A-01
Its own login
Staff never see the WordPress dashboard or the standard login page. Failed attempts are throttled per address and per account, so a spread-out attack is capped too.
Your intranet, inside the website you already own
Files, news, people and contacts behind one branded login, running on the hosting you already pay for. One price per site, however many staff sign in.
10 min
Install to working
£0
To start, forever
0
Per-seat charges
1
Plugin, nothing else
What it replaces
Most small teams are not choosing between intranet products. They are choosing between this and whatever they are doing now.
A shared drive
A per-seat intranet
Koloshare
Cost for 40 staff
Bundled, until you run out of space
Roughly £2,000 a year and up
£134.99 a year, whole site
Finding a document
Hope it was named well
Usually good search
Reads the text inside PDFs
On a phone in a van
Painful
Often an app to install
A web page, nothing to install
Telling everyone something
A group chat nobody reads
Yes
Banner across every screen
Where the files live
Someone else's cloud
Someone else's cloud
Your own server
Setting it up
Already done, badly
A project
About ten minutes
Per-seat figure is a typical published list price for small business intranet tools at forty users. Check the current pricing of anything you are comparing against, since it moves.
Everything filed where people will actually look
Folders that behave like folders. Drag files in, drop them where they belong, and let people find them without asking anyone.
- Search inside the documents. Titles and tags are the easy part. Type a part number and Koloshare finds the data sheet it is printed on.
- Previews without downloading. PDFs, images, video, audio and spreadsheets open full screen in the browser. Nobody fills a phone with copies of the price list to read it once.
- Pick several, send them at once. On a phone that is the normal share sheet. On a desktop it builds a real email draft with the files already attached.
- Locks that mean something. Limit a file to certain departments or certain people, or put a password on it. Enforced on the server, not hidden with CSS.
When something matters, everyone sees it
Everything the company announces lives in one news feed. When something cannot wait, write an urgent banner instead and it scrolls across the top of every screen until the moment you choose. It arrives on its own, without anyone reloading anything, because a message that needs a refresh is not urgent.
- Aim it at a department so the warehouse is not reading the sales rota.
- Email the whole team with one tick box, if it is genuinely that sort of announcement.
- A bell that actually tells you what happened. New files and articles collect in a short list. Click one and it opens, so nobody has to go hunting for what changed.
On Premium, it stops looking like our product
Every tier runs the same workspace. Premium puts your logo, your colours and your choice of 12 fonts through all of it, so the people signing in see the company they work for rather than the software someone bought.
And it follows onto the phone
The same logo, the same colours, the same font, on the screen most of the team actually uses. Branding that stops at the desktop is the sort of thing people notice.
Hallward Building Supplies is an example, not a customer. The logo, the colours and every document in the shot were made up for it.
Designed twice, once for the desk and once for the van
The people who need a data sheet most are rarely sitting at a computer. Every screen is built for a thumb as well as a mouse: a bottom tab bar, long-press menus, targets you can hit with cold hands.
One screen that runs the lot
Files, folders, tags, a recycle bin with restore, news, people, user accounts, analytics and every setting. Built so the office manager can run it, and so nobody has to go looking through the WordPress dashboard.
- Drag and drop uploads, with undo and redo for when it goes in the wrong folder.
- Invite staff by email. They get a temporary password and set their own on first sign-in.
- Post from the front end. The same editors open in place, so you are not hopping between two admin areas.
Your files, your server, your rules
Nothing leaves your hosting. There is no Koloshare cloud to breach, because there is no Koloshare cloud.
A-02
Signed download links
Every download URL is signed to one person and expires in five minutes. A link pasted into a group chat is useless to anyone else.
A-03
Read-only documents
Policies and handbooks stream into a reader that has no download button and no file URL anywhere in the page. People can read them; they cannot walk off with them.
A-04
Locks that hold
Restrict a file by department or by name, or set a password on it. Every check runs on the server, so nothing is bypassed by opening developer tools.
A-05
Temporary passwords expire
Invites last 24 hours and have to be replaced on first sign-in. If someone loses a phone, one click issues a new one and kills the old.
A-06 / recommended
Add a captcha
Koloshare does not bundle one, because tying you to a provider you did not choose would be presumptuous. The sign-in form works with the common free options, so install whichever you prefer and it appears automatically. Worth doing before you put anything sensitive in there.
One price per site, not per person
Start on the free tier and stay there as long as it suits you. Upgrading takes one licence key and nothing is lost.
Yearly is about 20% less than twelve months of monthly.
Prices exclude VAT. VAT-registered businesses can enter their number at the checkout; everyone else has it added at the applicable rate.
Starter
£0forever
A real intranet, not a trial. The private file library, with no cap on it.
- Unlimited files, folders and tags
- Previews, search and share links
- Branded login and all the security
- Command Centre and the setup wizard
- Recently viewed and recently added
Standard
£134.99per year
The whole product, wearing the Koloshare brand. Where most teams land.
- Everything in Starter, plus the news feed and the What's new bell
- Urgent banners, in your colours
- Team directory and contacts book
- Multi-select, bulk download and share
- Download locks by department, and analytics
Premium
£172.99per year
Your brand, not ours, plus the tools for documents you cannot be casual about.
- Everything in Standard
- Your logo, colours, choice of 12 fonts and seasonal decorations
- Search inside PDFs and Office files
- Read-only Policies, file passwords, per-person visibility
- The Spotlight story builder, with draft previews
- Advanced analytics, and email support from the Command Centre
The things people ask first
Do I need separate hosting?
No. Koloshare installs into the WordPress site you already run. Files go in your Media Library and content goes in your database, so everything stays on the hosting you already pay for.
Is it priced per user?
No. One subscription per site, whether you have six staff or six hundred.
What do I actually get for free?
The Starter tier is free forever: a private file library with no cap on how much goes in it, plus the branded login, the security features and the admin app. It is a real working intranet, not a trial with a clock on it.
Is there an app to install?
No, and that is deliberate. It is a web page, so it works on any phone with a browser and there is nothing for staff to download or update. Sharing uses the phone's own share sheet, so files go out through WhatsApp or email exactly the way any other file would.
Should I add a captcha to the login?
Yes, particularly if staff will store anything sensitive. Koloshare does not bundle one, because tying you to a single provider would be presumptuous, but the sign-in form works with the common free options including Cloudflare Turnstile, hCaptcha and Google reCAPTCHA. Install one, and it appears on the login by itself. There are step-by-step instructions in the docs.
What happens if I stop paying?
Nothing is deleted. The workspace falls back to the Starter tier and keeps every file and setting. News, team and contacts stay in the database but are not shown until a licence comes back, and then everything reappears where it was.
Who backs it up?
Your host does, the same as the rest of your site. Koloshare deliberately has no backup system of its own, so check your hosting plan has enough storage and that restores actually work before you make this your team's only copy of anything.
Where do I get help?
The documentation covers setup, every feature and the security options. Koloshare is GPL software you run yourself, so there is no support desk in the loop and no ticket queue to sit in.
Give your team somewhere to put things
Install it, run the setup wizard, and have a working intranet before the kettle has boiled. The file library is free for as long as you want it; you pay when you want the rest.