Kahootz

Kahootz is a UK-based cloud collaboration platform aimed squarely at government agencies, defense contractors, healthcare bodies, and enterprises that need to share sensitive information with external partners. It's been accredited for handling classified UK government data and counts the Department of Health and Social Care, NHS, and Ministry of Defence among its customers. If your requirements include UK data residency, IL3/IL4 compliance, or collaboration across organizational boundaries with strict audit trails, Kahootz is one of the few platforms built specifically for that context.

What you get

Each Kahootz workspace bundles a broader feature set than most client portal tools: document libraries with direct Microsoft Office editing (without downloading files), discussion forums with email-reply support and @mentions, a structured document editor for multi-user co-authoring, custom databases for structured data capture, task lists, shared calendars with integrated telephone conferencing, online surveys with multiple question types and real-time charts, and blog/news publishing. A dashboard builder lets workspace owners surface key information and quick-link buttons for team members.

This breadth is both a strength and a source of complexity. Teams doing policy development or multi-stakeholder consultation will find the structured document tool genuinely useful. Teams wanting a simple file-sharing and messaging layer may find it over-engineered.

Security and compliance

Kahootz's main differentiator is its security pedigree. It holds UK government accreditation and is designed for cross-organizational collaboration where different parties have different security clearances. All activity is logged with full audit trails. Role-based access controls and multi-factor authentication are included. Data can be hosted in UK or EU data centers, which matters for public sector procurement.

Pricing

Kahootz uses per-user, per-month pricing with no fixed license bundles — you pay only for the users you need. The minimum starting size is 10 users. Committing to an annual license gives you 4 months free (effectively paying for 8, getting 12). Exact per-user rates aren't published openly and depend on user count and contract terms, but the platform positions itself as affordable for small-to-mid deployments.

For organizations committing to 1,000+ users, an Active User licensing model is available: register unlimited users but only pay for those who actually log in each month above an agreed baseline. This suits government departments or consortia with large but intermittently active user bases.

Charities, higher education institutions, and some membership associations qualify for a 25% discount. An Enterprise tier adds additional configuration and support options for large deployments.

Notable customers

Kahootz cites the Department of Health and Social Care, Havant Borough Council, and various NHS and defense organizations as customers. Its market segment list — defence, government, healthcare, professional services — reflects where it's actively sold and where it performs best.

Limitations

The interface is functional rather than modern; it won't impress clients accustomed to polished SaaS tools. Setup requires meaningful administrative effort to configure workspaces and permissions correctly. Kahootz is also largely unknown outside the UK and public sector, so integration with US-centric or commercial tool stacks is limited. Pricing transparency is poor — you'll need to contact sales for actual numbers.