Calpendo Features

Most of our customers choose to host their Calpendo instance on our servers. We use servers in key locations around the world to provide fast access wherever you are based. Our server providers are ISO 27001 certified.

Calpendo can also be installed on a network server within your own facility. This is ideal for situations where you may need to store data that is subject to privacy regulations and laws. if you choose to have Calpendo installed on your own network, we can still provide support and training for you and your users.

Calpendo has no limit on the number of different resources you can add. This means that in addition to equipment such as an MRI or a microscope, you can also use Calpendo to book meeting rooms, technicians, or even a parking space for a patient.

In a busy facility we know that facility managers will want to feel confident that their resources can be booked regularly and at a volume where there won’t be any restrictions on the number of bookings users can typically make.

However, if you do need to limit how many bookings are made by your users so that they don’t use up too much time on your calendar, we can do that as well!

Projects are digital bodies of work against which you can store top level information that you wish to associate with specific bookings. This saves you from having to enter that information each time you make a booking. They can also be used for reporting, billing, or to control access to certain resources. Projects can be customised to suit how your facility works or even, depending on your requirements, not be used at all.

Our low-code tool Workflows is our engine for building automated processes into Calpendo. Whether you need a simple email notification to be sent when a specific condition is met, or a complex booking calculation, this can be achieved with a workflow.

Calpendo Starter allows for unlimited email notifications and some additional limited automation. Calpendo Premium unlocks the full power of our workflow engine.

Calpendo at its heart is a customisable web-based database and within that database we store data in formats which can be easily exported, with the right permissions, to other users or systems. Whether this is through simple reports in a CSV format or through exchanging data through our API, we support a number of ways to integrate your data with other systems.

If you would like to move to Calpendo from your current system, but have existing data you would like to bring with you, we can help you do so through our full data import. Our support team will assist you in preparing your data for import so that when it is added to your new Calpendo it will be available for use.

Calpendo includes a powerful reporting system which allows you to generate customised reports on just about any data within your system. You can create as many reports as you like based on the data you hold and schedule them to go to relevant users, such as booking owners or project investigators.

Calpendo can be used to send out automatic notifications based on any number of database events. You can use notifications to alert, bookers, administrators or principal investigators of any changes to bookings, projects or resources they are associated with. Notifications can be sent using customisable emails and text messages.

Although by default Calpendo provides a great deal of control over how your users would access your Calpendo, sometimes we understand that finer control is required. Our permissions system can target individual properties within Calpendo. By fine tuning permissions within Calpendo, you can make it look and behave quite differently for your users and user roles.

We can provide integration with your single sign-on provision within your facility using Shibboleth or other tools. This means your users will not need to create a separate login for your Calpendo. We still provide the means to authorise users to use your system so that you have absolute control over who has access to your facility.

One of the built-in modules which can be enabled for you is our information pages tool. Through it you can create static text and image pages which can be shown when a user logs into your Calpendo.

Our user documentation is fully accessible to all and provides a comprehensive look at the more detailed functioning of Calpendo. In addition, we have a growing knowledge base with articles with a range of articles on how to carry out common user and administrator processes within Calpendo.

Click here for our user documentation
Click here for our knowledge base

Calpendo is designed so that once configured it is easy for your end users to interact with. However, we understand that you and your users will still require support and training. We provide full support for your implemented configuration as well as a range of training options for your administrators.

Within Calpendo new properties and full data structures can be added to capture the information you need. Individual properties might be added to booking forms to allow specific data for individual resources, or to projects to hold detailed study information and approvals. Or entire new data structures can be added to build bespoke inventory or training systems as required.

Calpendo Starter has a limit of twenty custom properties whereas Calpendo Premium allows unlimited properties.

Calpendo includes powerful booking rules which can be used to manage how your users place bookings on resources. These go beyond standard permissions to allow customisable error messages, detailed conditions responding only to certain events, and the ability to target specific resources, user groups or projects with ease.

Calpendo Starter has a limit of four booking rules, whereas Calpendo Premium allows unlimited booking rules.

If you need to provide specific opening times on your Calpendo to prevent users from booking outside of those times, you can use our templates facility. Time templates are used to create time slots on the calendar, on a repeating basis, with rules defining how users of different types can book on the system.

Unlimited users are available for Calpendo Enterprise systems and Calpendo Starter. If it is for Calpendo Premium we can provide a price on inquiry.

Calpendo Activity Recorder or CAR is a downloadable utility that can be installed on computers attached to certain instruments. CAR then records actual usage of the instrument, based on a user signing into the system. This data can then be transferred back to Calpendo for use in reporting. CAR is available for use with Calpendo Premium only.