Zoho Corporation Limited

Zoho Workplace suite - productivity and communication tools for businesses

Zoho Workplace is a tightly integrated suite of productivity applications that becomes the online workplace for teams working remotely across geographies. For teams and departments in an organization that want to co-create, communicate, and collaborate meaningfully, Workplace is the suite that centralises and streamlines all team files and communications.

Features

• Collaborative document editing for real-time team collaboration and productivity.
• Integrated communication tools including email, chat, and video conferencing.
• Customizable intranet portals for internal communication and knowledge sharing.
• Project management capabilities with task tracking and team coordination features.
• Online office suite to manage your documents, presentations, and spreadsheets
• Business intelligence and analytics for data-driven decision-making and insights.
• Professional email solution for efficient communication and brand representation.
• Secure file storage and sharing for collaboration and information access
• Integration with third-party applications for enhanced workflow connectivity and efficiency.
• Mobile app support for accessibility and productivity on the go.

Benefits

• Increases productivity by allowing access to documents on the go
• Facilitates quick and efficient collaboration with peers for file reviews
• Enhances teamwork with real-time document collaboration and commenting
• Enhances communication and collaboration with business communication tools
• Users can collaborate easily with documents, presentations, and spreadsheets
• Enables precise data analysis with powerful functions in Zoho Sheet
• Create and manage custom domain email addresses for your business
• Efficiently organise, store, and manage files in a centralized repository.
• Enjoy high-quality audio and video conferencing with modern features
• Provides a social intranet to foster collaboration between employees

£3.20 a user a month

• Free trial available

Service documents

• Pricing document

  PDF

• Skills Framework for the Information Age rate card

  PDF

• Service definition document

  PDF

• Terms and conditions

  PDF

Request an accessible format

If you use assistive technology (such as a screen reader) and need versions of these documents in a more accessible format, email the supplier at zohouk-gcloud@eu.zohocorp.com. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 14

Service ID

592503457601422

Contact

Sreyas Benjamin
+44 2038072092
zohouk-gcloud@eu.zohocorp.com

Service scope

• Software add-on or extension: No
• Cloud deployment model: Public cloud
• Service constraints: Only cloud-based deployment and no support for an on-premise setting. Basic prerequisites includes a good network connection for easy access, and recommended browser and machine specifications for avoiding uninterrupted compatibility concerns.
• System requirements:
  • Stable internet connectivity
  • Opera - 26 and above
  • Safari - 7 and above
  • Edge -12 and above
  • Firefox - 34 and above
  • Chrome - 40 and above
  • Android version of 7 & above
  • IOS version of 13 & above

User support

• Email or online ticketing support: Email or online ticketing
• Support response times: The support team's priority levels are as follows:; ; Enterprise Customers: As our highest priority tier, Enterprise customers receive the fastest response. They can expect a first response from our dedicated support team within 4 hours of submitting their support ticket.; ; Paid Customers: Paid customers can expect a first response from our support team within 8 hours of submitting a ticket.; ; Free Plan Customers: Free plan users can expect a first response from our support team within 24 hours of submitting a ticket.
• User can manage status and priority of support tickets: Yes
• Online ticketing support accessibility: None or don’t know
• Phone support: Yes
• Phone support availability: 24 hours, 7 days a week
• Web chat support: Web chat
• Web chat support availability: 24 hours, 7 days a week
• Web chat support accessibility standard: None or don’t know
• How the web chat support is accessible: Our web chat is accessible right from our home page. Users can chat regarding any support requirements or any queries they have regarding Workplace.; Our support team is available 24*7 via chat, email, or call. ; ; Accessible Web Chat:; web chat is designed for everyone! ; ; Keyboard friendly: Navigate with just your keyboard, perfect for screen reader users.; High contrast design: readable text for all vision abilities.; Focus Indicators:Clear focus indicators highlight the currently selected element within the chat window.; No Special Software Required: You don't need to download or install any special software to use web chat ; ; For ease access; a) No time based responses required for web chat.; b) Supports 200% of zoom without loss of content and functionality in our web page.
• Web chat accessibility testing: We are currently assessing and in the progress of making our product compliant to Accessibility standard WCAG 2.1 AA . In this journey, we are yet to do the testing with the actual users of assistive technology. It will be done when the product becomes compliant to WCAG standard.
• Onsite support: Yes, at extra cost
• Support levels: Customer will reach the Support Team via support Call/ chat/ email and create ticket. SLA for support depends on the support tier purchased. ; ; Request will be validated & maintained in our ticketing management tool. Based on the type (feature request/issues/backend changes) it is actioned accordingly.; ; Escalation Procedure:; Our dedicated classic support team is available 24 hours per day (UK Time), 7 days per week.
• Support available to third parties: Yes

Onboarding and offboarding

• Getting started: Zoho Workplace's customer success team provides introductory or onboarding services to further support users during the initial stages of using the service. These services include personalized training sessions, on-site visits, or dedicated support from a customer success manager.; ; We offer a variety of resources to assist you, including:; 1. A comprehensive Knowledge Base with articles and troubleshooting guides.; 2. A searchable FAQ section addressing common questions.; 3. Community forums where you can connect with other users and share best practices.
• Service documentation: Yes
• Documentation formats:
  • HTML
  • PDF
  • Other
• Other documentation formats: .mp4
• End-of-contract data extraction: Each application in the Zoho Workplace suite has a data back up option and this can be used to extract data when the contract ends.
• End-of-contract process: As the user nears the end of the contract, we will send reminder emails indicating that their account needs to be renewed soon. If the user has set up auto-renewal, the account will be renewed automatically by us. Otherwise, the user has to manually renew the account to keep accessing Workplace.

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Internet Explorer 11
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari
  • Opera
• Application to install: Yes
• Compatible operating systems:
  • Android
  • IOS
  • MacOS
  • Windows
• Designed for use on mobile devices: Yes
• Differences between the mobile and desktop service: Web App: Offers a more comprehensive experience with all the features and functionalities available in Zoho Workplace. This includes advanced tools, customization options, and deeper integration with other Zoho applications. For extensive work, complex tasks, and full access to features, the web app is preferred.; ; Mobile App: Designed for on-the-go access and focuses on core functionalities. It might have a simplified interface and fewer features compared to the web app. However, the specific features available will vary depending on the Zoho Workplace application. For essential functionalities like checking emails, editing documents, scheduling meetings, and basic collaboration, mobile app is preferred.
• Service interface: Yes
• User support accessibility: None or don’t know
• Description of service interface: Workplace offers a unified dashboard, that is fully customizable gives an overall view of everything happening within Workplace, pertaining to every individual user. Interactive widgets bring to attention the most important things, and also help in taking quick actions then and there. ; ; Workplace lets you access your emails, chats, files, meetings, calendars, and tasks from one central space eliminating the need to switch between multiple tabs.; ; Workplace unifies the settings as users can access settings of any Workplace application right from inside the unified settings.
• Accessibility standards: None or don’t know
• Description of accessibility: Zoho Workplace can be accessed via cloud, desktop application and mobile application. All text content on service is linear, clear and readable. There is minimal usage of audio,video and images, making all the essential modules accessible. ; ; For ease of access the service supports 200% of zoom without loss of content and functionality in our web page. Keyboard shortcuts and hover hints for fields are available out of the box.
• Accessibility testing: We are currently assessing and in the progress of making our product compliant to Accessibility standard WCAG 2.1 AA . In this journey, we are yet to do the testing with the actual users of assistive technology. It will be done when the product becomes compliant to WCAG standard.
• API: Yes
• What users can and can't do using the API: Users with proper permissions can leverage the API to access and manage data within Zoho Workplace applications. This includes:; ; Reading emails ; Creating, editing, and deleting documents ; Managing spreadsheets and data ; Automatically generating reports based on specific criteria; Triggering actions based on events within Zoho Workplace (e.g., sending notifications upon receiving a new email); Integrating Zoho Workplace with other business applications; ; For detailed information, users can visit the respecive product API guides.
• API documentation: Yes
• API documentation formats: Open API (also known as Swagger)
• API sandbox or test environment: No
• Customisation available: Yes
• Description of customisation: Workplace lets users purchase flexibile plans whether one group of users can have the Workplace Standard plans and another group can have Workplace Professional plans. A group of users can also opt for Mail-only plans thus customizing the pricing based on their requirements.; ; Workplace also comes with add-on storage units for Mail and Workplace where users can buy storage units and assign them to users whose email or file storage is about to run out.

Scaling

• Independence of resources: Zoho Workplace infrastructure scales horizontally and vertically to meets increasing demands by adding more servers or resources. Load balancing techniques are in place to evenly distribute incoming requests across multiple servers. ; Stability in performance is achieved through continuous monitoring of real time metrics such as response times, server load, and error rates. For flexible fault tolerance, redundant components and failover mechanisms are used to ensure high availability. ; In the event of a failure or outage, redundant systems seamlessly take over, minimizing downtime and ensuring uninterrupted service for our users.

Analytics

• Service usage metrics: Yes
• Metrics types: Zoho Mail, Zoho Cliq, and Zoho WorkDrive have Reports section which comprises statistics on various aspects of your organization like emails, chats, docs.; ; Zoho ToDo offers a comprehensive dashboard reg the open and closed tasks and their status.; ; Zoho Meeting offers Meeting Reports based on number of sessions, duration of sessions, or engagement of participants in your meeting will help you evaluate how your online meeting sessions have performed.
• Reporting types:
  • Real-time dashboards
  • Regular reports

Resellers

• Supplier type: Not a reseller

Staff security

• Staff security clearance: Other security clearance
• Government security clearance: Up to Baseline Personnel Security Standard (BPSS)

Asset protection

• Knowledge of data storage and processing locations: Yes
• Data storage and processing locations: European Economic Area (EEA)
• User control over data storage and processing locations: Yes
• Datacentre security standards: Managed by a third party
• Penetration testing frequency: At least once a year
• Penetration testing approach: In-house
• Protecting data at rest:
  • Physical access control, complying with another standard
  • Encryption of all physical media
• Data sanitisation process: Yes
• Data sanitisation type: Deleted data can’t be directly accessed
• Equipment disposal approach: A third-party destruction service

Data importing and exporting

• Data export approach: You can export emails and attachments in various formats like PST, or EML; ; Export individual documents, spreadsheets, and presentations in formats like XML, XLS, CSV.; ; Export chat history in formats like JSON, XML.
• Data export formats:
  • CSV
  • Other
• Other data export formats:
  • .zip
  • .pst.
  • .xls
  • .xml
  • .json
• Data import formats:
  • CSV
  • Other
• Other data import formats:
  • .eml
  • .xls
  • .zip

Data-in-transit protection

• Data protection between buyer and supplier networks: TLS (version 1.2 or above)
• Data protection within supplier network: Other
• Other protection within supplier network: Network traffic is encrypted when it traverses over the public network and when replicating to the DR data centre. The complete Datacenter stack is under our control. We use firewalls to prevent our network from unauthorised access. Our systems are segmented into separate networks to protect sensitive data from unauthorised access.

Availability and resilience

• Guaranteed availability: Our monthly service uptime is 99.9%. The live service availability status can be accessed online. Upon customer request, Zoho will, as per the terms and conditions of its Service level agreement, provide service credits. A copy of Zoho SLA can be shared upon request.
• Approach to resilience: Application data is stored on resilient storage that is replicated across data centers. Data in the primary DC is replicated in the secondary in near real time. In case of failure of the primary DC, secondary DC takes over and the operations are carried on smoothly with minimal or no loss of time. Both the centers are equipped with multiple ISPs.; ; We have power back-up, temperature control systems and fire-prevention systems as physical measures to ensure business continuity. These measures help us achieve resilience. In addition to the redundancy of data, we have a business continuity plan for our major operations such as support and infrastructure management.
• Outage reporting: Planned Outages & Maintenance:; The planned outages would be announced/informed to the customers through several channels,; Blog post in community forum,; Business emails,; Banners in respective services,; Generally, annual maintenance activities would be planned during non-business hours to avoid impact to the services.; Unplanned Outages:; Major unplanned outages will be posted in social media forums & also will be informed to customers through emails. Customers can always refer to the following link on the health status of each service & update on outages.

Identity and authentication

• User authentication needed: Yes
• User authentication:
  • 2-factor authentication
  • Identity federation with existing provider (for example Google Apps)
  • Username or password
• Access restrictions in management interfaces and support channels: We employ technical access controls and internal policies to prohibit employees from arbitrarily accessing user data. We adhere to the principles of least privilege and role-based permissions to minimise the risk of data exposure.; ; Access to production environments is maintained by a central directory and authenticated using a combination of strong passwords, two-factor authentication, and passphrase-protected SSH keys. Furthermore, we facilitate such access through a separate network with stricter rules and hardened devices. Additionally, we log all the operations and audit them periodically.
• Access restriction testing frequency: At least every 6 months
• Management access authentication:
  • 2-factor authentication
  • 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: No audit information available
• How long system logs are stored for: Between 1 month and 6 months

Standards and certifications

• ISO/IEC 27001 certification: Yes
• Who accredited the ISO/IEC 27001: BSI (British Standards Institution)
• ISO/IEC 27001 accreditation date: 22/08/2022
• What the ISO/IEC 27001 doesn’t cover: All our process and Products are covered.
• ISO 28000:2007 certification: No
• CSA STAR certification: Yes
• CSA STAR accreditation date: 28/06/2021
• CSA STAR certification level: Level 1: CSA STAR Self-Assessment
• What the CSA STAR doesn’t cover: Not applicable
• PCI certification: No
• Cyber essentials: No
• Cyber essentials plus: No
• Other security certifications: Yes
• Any other security certifications: ISO/IEC 27701

Security governance

• Named board-level person responsible for service security: Yes
• Security governance certified: Yes
• Security governance standards:
  • ISO/IEC 27001
  • Other
• Other security governance standards: ISO 27001 , ISO 27701 , ISO 27017 , ISO 27018 , ; ISO 22301, IS0 9001 , SOC Type II
• Information security policies and processes: Zoho shall maintain an information security program in accordance with the international standard ISO 27001, which includes technical and organisational security measures, physical measures, as well as policies and procedures to protect customer data processed by Zoho against accidental loss, destruction, or alteration, unauthorised disclosure or access, or unlawful destruction. Zoho maintains documented information security and data privacy policies and requirements, and periodically communicates them to employees responsible for various controls. The policies are reviewed annually to keep them up-to-date. This policy is verified during our third-party audits such as ISO and SOC.

Operational security

• Configuration and change management standard: Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
• Configuration and change management approach: We have the Change Management procedures in place that includes the following but not limited to all the changes to the Organization, Applications, Systems, People, Technology, and Processes, information processing facilities that affect information security/privacy. For every change the security impact is analysed. We maintain Audit logs as evidence for all the changes. Fall-back procedures, including procedures and responsibilities for aborting and recovering from unsuccessful changes and unforeseen events are documented and communicated. Zoho shall notify the customer of any changes that may affect the customer in an adverse manner.
• Vulnerability management type: Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
• Vulnerability management approach: We have a dedicated vulnerability management process that actively scans for security threats using a combination of certified third-party scanning tools and in-house tools, with automated and manual penetration-testing efforts. Furthermore, our security team actively reviews inbound security reports and monitors public mailing-lists, blog-posts, and wikis to spot security incidents that might affect the company’s infrastructure.; ; Once we identify a vulnerability requiring remediation, it is logged, prioritized according to the severity, and assigned to a owner. We further identify the associated risks and track the vulnerability until it is closed by either patching the vulnerable systems or applying relevant controls.
• Protective monitoring type: Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
• Protective monitoring approach: We monitor and analyse information gathered from services, internal traffic in our network, and usage of devices and terminals. We record this information in the form of event logs, audit logs, fault logs, administrator logs, and operator logs. These logs are automatically monitored and analyzed to a reasonable extent that helps us identify anomalies such as unusual activity in employees’ accounts or attempts to access customer data. We store these logs in a secure server isolated from full system access, to manage access control centrally and ensure availability.
• Incident management type: Conforms to a recognised standard, for example, CSA CCM v3.0 or ISO/IEC 27035:2011 or SSAE-16 / ISAE 3402
• Incident management approach: We notify you of the incidents in our environment that apply to you, along with suitable actions that you may need to take. We track and close the incidents with appropriate corrective actions. Whenever applicable, we identify, collect, acquire and provide you with necessary evidence in the form of application, audit logs regarding incidents that apply to you. We implement controls to prevent recurrence of similar situations.; ; We respond to the security or privacy incidents you report to us through our official email address with high priority. For general incidents, we will notify users through blogs, forums, and social media.

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 v3.0)

Public sector networks

• Connection to public sector networks: No

Social Value

• Social Value:

  Social Value

  • Fighting climate change
  • Covid-19 recovery
  • Tackling economic inequality
  • Equal opportunity
  • Wellbeing

  Fighting climate change

  Zoho Corporation Limited have committed to working towards achieving Net-zero by 2050. Some initiatives for this:; ; Energy initiatives at Zoho UK’s workspace at Bletchley - The energy supply for the UK office is derived from renewable sources, accounting for 21% of total power consumption. LED retrofits have been implemented to enhance energy efficiency throughout the building.; Renewable energy: We've built a 5 megawatt on-grid solar energy farm at Abinimangalam near Trichy, India. This farm offsets the electricity consumption of our Chennai headquarters and data centre. Designed with a focus on energy efficiency, data centres that support Zoho UK are powered by renewable energy. Further, these data centres are progressing towards integrating with a solar grid to reduce environmental impacts.; Green Energy Procurement - All purchased energy for the data centres is sourced from green energy providers. This enables us to minimise the carbon footprint associated with our operations.; Emissions - The United Kingdom has committed to achieving carbon neutrality by 2050. Supporting this pledge, we have taken steps to monitor greenhouse gas (GHG) emissions from our operations and implement measures to mitigate them. We account for Scope 2 and Scope 3 emissions and exclude Scope 1 emissions as our work does not involve fuel combustion within operational boundaries.; e-mobility: We've switched completely to electric vehicles for movement within the campus.

  Covid-19 recovery

  During the COVD-19 pandemic, Zoho worked to minimize the impact of COVID on our customers, other business and our local community.; Supporting remote work: At the start of the pandemic, Zoho created and distributed a Secure Remote Access Toolkit to help organizations quickly adapt to and work securely during the pandemic. This toolkit was made free for the first 100 days.; Discounts and waivers: To assist organizations impacted by the pandemic, Zoho offered free licenses of flagship products, and offered discounts and waivers on licenses on a case-by-case basis.; Food to the underprivileged: While most of our employees worked from home, we kept the kitchen at our Chennai headquarters running with a skeletal staff to provide food to underprivileged people in the local area, many of whom were impacted due to a loss of employment during the lockdown.; Infrastructure support: We converted one of our office buildings into a temporary COVID-19 ward to accommodate citizens who were required to quarantine.; We ran Covid vaccination camps to our employees, their dependents and the support staff who worked in Zoho.

  Tackling economic inequality

  Zoho has always aimed to tackle economic inequality and give back to the community. This is reflected in the following:; Transnational localism: Coined by our CEO, transnational localism is the philosophy that underpins our staffing and office location plans. Instead of focusing on crowded urban centres, we've been opening spoke offices in smaller towns and villages. The goal is to improve local infrastructure, boost the economy of these smaller towns and villages, and provide more employment opportunity. ; Local hiring: As part of our philosophy of transnational localism, we believe in hiring locally for each spoke office. This helps promote local talent and bring high-paying jobs back to the villages and towns where we are based.; Zoho Schools of Learning: Started in 2004, Zoho Schools of Learning (formerly Zoho University) provides training and employment for high school students and those holding or pursuing diplomas. Those inducted into Zoho Schools are trained by industry experts in the fields of their choice - technology, business, or design. The students are also trained in social skills. The course is completely free and students are paid a monthly stipend throughout its duration. Graduates from this program are automatically inducted into Zoho Corp.

  Equal opportunity

  As part of our efforts to tackle inequality, Zoho Corporation Limited have made efforts to provide equal opportunities and tackle workforce inequality.; Helping women restart their careers: Zoho Schools of Learning has begun a program called Marupadi. Aimed at helping women restart their tech careers after a break, Marupadi is a 3 month program comprising a mix of lectures, experiential learning and internships. At the end of the program, the candidates who've successfully completed training get to sit for exclusive face-to-face interviews for jobs at Zoho Corp.; Diversity and inclusion in hiring: All roles at Zoho Corporation are open to all people irrespective of gender, sex, race, ability, or religion. We hire solely based on skill and have a diverse team.; We eschew discrimination on any grounds, including age, colour, disability, ethnicity, family or marital status, gender identity or expression, language, national origin, physical and mental ability, political affiliation, race, religion, sexual orientation, socio-economic status, and other unique characteristics that define our associates. Instead, we espouse, fairness, striving to ensure that a merit-based approach allows wage parity among associates with comparable experiences and responsibilities, irrespective of their gender.; Accessible campus: Our campus has been designed to be accessible to all, including differently-abled colleagues. The layout design includes ramps and lifts in every building, allowing ease of mobility and access to all.; On-campus crèche and daycare: In our India office, we support new parents within the organization by providing them with on-campus creche, day-care and play school. ; Apart from the usual shuttle facilities, special cab service covering a certain distance is given for women during their third trimester.

  Wellbeing

  Zoho Corporation Limited adheres to industry standards in remuneration, ensuring that compensation is equitable across genders. Recognising the diverse needs of our people, we provide essential support such as parental leave, aligning with our efforts to build an organisation that values and cares for every individual.; We have trained medical practitioners and a dedicated medical clinic available on all days of the week. Employees can freely avail their services.; The Hazard Identification & Risk Assessment (HIRA) Framework is followed rigorously at the premises.; We provide in-house counselling to our employees for free via our team of trained and qualified therapists. ; We organize free medical check-ups for our employees on an annual basis.; We organize regular blood donation camps in association with various blood banks.; We have open house sessions conducted by the CEO periodically where employees can raise any concerns.; Day Care facilities for employee kids; The compliance monitoring framework involves ongoing reviews and enhancements of occupational health programmes, guided by feedback, data analysis, and emerging best practices.

Pricing

• Price: £3.20 a user a month
• Discount for educational organisations: No
• Free trial available: Yes
• Description of free trial: Zoho Workplace offers 15 days of trial for professional plan. It includes all the features that comes with the Professional plan.
• Link to free trial: https://workplace.zoho.eu/signup

Service documents

• Pricing document

  PDF

• Skills Framework for the Information Age rate card

  PDF

• Service definition document

  PDF

• Terms and conditions

  PDF

Request an accessible format

If you use assistive technology (such as a screen reader) and need versions of these documents in a more accessible format, email the supplier at zohouk-gcloud@eu.zohocorp.com. Tell them what format you need. It will help if you say what assistive technology you use.