Kahootz Enterprise collaboration platform
Kahootz Enterprise is a quick-to-deploy secure cloud platform for public sector collaboration. Assured to MOD Secure-by-Design principles for OFFICIAL-SENSITIVE data, it features customisable workspaces to create and collaborate in real time across internal, external, and organisational boundaries, providing the control, security, and agility that enterprise deployments demand.
Features
- Unlimited secure workspaces, rich functionality, highly configurable for partner collaboration
- Corporate branding, white labelling, workspace template creation, public web communities
- Advanced site configuration, auditing, and centralised system administration and governance
- Unlimited cloud storage, document configuration and access controls, approval workflows
- CyDR Assured in accordance with UK MOD’s Secure-by-Design (SbD) principles
- Monthly pay-as-you-use ‘Active User’ concurrent licensing, accredited for regulated environments
- Custom security policies with SSO and seamless internal system integration
- Secure API-driven integration for EDRM, CRM, ERP, and Finance data.
- Secure file share, shared workspace, partner information sharing, document collaboration
- secure email alternative, hybrid collaborative working environment software
Benefits
- Enables more effective collaboration with users outside your organisation tenancy
- Breaks down organisational silos, rapid deployment of workgroups and communities
- Streamlines service transformation, staff consultation, social collaboration and discovery
- Aligns with statutory requirement, and government standards, for web accessibility
- Deeper levels of service integration, management and monitoring (SIaM)
- Active User licensing - pay only for what you consume
- Cost savings for multi-agency partnerships arrangements, no double-counting
- Lower administration burden and easier deployment compared with Microsoft Sharepoint
- All-inclusive offering, compared to Huddle, Box Enterprise and Egress
- Improve knowledge management and stakeholder engagement with easy-to-use tools
Pricing
- Education pricing available
- Free trial available
Service documents
Request an accessible format
Framework
G-Cloud 15
Service ID
5 0 0 2 5 1 8 4 1 1 8 9 3 8 0
Contact
Kahootz Ltd
Luca Leone
Telephone: 01488 648 468
Email: sales@kahootz.com
About the service
- Service categories
-
Applications
Content workflow and management
- Document
Content services
- Enterprise Content Management Applications
- Content Sharing and Collaboration Applications
Enterprise portals and digital workspaces
- Multi-Audience Portals
- Integrated Employee Workspaces
- Multi cloud support
- No
Service scope
- Software add-on or extension
- No
- Cloud deployment model
- Public cloud
- Service constraints
- None
- System requirements
-
- A recent web browser
- An email client
User support
- Email or online ticketing support
- Yes
- Support response times
- We respond to support requests based on priority. During business hours (09:00–17:30, weekdays), response times are as follows: P1 (Critical) within 30 minutes, P2 (High) within 1 hour, P3 (Medium) within 4 business hours, and P4 (Low) within 1 business day. Requests received outside business hours, including weekends, are handled at the start of the next business day. Resolution times vary by priority and business impact, and response times may be affected by circumstances outside our control.
- User can manage status and priority of support tickets
- Yes
- Online ticketing support accessibility
- WCAG 2.2 AA
- Phone support
- No
- Web chat support
- No
- Onsite support
- Yes, at extra cost
- Support levels
- We provide tiered support based on severity and business impact. P1 (Critical) applies to complete service outages, data loss, security breaches, or major functionality failures affecting most users, with no available workaround. Examples include the production system being unavailable, authentication failures, or payments being blocked. P2 (High) applies where major functionality is degraded and there is significant user impact with only a limited workaround, such as performance degradation or key integrations failing. P3 (Medium) applies to non-critical feature issues with moderate impact where a workaround is available, for example reporting issues or minor API failures. P4 (Low) applies to general questions or cosmetic issues with minimal or no business impact, such as UI alignment issues or documentation clarification. Support for all support levels is provided at no additional cost as part of the standard service. On-site or consultancy-based support is provided at our published G-Cloud consultancy day rate.
- Support available to third parties
- Yes
Onboarding and offboarding
- Getting started
-
Kahootz is designed for simplicity and accessibility. It works with all major web browsers and requires no software downloads or plug-ins, removing unnecessary barriers to access.
Service provisioning requests can be made online at http://www.kahootz.com/start-trial, and new workspaces are provisioned immediately upon request. De-provisioning is managed through our support team to ensure secure removal of data.
Most clients find Kahootz intuitive and easy to implement without formal training. To support users, we provide a comprehensive online Knowledgebase and email support for additional assistance.
For organisations seeking more guidance, we offer optional services at an additional cost, including:
Workspace Setup Consultancy and a one-day Workspace Manager training course, covering workspace types, features, layout, customisation, policy settings, and best practices.
Audit Review Workshops to assess implementation, workspace design, template requirements, and user adoption strategies.
System Administrator training, available as a costed option. - Service documentation
- Yes
- Documentation formats
-
- HTML
- End-of-contract data extraction
- Users can easily export data at any time, including the stakeholder database, user lists, comments and survey results (Excel, CSV, JSON) and documents and images (ZIP). Exports use open standards to ensure portability and interoperability. Where additional assistance is required, an assisted data extraction service is available on request to support off-boarding and data portability. Structured data is supplied in open formats (such as JSON or CSV), and files are provided in their original format. Site Owners should contact their Kahootz Account Manager or Support to discuss requirements. Kahootz Limited maintains a standard Exit Plan, aligned with the G-Cloud Call-Off Contract, which sets out the methodology for orderly transition of the service at contract expiry or termination.
- End-of-contract process
- There are no termination costs. We will commence data removal one month after your license to use Kahootz Consult expires or earlier upon your request. When this happens, all client data is permanently deleted 30 to 40 days after licence expiry unless otherwise agreed. Removal from live systems occurs promptly, and backups are purged within one month.
- Documentation accessibility standard
- WCAG 2.2 AA
Using the service
- Web browser interface
- Yes
- Supported browsers
-
- Microsoft Edge
- Firefox
- Chrome
- Safari
- Opera
- Other
- Application to install
- No
- Designed for use on mobile devices
- Yes
- Differences between the mobile and desktop service
- Full Kahootz functionality is available on mobile devices. Kahootz uses a responsive design which allows it to be re-sized and adapt to the device screen being used. This approach, favoured by GDS, avoids the need to maintain a mobile application and ensures the preservation of custom layouts created by each Workspace or Community Manager.
- Service interface
- Yes
- User support accessibility
- WCAG 2.2 AA
- Description of service interface
- By avoiding the need for software installations, special plug-ins or 3rd party add-ons, we make sure there are no unnecessary IT obstacles to team collaboration. Kahootz is tested to work with all common web browsers and is fully responsive, automatically adapting to any screen on any platform.
- Accessibility standards
- WCAG 2.2 AA
- Accessibility testing
- Our collaboration software is regularly tested with text-only browsers and screen readers to ensure Kahootz meets stringent international accessibility standards, including: ISO/IEC 40500 W3C Web Content Accessibility Guidelines (WCAG 2.2) Level AA and also Section 508 and BS8878.
- API
- Yes
- What users can and can't do using the API
-
The Kahootz API is available to Kahootz Enterprise customers. It provides access to all the functionality and features that are available in the service, apart from reporting.
The API operates over a secure HTTPS connection and uses secure token-based authentication. Data is sent to and from the service using JSON. - API documentation
- Yes
- API documentation formats
- API sandbox or test environment
- No
- Customisation available
- Yes
- Description of customisation
-
Kahootz Enterprise clients have the option, through consultancy services, to customise the look-and-feel of what is presented to their users, which can include:
• Branding the Kahootz service to match your own (existing) website design
• Use of your own URL/domain
• Custom user profiles and site registration pages
• Your own custom default workspace and/or database templates.
System Administrators can configure a Kahootz site with preferred system defaults and, if required, run and manage multiple Kahootz sites concurrently, each with their own configuration sets, customisations and policy settings.
Kahootz provides facilities for authorised users to develop and easily maintain content with tailored navigation. Each workspace can have its own custom layout through a user-configurable dashboard that can include social media content and workspace content.
The workspace structure is a folder-based hierarchy and, within each folder, workspace managers can decide which collaboration objects are available and who is empowered to create and modify them, or even see them.
Throughout the workspace, users can add a narrative to content using the in-built rich-text editor. This makes it extremely easy to provide guidance with pointers to relevant content, instructions as to key actions required, and helpful advice on how to make contributions.
Scaling
- Independence of resources
- We pro-actively manage the service to monitor a large number of metrics such as server CPU, disk usage, storage, database load and network bandwidth to ensure a highly robust, reliable and responsive service.
Analytics
- Service usage metrics
- Yes
- Metrics types
-
Site owners have access to a real-time reporting page which displays metrics corresponding to the parameters on which the subscription in based:
• The number of users paid for and how many are being used
• The number of users, broken down by day or month
• The amount storage paid for and how much is being used
• The amount of storage used, broken down by day or month - Reporting types
- Real-time dashboards
- Resource tagging
- Yes
- FOCUS resource tagging
- Yes
Supplier type
- Supplier type
- Not a reseller
Staff security
- Staff security clearance
- Conforms to BS7858:2019
- Government security clearance
- Security Clearance (SC)
Asset protection
- Knowledge of data storage and processing locations
- Yes
- Data storage and processing locations
- United Kingdom
- User control over data storage and processing locations
- No
- Datacentre security standards
- Managed by a third party
- Penetration testing frequency
- At least once a year
- Penetration testing approach
- ‘IT Health Check’ performed by a CHECK service provider
- Protecting data at rest
-
- Physical access control, complying with another standard
- Encryption of all physical media
- Data sanitisation process
- Yes
- Equipment disposal approach
- Complying with a recognised standard, for example CSA CCM v4.0, CAS (Sanitisation) or ISO/IEC 27001
- Data sanitisation type
- Deleted data can’t be directly accessed / Cryptographic Erasure
Data importing and exporting
- Data export approach
-
Users can:
• Export databases, users, document comments and questionnaire results to Microsoft Excel, XML and CSV format
• Export documents and images to a ZIP file - Data export formats
-
- CSV
- Other
- Other data export formats
-
- JSON
- Zip files
- Microsoft Excel
- HTML
- Data import formats
-
- CSV
- Other
- Other data import formats
-
- ZIP
- Microsoft Excel
- JSON
Data-in-transit protection
- Data protection between buyer and supplier networks
- TLS (version 1.2 or above)
- Data protection within supplier network
-
- TLS (version 1.2 or above)
- Legacy SSL and TLS (under version 1.2)
Availability and resilience
- Guaranteed availability
- The service will maintain a minimum availability of 99.95% per month, excluding up to 6 hours per quarter of scheduled downtime. Scheduled downtime occurs between 8 pm and 6 am on weekdays, or between 7 pm and 6 am on weekends, unless otherwise notified. Service credits are awarded when the service availability within any month falls below the target service level. The service credit is a percentage of that month’s service fee. For subscriptions that are not billed monthly, the service fee is treated as the pro-rata monthly fee. Availability Service Credit >99% and <99.5% 5% >= 98% and < 99% 10% >=97% and < 98% 25% <97% 50% . Service credits will not accrue unless a site owner is up to date with their payment obligations. To receive service credits, a site owner must submit a request to accounts.info@kahootz.com, within 30 days after the end of the month in which the service failed to meet its service level agreement. Availability excludes downtime caused by failures or outages of third-party infrastructure providers outside Kahootz’s reasonable control, including cloud hosting providers .
- Approach to resilience
- Kahootz is delivered as is delivered as a Software as a Service hosted on Amazon Web Services (AWS) UK regions and is designed for high availability and resilience. The service is deployed across multiple availability zones within a region to avoid single points of failure and to maintain service continuity in the event of infrastructure failure. Compute, storage and database components are built using resilient AWS services, with automated failover, load balancing and health monitoring. Data is stored on highly durable storage and backed up regularly, supporting recovery from accidental deletion or service disruption. Network resilience is provided through redundant networking, elastic capacity and managed DDoS protection. Traffic is distributed using load balancing and protected by AWS Shield and web application firewall services to mitigate denial of service attacks. AWS data centres are designed to meet internationally recognised standards for physical security, power, cooling and environmental controls, with redundancy across power, networking and connectivity. All infrastructure is continuously monitored, and operational alerts are generated to enable rapid response to incidents.
- Outage reporting
- An independent third-party service monitors availability and publishes a public record, providing visibility of service performance and uptime. It is available at: https://help.kahootz.com/en-GB/kb/articles/service-status-page
Identity and authentication
- User authentication needed
- Yes
- User authentication
-
- Multi-Factor Authentication (MFA)
- Identity federation with existing provider (for example Google Apps)
- Username or password
- Access restrictions in management interfaces and support channels
- Privileged interfaces available to Kahootz support staff only are protected by secure passwords, specific user accounts, encryption in transit on all protocols, and access is restricted to a key set of physical locations.
- Access restriction testing frequency
- At least once a year
- Management access authentication
-
- Multi-Factor Authentication (MFA)
- Dedicated link (for example VPN)
- Username or password
Audit information for users
- Access to user activity audit information
- Users have access to real-time audit information
- How long user audit data is stored for
- At least 12 months
- Access to supplier activity audit information
- Users have access to real-time audit information
- How long supplier audit data is stored for
- At least 12 months
- How long system logs are stored for
- At least 12 months
Security governance
- Named board-level person responsible for service security
- Yes
- Security governance certified
- Yes
- Security governance standards
- ISO/IEC 27001
- Information security policies and processes
- Kahootz is accredited to ISO27001:2022. We have a detailed set of policies and procedures that ensure our rigorous approach to security is followed consistently. Security is a board-level responsibility. We have monthly, quarterly and annual reviews involving senior management, together with an annual audit by an accredited security professional.
- Software Security Code of Practice
- Yes
Operational security
- Configuration and change management standard
- Supplier-defined controls
- Configuration and change management approach
- Kahootz has a documented change management process that meets the requirements of ISO27001. Before any change to the service, we investigate the risk, impact, security implications, testing requirements, rollout and rollback options. Major changes must be reviewed and approved by senior management before they can proceed.
- Vulnerability management type
- Supplier-defined controls
- Vulnerability management approach
-
Potential threats are documented and tracked through to resolution using our ISO27001 "Incident and Weakness" procedures.
Security related issues are automatically given our highest priority classification and if a patch is required, we aim to deploy a mitigation within 1 hour and a resolution within 24 hours.
Information about threats is gathered from sources such as security bulletins and product vendors. - Protective monitoring type
- Supplier-defined controls
- Protective monitoring approach
- Operating system logs, network activity, disk use and application audit logs are carefully monitored to identify unusual events or unusual levels of activity. Any issues are treated as a priority 1 issue and investigated fully.
- Incident management type
- Supplier-defined controls
- Incident management approach
-
Kahootz has a documented procedure for reporting, investigating and analysing security incidents and weaknesses. Each incident is assigned an owner who has responsibility to manage the initial actions required to deal with the incident and corrective actions to prevent it from happening again.
We undertake a regular review of incidents to identify opportunities for improvement.
Users report incidents through the Kahootz support desk. If an incident report is required, it is provided by email to Site Owners. - Post-quantum cryptography secure
- Yes
Secure development
- Approach to secure software development best practice
- Independent review of processes (for example CESG CPA Build Standard, ISO/IEC 27034, ISO/IEC 27001 or CSA CCM v4.0)
Public sector networks
- Connection to public sector networks
- No
Pricing
- Discount for educational organisations
- Yes
- Free trial available
- Yes
- Description of free trial
-
» Free for 30 days
» Unrestricted access to all features
» Access to online Kahootz Knowledgebase
» Access to sample workspace templates
» Full customer support
» 25 users, 2Gb storage, unlimited workspaces — (contact us if you want to try with more!) - Link to free trial
- http://www.kahootz.com/start-trial/
Discount percentage by annual call-off contract value (excluding VAT)
- Less than £250,000
- 0%
- Between £250,000 and £500,000
- 0%
- Between £500,001 and £1,000,000
- 0%
- Between £1,000,001 and £2,500,000
- 0%
- Between £2,500,001 and £5,000,000
- 0%
- Over £5,000,001
- 0%
Standards and certifications
- ISO/IEC 27001 certification
- Yes
- ISO/IEC 27001 accredited by
- SOCOTEC
- ISO/IEC 27001 accreditation date
- Monday 15 December 2025
- What the ISO/IEC 27001 doesn’t cover
-
The scope of our ISO27001 certification covers the development and delivery of collaboration and consultation software and services. This includes the operation and support of KAHOOTZ LIMITED's Software as a Service (Kahootz), information such as client data and all physical assets.
The ISMS covers all business processes undertaken by KAHOOTZ LIMITED and there are no areas of KAHOOTZ LIMITED that are excluded from the ISMS. Specifically, the ISMS covers the KAHOOTZ LIMITED Kahootz and KAHOOTZ LIMITED Consult services that are delivered within the UK G-Cloud. - ISO 28000:2022 certification
- No
- ISO 9001 certification
- No
- Quality management systems (QMS)
- Yes
- CSA STAR certification
- No
- PCI certification
- No
- Cyber essentials
- Yes
- Cyber Essentials Certificate Number
- E31fed7e-13e7-4443-8ce5-47e1ba051144
- Cyber essentials plus
- Yes
- Cyber Essentials Plus Certificate Number
- B12810d3-525b-4435-918a-462b0cbd2f3b
- Other security certifications
- No
Social value
- Mission: Kick start economic growth
-
To secure the highest sustained growth in the G7 - with good jobs and productivity growth in every part of the country making everyone, not just a few, better off.
Policy Outcome 1: Fair work: That offers fair wages and good working conditions. Help people get a job, stay in work, and progress in their careers, with good employment opportunities across the country. Notes: Where there is a large proportion of labour costs in the contract, commercial teams should consider MAC in Outcome 1 as a priority
- New or retained jobs on the contract workforce in the relevant area that meet the criteria set out in MAC 1b, 1c and 1d
- Providing opportunities for, and measuring and monitoring of, staff workforce conditions over time, including employee engagement, involvement in decision-making and satisfaction and adapting to any changes in the results, with clear processes for acting on issues identified
- Plans to engage the contract workforce in deciding the most important workplace issues to address
- Ensuring new workers are informed of their right to join a trade union
- Monitoring of employee engagement rates (by protected characteristic) and, where necessary, the development of actions to ensure all voices are heard across the diversity of the workforce
- Employment contracts that reflect actual hours worked; steps taken to ensure employees understand their contracts and have the ability to review and adjust them if actual hours regularly exceed contracted hours
- Activities that support an environment where staff are educated about, and feel empowered to, address their physical wellbeing
- Activities that support an environment where staff are educated about and feel empowered to report and address bullying and harassment
- Activities to cascade good practice on fair working conditions throughout the supply chain
- Offer a pay and leave entitlement to all eligible staff who become kinship carers, ideally equivalent to statutory adoption pay and leave
- Payment of more than the National Minimum Wage or National Living Wage (as appropriate) to the contract workforce
- Measures to support in-work progression to help people in the contract workforce, to move into higher paid work by developing new skills relevant to the contract
- Support for the contract workforce by providing career advice, and providing opportunities for staff working on the contract with in-work progression career development into known skills shortages or high growth areas
- Support for educational attainment relevant to the contract, including training schemes that address skills gaps and result in recognised qualifications
- Volunteering opportunities for staff
- Understanding of the modern slavery risks and issues affecting the market, industry, sector or country (of origin or of source) relevant to the contract, and the workforce in the supplier’s own organisation and those of its key subcontractors
- Measures to identify, mitigate and manage modern slavery risks relating to the contract and how these will be implemented
- Outline policies and practices to be applied to or put in place for the contract to mitigate and manage modern slavery risks, including: Pre-employment checks, recruitment practices. Workplace conditions, safeguarding plans and processes in place and regular monitoring with relevant groups considered, which may include sampling
- How these flow down the supply chain and are monitored Illustrative examples include reporting, site visits, audits, etc.
- How to ensure business decisions re: price/cost, short lead times, payment timescales do not create modern slavery risks in the supply chain
- Means of influencing staff, suppliers, customers, communities and/or any other appropriate stakeholders with respect to modern slavery risks relating to the contract
Policy Outcome 2: Skills for growth: Supporting growth sectors and addressing skills gaps.
- Understanding of employment and relevant skills issues, and of the education and training issues relating to the contract. Illustrative examples: demographics, skills shortages, new opportunities in high growth sectors, geographic/local community and skills/employment challenges
- Activities to support relevant sector related skills growth and sustainability in the contract workforce. Illustrative examples: careers talks, curriculum support, literacy support, safety talks and volunteering
Policy Outcome 3: Resilient, innovative and flexible supply chains: Support economic growth through enabling resilient businesses, opportunities for small businesses and voluntary, community and social enterprises
- Understanding of the types of businesses in the market and the level of participation by new businesses, entrepreneurs, start-ups, SMEs, VCSEs and mutuals
- Activities to identify opportunities to open up sub-contracts under the prime contract to a diverse range of businesses, including new businesses, entrepreneurs, start-ups, SMEs, VCSEs and mutuals
- Plans for engaging a diverse range of businesses in engagement activities prior to appointing subcontractors (including activities prior to award of the main contract and during the contract term)
- Activities that demonstrate a collaborative way to work with a diverse range of businesses as part of the supply chain
- Advertising of supply chain opportunities openly and to ensure they are accessible to a diverse range of businesses, including advertising all subcontracting opportunities on Contracts Finder
- Ensuring accessibility to contracting and subcontracting opportunities for disabled business owners and employees
- Structuring of the supply chain selection process to ensure fairness (e.g. anti-corruption) and encourages participation by a diverse range of businesses, including with regard to new businesses, entrepreneurs, start-ups, SMEs, VCSEs and mutual
- Understanding of local demographics, needs and opportunities for the co-design of the goods, services and works to be delivered under the contract
- Measures to engage users and communities and build relationships to increase community integration build trust and influence how the contract is delivered
- Mission: Make Britain a clean energy superpower
-
To cut bills, create jobs and deliver security with cheaper, zero-carbon electricity by 2030, accelerating to net zero
Policy Outcome 4: Sustainable procurement practices: Reducing carbon footprints, minimising waste, and promoting the use of clean energy and green technologies.
- Understanding of opportunities for additional environmental benefits delivery in the performance of the contract, including working towards net zero carbon emissions and use of clean energy and green technologies
- Collaborative ways of working with the supply chain to deliver additional environmental benefits in the performance of the contract, including working towards net zero carbon emissions and use of clean energy and green technologies
- Delivery of additional environmental benefits through the performance of the contract, including working towards net zero carbon emissions and use of clean energy and green technologies
- Understanding of how to influence staff, suppliers, customers, communities and/or any other appropriate stakeholders through the delivery of the contract to support climate and nature protection and improvement
- Activities to reconnect people with the environment and increase awareness of ways to protect and enhance it
- Mission: Break down barriers to opportunity
-
By reforming our childcare and education systems, to make sure there is no class ceiling on the ambitions of young people in Britain
Policy Outcome 6: Employment and training: For those who face barriers to employment
- Understanding of employment and skills issues, and of the skills and employment shortages of high growth sectors relating to the contract
- Understanding of the issues affecting the representation of disabled people in the workforce in the market, industry or sector relevant to the contract, and in the supplier’s own organisation and those of its key sub-contractors
- Collection of the views and expertise of disabled people and their representative organisations on successfully supporting disabled employees or applicants
- Inclusive and accessible recruitment practices, and retention-focused activities, including those provided in the Guide for line managers on recruiting, managing and developing people with a disability or health condition
- Offering a range of quality opportunities with routes of progression if appropriate, e.g. T Level industry placements, students supported into higher level apprenticeships.
- Working conditions which promote an inclusive working environment and promote retention and progression
- Other measures to provide equality of opportunity for disabled people and those with health conditions into employment, including becoming a Disability Confident employer and inclusion of supported businesses in the contract supply chain
- Understanding of the issues affecting inequality in employment, skills and pay in the market, industry or sector relevant to the contract, and in the supplier’s own organisation and those of its key sub-contractors. Measures to tackle inequality in employment, skills and pay in the contract workforce
- Inclusive and accessible development practices, including guidance for line managers on recruiting, managing and developing people with a disability or health condition
- Mission: Build an NHS fit for the future
-
That is there when people need it; with fewer lives lost to the biggest killers; in a fairer Britain, where everyone lives well for longer.
Policy Outcome 8: Increasing productivity through physical and mental wellbeing: In the supply chain and communities in the relevant area.
- Understanding of issues relating to health and wellbeing, including physical and mental health, in the contract workforce
- Understanding barriers to access to health and social care services or employment opportunities e.g. digital inclusion
- Inclusive and accessible recruitment practices, development practices and retention policies that support-focused activities including those provided in the Guide for line managers on recruiting, managing and developing which support people with a disability or health condition