i-net CoWork

1 Introduction

i-net CoWork is a self-hosted platform by i-net software GmbH, founded in 1996. It combines team chat, voice and video calls, screen sharing, and meeting rooms. You run the server yourself, on-premises or in your own cloud environment, so your communication data stays under your control. All licenses allow unlimited users with no per-user costs, voice and video calls and meeting rooms are included at no extra cost, users sign in with Active Directory, LDAP, or single sign-on, and the trial is free for 90 days.

1.1 About i-net CoWork

Many companies rely on external platforms for team communication that process data on third-party servers and therefore raise data protection concerns. i-net CoWork was developed as a self-hosted alternative that supports GDPR-compliant operation: all communication data of the core platform stays within your own infrastructure. If you use optional AI or transcription features with external providers, the content sent for those features may be processed there. This privacy-focused architecture makes the solution particularly valuable for:

• Regulated industries: Financial services, healthcare, and government agencies that must meet strict compliance requirements
• Privacy-conscious companies: Organizations that need maximum control over their communication data
• Hybrid work models: Teams that work both remotely and on-site and need a unified communication platform
• Existing IT infrastructures: Companies with established authentication systems such as Active Directory or LDAP

Beyond chat and calls, i-net CoWork offers optional AI integration with assistants directly in the chat, the Task Planner for recurring workflows, and Dashboards with personalized overview pages, CoWork-specific widgets (for example messaging activity and storage), and standard system metrics.

2 Use Cases

2.1 Team Communication and Collaboration

i-net CoWork is particularly suited to companies with high communication needs:

• Internal team communication: Coordination between departments and project teams in shared channels
• Project management: Central communication platform for project coordination and status updates
• Knowledge sharing: Documentation and dissemination of information in structured channels
• Fast decision-making: Direct communication and coordination in real time

2.2 Remote Work and Hybrid Working Models

For distributed teams, i-net CoWork offers:

• Virtual offices: A digital working environment for teams that do not work in the same place
• Flexible collaboration: The same channels and calls in the office, at home, and on the road
• Meetings: Video conferencing without external tools
• Team spirit: Maintaining social connections in distributed teams

2.3 Confidential Communication

For organizations whose communication should not leave their own network:

• Financial services providers: Internal coordination on their own infrastructure
• Healthcare: Communication about sensitive data in a self-hosted environment
• Government agencies and public administration: Operation in their own data center, without third-party data processing for the core platform
• Law firms: Confidential communication with clients via meeting rooms with guest access

3 Features

3.1 Basic Communication Features

3.1.1 Text Chat and Direct Messages

i-net CoWork combines text chat, voice and video calls, and screen sharing in a single platform, without additional software or complex configuration.

Chatting in teams and channels is at the heart of the application. Teams can be freely configured and made available to users in the application with permission controls. With a lightweight user interface, i-net CoWork enables voice calls and text chat in the same channels without additional clients. Files can be shared directly in the chat. Starred messages and direct links to message IDs make conversation content easier to find and share; the search function finds specific messages in channels. Reusable status presets make frequently used status messages readily available.

Direct messages between individual users outside of teams and channels work like private two-person channels, without additional administration. They are created via the context menu of a message or the user list. Users can leave a direct message channel; once both users have left it, the channel and its content are deleted.

3.1.2 Voice and Video Calls

Voice and video calls are built into i-net CoWork: the "CoWork Calls" plugin is active by default, and no additional server is required. Access via HTTPS is required. The license limits neither the number of users nor the number of teams or channels.

Calls use WebRTC. Distribution is handled by the i-net CoWork server: a user streams their shared video, for example, only once to the server, which then distributes the stream to all other participants. This keeps data consumption on the clients low.

3.1.3 Screen Sharing

Users can share their screens in real time to show presentations, documents, or workflows. Per client application, a user can take part in a voice or video call in one channel and share multiple screens at the same time. From another browser - even on another device - the same user can share additional screens or start further calls in the same or other channels.

3.1.4 Meeting Rooms

Meeting rooms are designed for collaboration and presentations with internal and external participants. Invitations are sent via provided links; in the session, everyone can share screens, chat, and talk. Guest accounts are automatically created for users without an existing account and are automatically removed at the end of the session, when logging out, or when the room is deleted. When a room is closed, all messages and files of the room are deleted. Expiry dates can also be set for temporary meeting rooms to limit the duration of external collaboration. Participants can test their connection before a meeting.

3.2 More Communication Features

3.2.1 Mentions and Notifications

The mention system supports @all for all channel users, @online for users who are online, @group for groups, and @user for individual users. When mentioned, users automatically receive notifications via browser push or the operating system's notifications; notification settings can be configured individually. A typing status indicator informs users when someone is currently typing a message.

3.2.2 Reactions to Messages

Users can react to messages with emojis. The context menu displays the five most recently used reaction emojis for quick access. Authors receive notifications about reactions with emojis and usernames. Custom emojis can also be used as reactions.

3.2.3 Markdown Support

Markdown support allows you to format messages with bold, italics, underlining, lists, headings, links, and code blocks. External links get an automatic preview, and playback of videos and GIF animations is configurable.

3.2.4 Emojis and GIF Animations

The chat is complemented by an emoji picker and emoji recognition. You can add your own emojis as SVG files via the configuration. GIF animations are available via the Klipy plugin and can also be used via bot commands.

3.2.5 Reactions and Raising Hands in Calls

Reactions and raising hands enhance interaction in voice and video calls. Users can react with emojis that float across all screens, and the "raise hand" feature allows them to speak up in otherwise muted conversations. If multiple participants raise their hands, the order is displayed when you hover your mouse over the number of raised hands.

3.2.6 Transcription

What is said in voice and video calls is shown as live text. After the call, a summary is available and you can download the full transcript including the summary as a Markdown file. The feature is enabled by the administrator; various transcription providers can be connected, including your own OpenAI-compatible endpoint. Setup and options (e.g. choice of speech recognition engine) are described in the transcription documentation.

3.2.7 Status and Away Detection

Various status options (Online, Away, Do Not Disturb, Invisible, and Offline) are available. In addition, you can add a custom status text to provide detailed information. The settings are retained even after a client restart. In Invisible mode, invisible users are displayed to others as offline.

Automatic detection switches users from online to away after a configurable period of time, while window-based detection detects inactivity when i-net CoWork windows are minimized or in the background. Optional system integration uses the operating system's away detection; for this, the system requests the "My device usage" permission. Advanced away detection is currently only available in Chrome.

3.3 Technical Features

3.3.1 Progressive Web App (PWA)

i-net CoWork works best with the latest versions of Google Chrome, Microsoft Edge, Brave, Firefox, and Safari browsers. Installation as a desktop application is done via Progressive Web Apps (PWA). These offer a native app experience without the need to install separate clients. The browser offers installation if the requirements, especially HTTPS, are met. Depending on the browser manufacturer's support, this applies to PCs with Windows, macOS, or Linux as well as to mobile platforms.

Since users sign in via any current browser, only the server needs to be installed.

3.3.2 Scalable Video Conferencing

i-net CoWork has no fixed participant limit for video conferences. The number of participants is determined by server performance and the available bandwidth of the users.

The central SFU (Selective Forwarding Unit) architecture reduces the upload load on the clients, as each stream is sent to the server only once. The transmission quality automatically adapts to each participant's connection.

3.3.3 AI Integration

AI functions are integrated in a modular fashion via the AI plugin, enabling external AI providers to be connected to the application. You have a choice here and can use AI providers already established in your company, such as OpenAI, Gemini, and others. An AI provider installed in your own network can also be connected. Once the AI provider has been set up, AI bots are available in i-net CoWork and answer your questions directly in the chat.

Full data sovereignty is achieved with a locally hosted model; external providers apply their own terms.

3.3.4 Dashboard Application

The Dashboard application provides the same platform-wide overview boards used across the products of i-net software GmbH: a flexible grid of widgets with drag-and-drop layout, multiple chart and indicator types, real-time updates, sharing with users and groups, import/export as .dashboard files, and system widgets for operational metrics. CoWork-specific widgets include, for example, messaging activity over a configurable period and storage usage, so teams can monitor the workload alongside the server status widgets.

3.4 Automation and Extensions

3.4.1 Commands and Task Planner

i-net CoWork offers an integrated Task Planner with commands that can perform standard tasks or query data from external sources. Users can also create their own plugins that provide custom commands. This makes it possible to automate workflows and integrate them into existing business processes. In Task Planner AI Query jobs, enabled tools can be selected per job, along with a response format such as plain text, HTML, or Markdown.

CoWork Commands: The built-in bot is triggered by typing "/" as the first character of a message and automatically displays all available commands for selection; commands can also be entered directly. Further commands can be added via plugins.

3.4.2 Waiting Queue

The Waiting Queue plugin adds structured consultation handling to i-net CoWork. Users can enter a virtual queue and receive a queue number for their request, similar to taking a number in a government office. The recipient is notified and can confirm the request as soon as they are ready to handle it. This enables efficient prioritization of incoming requests within teams or organizations.

3.4.3 i-net CoWork in Tickets

With the CoWork-in-Tickets plugin, any chat message can be turned into an i-net HelpDesk ticket in one click. This bridges team communication with structured ticket processing, allowing support teams to capture issues directly from conversations without switching tools.

4 Security and Data Protection

The data security of i-net CoWork is built around deployment in your own server environment, where you set up and manage the platform. Chat and communication data from the core platform therefore remain within your organization and infrastructure.

All traffic between browser and server is encrypted with TLS (HTTPS). Voice and video calls via WebRTC only work when i-net CoWork is accessed via HTTPS and are therefore also TLS-encrypted. Encryption ends at your own server; there is no end-to-end encryption.

If you use optional AI or transcription features with external providers, the content sent for those features may be processed by those providers. External services are connected only according to the configuration you choose.

4.1 Security Features

• Self-hosted operation: Supports GDPR-compliant operation, as the server application runs in your own environment
• Local storage for the core platform: Chat and communication data is stored on your server; optional external integrations receive only the data sent to them
• Encrypted transmission: Chat, calls, and screen sharing run over TLS (HTTPS)
• Additional security plugins: Two-factor authentication, passkeys, and the Webserver Defender for protection against DoS and brute-force attacks are available as free plugins in the Plugin Store
• Data processing agreement: As a German vendor, i-net software GmbH provides a data processing agreement (DPA) for support

4.2 Data Deletion

Messages deleted by users are removed from the database immediately. Existing backups still contain them until those backups expire. Meeting rooms delete all messages and files of the room when they are closed, and direct message channels are deleted once both users have left them.

5 Administration and Operation

Administration is carried out via a web-based interface for managing users, teams, and system settings.

5.1 User and Group Management

Integrated user management allows administrators to create, edit, and manage users. Users can be organized into teams and groups, with permissions controlling access in detail. User management can be connected to existing authentication environments and identity management systems.

• Full user accounts: Users have full accounts with multiple means of authentication
• Custom groups: Create your own groups independently of external authentication systems
• Group assignments: Users can be assigned to multiple groups
• Permission management: Configure permissions for applications and functions
• Effective permissions: Review a user's cumulative, effective permissions
• GDPR transparency: Users can view information stored about them

5.2 Team and Channel Management

i-net CoWork is structured into teams and channels, with teams representing organizational units and channels representing communication spaces within teams. Access rights can be controlled per team and channel. Team administrators do not have to be members of their team; without membership, they have no read or write access to channel content.

Team management: Teams are created by users with "CoWork Administration" permissions. Each team is assigned one or more team administrators with their own administrative permissions. Team members can be individual users as well as groups (e.g., departments). Optionally, global access can be granted to the "All Users" group with the appropriate CoWork permission. This administrative separation allows team administrators to make settings without requiring global admin rights.

Channel configuration: By default, all team members have access to all team channels, although channels can be optionally configured for a subset of team members. Each channel can have its own descriptions and icons for visual differentiation. The user list shows the online status for up to 1,000 users per channel.

5.3 Authentication

i-net CoWork supports various authentication methods to integrate with existing corporate infrastructures. Administrators can configure single sign-on (SSO) and integrate various authentication backends such as LDAP, OAuth, or Active Directory. Users and groups can also be provisioned via SCIM v2, for example from Microsoft Entra ID.

A user can use multiple login providers for the same account, e.g., Windows AD and GitHub. If no central system is available, passwords are stored only as salted hashes, with configurable password strength rules. With the security plugins (see Security Features), two-factor authentication via app, email, or hardware key and passkeys for passwordless sign-in are available.

5.4 Plugin Management

The modular architecture of i-net CoWork allows administrators to install, configure, and manage plugins. Plugins are installed via the Plugin Store. If the server is connected to the internet, the Plugin Store shows available plugins and notes about newer versions. Alternatively, plugins can be sideloaded as a file, for example after downloading them from the public Plugin Store or for in-house developments.

5.5 Internationalization of the User Interface

i-net CoWork currently supports English and German for the user interface. Additional languages can be created and maintained using an integrated translation tool. Users receive a localized version of the user interface if a translation for the browser or system language has been provided.

5.6 System Monitoring and Diagnostics

Administrators have access to important server statistics via special applications while the server is in operation. Among other things, the following is displayed here:

• Session statistics: How many sessions there were and currently are
• Chat statistics: How many messages are written per day, in which channels calls are currently active, and which external guests are logged into the system

The Diagnostics application provides direct access to the log files and finds specific entries via a search, for example for troubleshooting.

5.7 Backup and Maintenance

The maintenance backup saves the current state of i-net CoWork, including all messages, attachments, uploaded files and media, and team and channel settings. The maintenance application can run backups automatically at regular intervals.

5.8 Interfaces and APIs

The integration of i-net CoWork, e.g., into external applications, can be accomplished using the Web API. It offers JSON- and REST-based endpoints that are documented with OpenAPI/Swagger annotations and covers a large part of the application. For AI features, the platform-wide AI Web API adds endpoints for providers, requests, resources, and configured skills. API documentation of further plugins for custom extensions is available at apidoc.inetsoftware.de.

6 Licensing

6.1 Licensing Models

i-net CoWork is a separately licensed product. It is included in every i-net HelpDesk license at no additional license cost and is part of the standard installation of i-net HelpDesk. All licenses allow an unlimited number of users with no per-user costs. Voice and video calls and meeting rooms are included in the product. Each license is available as a yearly license with all updates during the license period or as a perpetual license with all updates for the purchased version. Current prices are listed on the product page.

Private Cloud and Public Cloud refer to environments that you operate yourself; i-net CoWork always remains a self-hosted installation.

License	Deployment	Users	License Unit
Server	Physical server, static IP	Unlimited	Per server installation, no cloud/container
Site	Company location (DNS)	Unlimited	Any number of installations at one site
Public Cloud	Operated by the customer at a cloud provider (e.g., AWS, Azure, Google Cloud), port 80/443	Unlimited	Per node
Private Cloud	Operated by the customer in their own network, VPN, or VPC	Unlimited	Per node, preconfigured URL

Production use in containers (Docker) requires a Site or Cloud license.

6.2 Requirements per License Type

6.2.1 Server License

• The server must be physical
• The server must not be hosted in the cloud (AWS/EC2, Azure)
• The server must have a static, physically connected IP address
• The static IP address must not be provided via a Wi-Fi adapter
• The software must not run in a containerized environment (Docker, Kubernetes)

6.2.2 Site License

• Server must have a hostname that can be verified via DNS (no internet required)
  • Example: Licensed domain is internal.my-company.com
  • Hostnames can be: testing.internal.my-company.com, production.internal.my-company.com, or similar
• OR the server must have a verifiable external FQDN internet address (Reverse DNS Lookup)

6.2.3 Public Cloud License

• Server must be accessible from the internet via port 80 or 443 (standard HTTP/S ports)
• Server must have a verifiable external FQDN internet address (DNS Lookup)

6.2.4 Private Cloud License

• Server must be accessible via a preconfigured URL
• URL must be set in the configuration under "Web server" → "Externally visible URL"
• The licensed URL must match the FQDN part of the configured URL

7 System Requirements

Area	Requirement
Operating system	Windows Server 2025, 2022, 2019, 2016; Windows 11, 10; Linux; macOS 13+ (64-bit each)
Containers	Docker (production use with Site or Cloud license)
Processor	At least dual-core CPU, quad-core CPU recommended
Memory	4 GB RAM in addition to the requirements of all other components on the server
Disk space	At least 5 GB of free disk space
Java	The Java VM (Eclipse Temurin) is included
Graphical interface	Not required on the server
HTTPS	Required for voice and video calls and PWA installation (Let's Encrypt is integrated)
Database	MongoDB only for the optional cloud setup with multiple nodes
Clients	Current versions of Chrome, Edge, Brave, Firefox, or Safari; microphone and optional camera for calls

The complete system requirements are available in the online documentation. The supported Java versions and operating systems per version are listed on the version support page.

7.1 Installation

• Installers for Windows, Linux, and macOS
• The setup supports installation via dialog as well as text setup, for example for Linux systems without a graphical interface
• Download, install, and get started with your first team

7.2 Docker Installation

• Docker image available from Docker Hub
• Quick start with: docker run -d -p 7000:7000 -e CONF_listener__port=7000 --name cowork inetsoftware/i-net-cowork
• During the trial, the container needs internet access to obtain the trial license; without internet access, please contact support
• For the license required in production, see Licensing Models

8 Documentation and Support

8.1 Documentation

The online documentation describes the installation, configuration, and use of i-net CoWork.

8.2 Version Support and Maintenance

i-net CoWork is released annually in two major versions (x.4 and x.10). The x.10 versions are long-term support (LTS) versions:

Version	General Support	Critical Bug Fixes	Regular Bug Fixes
x.10 (LTS)	Up to 5 years	Up to 4 years	Up to 3 years
x.4	Up to 1 year	Up to 1 year	Up to 1 year

New features are only available in the next version. The currently supported versions are listed on the version support page.

8.3 Support

Support accompanies you from evaluation through rollout and beyond. We respond within 24 hours on business days.

• Email support: cowork@inetsoftware.de
• Support hours: Monday to Friday, 8:00 a.m. to 5:00 p.m. (CET/CEST)
• Direct support from the team of i-net software GmbH

9 Definitions

• Active Directory: Microsoft directory service for centralized user management
• AI: Artificial intelligence - technology for simulating human intelligence in computer systems
• API: Application Programming Interface - programming interface for communication between applications
• Bot: Automated program that operates in channels or direct messages and performs specific tasks
• Channels: Communication spaces within teams for topic-specific discussions and collaboration
• Data processing agreement (DPA): Contract under Art. 28 GDPR on the processing of personal data on behalf of a controller
• Direct messages: Private communication between individual users outside of teams and channels
• Docker: Container technology for platform-independent deployment of applications
• Docker Hub: Cloud-based registry for Docker containers
• DoS: Denial of Service - attack intended to make a server unavailable by overloading it
• End-to-end encryption: Encryption in which only sender and recipient can decrypt the content, not the server
• FQDN: Fully Qualified Domain Name - complete domain name with hostname and domain
• GDPR: General Data Protection Regulation - EU-wide legal regulation for the protection of personal data
• Guest account: Temporary account for participants without their own user account, removed automatically after the session
• HTTPS/TLS: HTTP Secure / Transport Layer Security - protocols for encrypted data transmission
• Klipy: Online platform for GIF animations and short videos, connected to i-net CoWork via the Klipy plugin
• Kubernetes: Container orchestration platform for managing container applications
• LDAP: Lightweight Directory Access Protocol - Protocol for accessing directory services
• Let's Encrypt: Free certificate authority for TLS certificates, integrated into i-net CoWork
• LTS: Long-Term Support - version with an extended support period (for i-net CoWork, the x.10 versions)
• Maintenance application: Application for server backups and maintenance tasks
• Markdown: Lightweight markup language for formatting text messages
• Meeting rooms: Rooms for meetings and presentations with internal and external participants, with guest access via invitation links
• Node: Single server instance in a cloud environment; license unit of the Cloud licenses
• OAuth: Open standard for secure authorization between applications
• On-premises: Installation and operation of software on the company's own hardware
• OpenAPI/Swagger: Standards for the documentation and specification of REST APIs
• Passkey: Modern authentication method without a password, based on cryptographic keys
• Perpetual license: Permanent license for the purchased version including all updates for that version
• Plugin: A functional extension of the i-net CoWork platform for additional features and integrations
• Plugin Store: Central point of contact for updates and installation of new features
• Private Cloud: Environment operated by the customer in their own network, VPN, or VPC
• Public Cloud: Installation operated by the customer at a public cloud provider (hyperscaler) such as AWS, Azure, or Google Cloud
• PWA: Progressive Web App - a web-based application that behaves like a native app and can be installed on the device
• Raise hand: Function for virtually raising your hand in voice and video calls to request to speak
• Reactions: Emoji-based reactions to messages for quick communication
• REST: Representational State Transfer - architecture style for web services and APIs
• Server license: License for one installation on a physical server with a static IP address
• SCIM: System for Cross-domain Identity Management - standard for the automatic provisioning of users and groups
• SFU: Selective Forwarding Unit - server architecture for efficient real-time video/audio transmission
• Sideload: Manual installation of a plugin as a file, e.g., after downloading it from the public Plugin Store or for in-house developments
• Site license: License for any number of installations at one company site, verified via DNS
• SSO: Single Sign-On - authentication procedure for one-time login to multiple systems
• Streaming: Continuous transmission of audio or video data in real time
• Task Planner: Integrated system for automating tasks and workflows
• Teams: Organizational units in i-net CoWork that group users together and manage permissions
• Transcription: Conversion of speech into text, in i-net CoWork live during voice and video calls
• Two-factor authentication: A user's access authorization is based on a combination of two different, independent identification components.
• VPC: Virtual Private Cloud - isolated private network at a cloud provider
• VPN: Virtual Private Network - encrypted connection into a private network
• Waiting Queue: Plugin for structured consultation handling with queue numbers
• Web API: REST-based interface of i-net CoWork for integration into other applications
• WebRTC: Web Real-Time Communication - browser standard for real-time voice and video transmission
• Yearly license: License limited to one year, including all updates during the license period

10 About Us

Based in Berlin, i-net software GmbH has been a reliable provider of Java-based software solutions since 1996. Our product portfolio includes tools for reporting, helpdesk, document comparison, and GDPR-compliant self-hosted team communication, which are used worldwide.

At the heart of our company is a commitment to technical excellence, long-term product quality, and customer satisfaction. Our experienced team of developers, designers, and consultants is passionate about ensuring that our software remains robust, user-friendly, and relevant to today's business challenges.

Our support team works hard to find the right solution for every customer. Software security plays a crucial role in our development process, and we implement "Made in Germany" standards to ensure quality.