and offers a perfect solution to find one’s way inside the buildings.

GroomPad allows, like RoomPad, to book a room on the fly or a free desk, everywhere in the building.
When inactive, GroomPad becomes a screen for digital signage broadcasting any rich media content.
GroomPad also allows you to notify a problem (cleaning, air conditioning, lightning, el. al.) directly on the 3D map, exactly where the incident occurred. An email will be sent to facility management teams.

Conciergerie services linked to the building will be be released in the next version. From GroomPad screen, an employee or a visitor will be able to ask for a coffee break, a cab, a Wi-Fi guest access or any kind of service available on the site.

What is Instant Player?

Instant Player is an Android player for digital signage. It can manage and pilot any kind of screen in order to broadcast rich media playlists towards targeted audience that communication or marketing departments would like to.
Instant Player supports video format up to 4K.
It is also GroomPad’s brain.

What is Instant TV?

Instant TV is part of Instant Suite.
Instant TV is a corporate web TV. It is a Digital Asset Manager, a platform managing the video media in the information system of your company.
Instant TV provides all needed functionalities enabling communications departments to manage efficiently the entire life-cycle of video content (publication, encoding full HD, MP4, optimised diffusion, channels and user’s rights management, social functions).

Thanks to Instant TV, video broadcast can be done Live or VOD – in adaptive streaming – on Intranet, on any screen, smartphones & tabs and of course on RoomPad and GroomPad.

Thanks to Instant TV, the use of video for your corporate communication is perfectly integrated with your CMS and your digital signage solution.

What is Instant Signage?

Instant Signage is part of Instant Suite.
It is a digital signage solution offering a simple management of your rich media content and of your playlists.
Instant Signage supports any kind of media: powerpoint slides, image, video, web content, RSS flux.

SharingCloud provides thanks to Instant News tailored-made and localised flux for weather, road traffic, transportation schedule or Reuters news.
Instant Signage, centrally, manages and supervises all diffusion equipment, anywhere in your organisation. You can preview from your desk any playlist broadcasted somewhere within your organisation.
Creation of templates and of content is very easy and intuitive via the web interface of our portal.
Generated contents are exclusively HTML 5 and are reusable on any web site, or Intranet and Content Management System.
Instant Signage allows to broadcast these playlists on any screen via Instant Player, and obviously on RoomPad & GroomPad.

What is Instant Box?

Instant Box is a part of Instant Suite.
Instant Box can manage shared desks or workplaces as well as non-bookable rooms or boxes in a flex-office logic.
Thanks to its occupancy sensor, Instant Box indicates in real-time the status of all these places via LED system.
Synchronised with Instant Booking, you can visualise on RoomPad or GroomPad maps the status of the shared desks and boxes.
You can find instantly a free desk or a confidentiality box without wandering in the corridors.

What is Instant Guest?

Instant Guest is a part of Instant Suite.
Instant Guest optimises the welcome and visitors’ management process.
When booking a meeting room, Instant Booking detects email addresses of people who do not belong to your organisation. The organiser is then invited to fill the information concerning the visitor in. He can now book a park lot for the visitor, anticipate the Wi-Fi guest access or asks for service such as a coffee break or a table at the company restaurant.

When arriving, the visitor will just have to check-in on the touch screen (x inches) Instant Guest; an email will be sent to the person he is meeting with to inform that the visitor has just arrived.
The welcome host or hostess sees all check-in on his/her dedicated screen or on his/her web browser. They can ask the visitor for his identification document et print in one click the visitor badge.
This one contains the main following information: visitor’s name, company, name and localisation of the meeting room, Wi-Fi guest code, name and direct phone of the person visited, el. al.

Thanks to Instant Guest, hosts and hostess can really welcome visitors without having their eyes constantly attached to their screen.

What is Instant Desk ?

To optimise your hot desking management, Instant Desk allows you to book a desk for one hour, a day or just on the fly. You have two different options:

  • Booking by QR code: you can book an available desk via the Instant Mobile app, Instant Booking or on a Groompad and confirm your reservation thanks to your smartphone by scanning the QR code. You can also scan directly a QR code of a free desk. If it is available, the booking is confirmed. Otherwise, Instant Mobile will inform you that this desk is already occupied. In case of a no-show, the desk’s status is automatically modified to free.
  • Detection via presence sensors: an infrared sensor compliant with Sigfox networks, located under the desk, detects a person sat down and conveys the information in real time, hence, the desk will change from free to occupied. Of course, it is also possible to book a desk for a certain amount of time via Instant Booking, Instant Mobile or on a Groompad.
  • Furthermore, these two solutions (QR code or sensors) distinguish the status of each zone with their occupation rate and provide useful statistical data in real time: finding a desk in a quieter zone becomes easier.

What is the difference between Instant Suite and Instant Booking?

Instant Suite is a software suite, including the entire SharingCloud offer: Instant Booking, Instant TV, Instant Signage.
Instant Suite, comprehensive solution for workplace digitalisation, allows you to simplify the user experience when accessing all kind of resources and services available in your building.

Instant Booking is the heart (or brain) of Instant Suite.
Instant Booking is a multilingual solution to manage resources and services able to address international companies needs as well as public institutions and smaller companies.

For more details, we invite you to consult answers to questions 1 & 2

What is the difference between Instant TV and Instant Signage?

Instant TV and Instant Signage are parts of Instant Suite.

Instant TV is a corporate web TV. It is a Digital Asset Manager, a platform managing the video media in the information system of your company.
Instant TV provides all needed functionalities enabling communications departments to manage efficiently the entire life-cycle of video content (publication, encoding full HD, MP4, optimised diffusion, channels and user’s rights management, social functions).

It is a digital signage solution offering a simple management of your rich media content and of your playlists.
Instant Signage supports any kind of media: Powerpoint slides, image, video, web content, RSS flux.

For more details, we invite you to consult answers to questions 7 & 8

What do you call a resource?

A resource can be a room whatever its function: meeting, training, auditorium, amphitheatre…
It can also be a car in a company carpool or a bookable park lot or any bookable equipment within an organisation.

What kind of reports are generated?

Instant Booking

  • Dashboard in real time: bookings of the day / Status of RoomPad / % free rooms / Bookings RoomPad of the day / Bookings RoomPad cancelled of the day / Interactions digital signage
  • Global dashboard: sessions of the portal / meeting rooms bookings / videoconferences bookings / Bookings by type / Bookings RoomPad / Cancelation RoomPad / Bookings by source / Bookings by duration
  • Statistics by rooms
  • Statistics by users
  • Filters can be used: date, room, user. Data can be exported towards MS Excel for advanced analyses.

Instant TV

  • Statistics video
  • Statistics by channel
  • Statistics by keyword
  • Statistics by publication
  • Global statistics

If I do not need all the functions embedded in Instant Suite?

Instant Suite is a comprehensive and integrated solution. It is highly configurable and it is possible to activate only a part of all functions. License costs are linked to types and number of resources and/or screens. You only pay what you use.

Our service contracts in SaaS or maintenance contracts on Premise include access to all functions within the duration of the contracts.

How and where can I buy SharingCloud products?

SharingCloud has an indirect sales model. Only authorised retailers can sell and install SharingCloud  products and software.
We invite you to contact SharingCloud sales department for further information

What benefits for me, my employees, my organisation?

Instant Suite by SharingCloud provides an efficient and modern answer to the dynamic of digitalisation of organisations and a solution to optimise resources in a building.

It is also a way to valorise the different services provided to occupants of your buildings as well as an important corporate image tool.

What kind of returns on investment can I expect?

Return on investments can be divided in 5 groups.

  • For end-users
    A controlled habits change. They continue to handle their meetings (room bookings, videoconference booking and programing, attendees addition, invitation, access for a visitor (+ Wi-Fi guest)) via Outlook – Lotus notes, Google Calendar (or via Instant Booking portal).
    An Outlook plug-in is available as an option.
    End-users can, where necessary, for an unprompted meeting of 2 or 3 people, book a room from RoomPad or GroomPad on the fly, without opening again their PC and verify in Outlook.

 

  • For visitors
    They have a simple check-in tool like in hotel, by clicking on Instant Guest when arriving at the main lobby of the visited organisation. They enter necessary information and can ask for services (Wi-Fi guest access, taxi booking…) Once their check-in validated, their badge will be printed.
    Thanks to GroomPad, visitors can see rapidly the meeting room they are heading to.

 

 

  • For administrators
    The administrator interface is user-friendly and easy to use. Few change managements to implement.
  • Instant suite generates full reports dedicated to IT departments or dedicated to facility managers or to communications managers.
    • Supervision in real-time of all RoomPad/GroomPad
    • Bookings to come, done, number of free/busy rooms, digital signage
    • Average duration of meetings, number of attendees by meeting, by room, occupancy ratio, no-show ratio…
    • Reports by user

 

  • For communication or marketing departments
    They have a simple tool to manage the broadcast of corporate and/or commercial information to targeted audience. They can create and preview rich-media playlists unique or entirely tailor-made according to points of diffusion or buildings, sites, countries, point of sales…

 

  • For facility managers
    RoomPad and Instant Booking allow to drastically decrease the no-show ratio. Estimates calculated by SharingCloud show that the average ratio of 30-35% seen in companies progressively decrease to 5%.
    To say it differently, it creates effective availability to existing rooms or to decrease the number of meeting rooms while ensuring the same level of service.

Why should not I simply use an iPad or a Galaxy Tab?

RoomPad MSRP is 1 290€.

As a comparison, the cost for an iPad solution would be:

  • iPad Air (9,7”) 399€ / Samsung Galaxy (10”) 399€ MSRP
  • Wall mount with electric power supply 479€ (you can find some at lower prices but this one combines safety and power)
  • Network interface 90€
  • Sub-total = 968€

To this sub-total, you need to add an « App » allowing room bookings. Moreover, a monitoring software for the iPad or the Galaxy Tab would be mandatory to monitor the devices, make the updates…

We do not know the costs of such software.

A high risk of being stolen is to be kept in mind.
Beyond these aspects, these products are not meant to be used 24/7.

What can I expect as support?

SharingCloud provides its customers with two main services. one maintenance for software; one other for material.
Support desk is open Monday to Friday 9 a.m. – 6 p.m. (excl. Bank holidays).

Our customers can contact support desk

Does Instant Booking synchronise with MS Outlook, Exchange, MS 365, Lotus Domino, Google Calendar?

Yes. Instant Booking synchronises with mailing software following versions:

  • Microsoft Exchange 2007+
  • Lotus Notes Domino 8.5+
  • Microsoft Office 365
  • Google Apps for Work

Can I have a plugin for Outlook?

Our Outlook plug-in gives your end-users a user-friendly interface allowing tem to rapidly find available meeting rooms according to their needs, and, in two clicks to program their videoconference, to manage visitors access and ask for service.

Is it mandatory to install RoomPad to use Instant Booking?

No, Instant Booking is a solution that optimises bookings of meeting rooms and that can be used without touch screens installed aside the meeting room door.

On the opposite, Instant Booking is mandatory to implement touch screens allowing booking, corporate information, way-finding aside the meeting rooms (RoomPad) or in the lobby and aside the elevators (GroomPad).

How are RoomPad and GroomPad installed?

RoomPad is placed aside the entry of the meeting room which it is dedicated to. A wall mount is included in the box and RoomPad can be fixed on a glass wall thanks to professional adhesive.

Groompad is placed in the main lobby of the building or nearby the elevators. It can be positioned in landscape or in portrait mode. Regarding the configuration, GroomPad will be installed either on a floor mount stand or fixed directly on the wall.

For other kind of installation such as integrating or a casing, we invite you to contact us and we will ask our equipment integrator the best solution.

How is powered RoomPad?

RoomPad is ideally powered by Power Over Ethernet (POE). It can be powered through a AC adaptor (included) and linked to the Ethernet network via a LAN wire or by Wi-Fi.

How is powered GroomPad?

GroomPad is powered through a AC adaptor (included) and linked to the Ethernet network via a LAN wire or by Wi-Fi.

How do I program a videoconference via Instant Booking?

Simply by booking one or several physical videoconference rooms or a virtual meeting room (VMR) through Instant Booking, the person can book and program a videoconference.

Regarding the different types of configuration and the existing videoconference architectures, Instant Booking proposes many options from “point to point” to complete automation of the videoconference (dial out). Instant booking allows also to add attendees to the videoconference via their Skype/Lync/Jabber accounts.

Can I use my company badge on RoomPad?

RoomPad has an optional contactless reader permitting to pair badges with identities declared in the company’s active directory (AD/LAPD).
This pairing is done at the first utilisation by auto-enrolling mechanism.

Regarding the level of confidentiality required by your organisation on a specific type of rooms or on the entire site, bookings and releases can be linked to authentication by badge.

What are the contactless reader standards?

Our contactless readers can read HID Prox, RFID, NFC, Mifare, (frequencies 125 KHz or 13,56 MHz) standards.

How are managed “conciergerie” services?

They are managed by the suppliers your company contracted with.

When the meeting organiser books a room, a fill-in form proposes him no other list of services but the one linked to the room he is booking. Each room has its own parameters, regardless of the other rooms.

On GroomPad, an occupant or a visitor can access to “conciergerie” services by clicking on the screen.

A ticketing workflow manages the transmission of the demand and its realisation by the supplier. If Instant Booking proposes its own ticketing system, it can be synchronised with existing systems in your company.

Is Instant Suite a Cloud solution?

Yes, Instant Suite can be installed in Cloud mode (SaaS) as it can be installed On-Premise.

Can Instant Suite be hosted on my servers?

Yes, Instant Suite can be hosted on your company servers On-Premise as it can be hosted in Cloud mode (SaaS).

What is the needed architecture?

Instant Suite is installed on physical or virtual servers Linux like Red Hat Entreprise, CentOs or Ubuntu.

Instant Suite can be implemented in mode 2 or 3 tiers : NGINX for http, APACHE as application server, PostGreSQL for data base.
All asynchronous tasks are managed by Celry / Rabbit MQ.

Instant Suite is integrated with:

  • All server LDPA/AP (in LDAPS) for authentication process,
  • SSO solutions like Kerberos or SAML,
  • Videoconference infrastructures like Cisco TMS via certified web services (HTTPS)
  • Video-streaming infrastructures using RTSP or HLS. Protocols.
  • SMTP for emails.

What sizes are SharingCloud products?

What are the prerequisites to install Instant Suite?

You will find soon

  • Servers prerequisites by clicking here
  • Technical architecture and security principles by clicking here
  • Messaging software prerequisite by clicking here

Can I book a room from my messaging software?

Yes. A meeting room can be booked directly form your messaging software such as Outlook, MS365, Lotus Notes or Google Calendar.

An optional plug-in is available for Outlook.
You can book a meeting room from Instant Booking portal and on the fly directly from RoomPad or GroomPad.

Authentication can be then asked (badge or manual).

Can I book a room from RoomPad?

Yes. You can book a room on the fly for an unprompted meeting.
Authentication can be then asked (badge or manual).

You can do it also from GroomPad.

Booking duration (mini/maxi) and authentication are configurable room by room, RoomPad by RoomPad if necessary.

Can I release a room?

Yes, you can release by anticipation a room if the meeting ends before the scheduled timing. Authentication can be then asked (badge or manual).
Moreover, if the meeting owner does not show in the room, it can be automatically released after a lapse configurable according to organisation habits (generally a quarter of an hour).

Can I extend an on-going meeting?

Yes, it is possible to extend a meeting either by clicking on RoomPad or via Instant Booking, only if the room is still available.

Can I book a room from my smartphone?

An App for smartphone is under development.

Can I book a videoconference room?

Yes, Instant Booking allows you to book a videoconference room as well as any meeting or training room or an auditorium, an amphitheatre.

Can I broadcast media on RoomPad & GroomPad?

RoomPad above displaying the name of the room, its planning its availability can display any kind of media: image, video, RSS flux, web pages.

GroomPad above giving way-finding information to find a room availability can display any kind of media: image, video, RSS flux, web pages.

If RoomPad Is out of order, can I still book a meeting room?

Yes, booking is done via your messaging software or via Instant Booking, the fact that RoomPad could be out of order does not prevent from booking a meeting room. On the opposite, booking on the fly from a RoomPad will not be possible.
If RoomPad is out of order, no automatic release will be effective.
If a room is temporary not available, for maintenance for instance, it can be declared as non bookable in the directory and the dedicated RoomPad can still display corporate information.

How can I visualise a meeting room or a department or a person?

All rooms, department, people can be visualised on buildings 3D maps displayed on GroomPad & RoomPad.

What are “conciergerie” services?

“Conciergerie” services are on one side services dedicated to occupant of a building or of an entire site and on the other side services dedicated to a room.
Wi-Fi guest access, taxi booking, coffee break, are examples of “conciergerie” services dedicated to occupants.

The possibility to book a video-beamer, HF microphone, reconfiguration of training room, coffee break are examples of “conciergerie” services dedicated to a room.