RoomAI
The private business workspace —
at an SMB price.
Business email, calendars and contacts, files and team drives, online documents, chat, meetings, tasks, and administration — one login, one search, one accountable provider — hosted by us, in your cloud, or on your own server.
Why RoomAI exists
SMBs have had three unsatisfactory choices. This is the fourth.
The global suites are mature but expensive and hard to license. Lower-cost SaaS suites cut the price but give the customer no say over where the application and its data are hosted. Self-hosted platforms give control but demand specialist knowledge to install, integrate, secure, update, and support. RoomAI is built to be the fourth option: affordable, complete enough for everyday work, easy to operate, and deployable in an environment the customer controls — with one accountable provider for software, migration, updates, and support.
Commercially, RoomAI changes what a customer is buying. Every other BKSAI product adds to a cost base; RoomAI substitutes for one. The workspace subscription a business already funds every month becomes the budget for the intelligence layers on top of it — and the content those layers are most useful on (mail, files, documents, conversations) is already on infrastructure the business controls. Kadra DigiWork reads documents; RoomAI is where the documents live. Kadra ForeSight needs operational data; RoomAI generates it.
What RoomAI includes
Eight modules, one experience
| Module | Included |
|---|---|
| Business email | Custom and multiple domains, mailboxes, aliases, distribution lists, shared mailboxes, catch-all and delegated access, webmail and mobile, IMAP/SMTP, threading, folders, labels, filters and search, signatures and out-of-office, spam, phishing, spoofing and malware protection, SPF/DKIM/DMARC guidance, scheduled send, administrative message tracing, and import from IMAP, Exchange exports, MBOX, EML, and PST. |
| Calendar & contacts | Personal and shared calendars, recurring events, internal and external invitations, free/busy, delegation, room and equipment booking, time-zone handling, company directory, personal and shared contacts, standard import and export, CalDAV and CardDAV. |
| Files & collaboration | Personal files and team drives, folder-level permissions, internal and external sharing, password-protected and expiring links, version history, deleted-file recovery, locking and conflict handling, comments and mentions, browser preview, full-text search, desktop sync, mobile upload, quotas, ownership transfer, activity history, large and resumable uploads. |
| Online office | Documents, spreadsheets, and presentations with real-time co-editing, comments, revision history, templates, PDF export and print, DOCX/XLSX/PPTX import and export, OpenDocument support, autosave and crash recovery — built on a mature editing engine, with conversion limits disclosed before saving over an imported file. |
| Messaging | Direct messages, group conversations, public and private channels, threads, mentions, reactions, presence, file sharing, searchable history, notification controls, guest participation, deep links to documents, meetings, tasks, and events, and administrative retention controls. |
| Meetings | Browser-based audio and video, screen and application sharing, meeting chat, calendar integration, guest joining without an account, host controls, waiting room, background effects, mobile participation, configurable participant limits, and encrypted transport. Recording, transcription, breakout rooms, polls, webinars, and AI notes on the Business plan or as add-ons. |
| Tasks | Personal tasks, shared lists, assignees, due dates, priorities, comments and attachments, kanban view, calendar integration, and notifications (Business plan). |
| Administration | Setup wizard, domain verification, user lifecycle and bulk import, groups and organizational units, role-based administration, MFA enforcement, session revocation, license assignment, quotas, sharing policies, audit logs, usage and service-health dashboards, backup and recovery controls, data export, deletion safeguards, billing, and delegated administration for partners and MSPs. |
The unified experience is the product, not the module list. One login, one application launcher, unified notifications, consistent navigation, a shared company directory, global search that respects permissions, deep links between applications, a common sharing and permission model, consistent branding, a responsive web interface, and accessibility aligned to WCAG 2.1 AA. A customer can assemble the module list from free software. What they cannot assemble is one identity, one search, and one accountable provider — which is exactly the gap that makes self-hosting fail for an SMB.
Principles
What we build to
Simple by default, configurable when needed- One identity across all applications; one search across permitted content
- Open formats and accessible export — customer ownership of data
- No advertising and no sale of customer information
- Clear, predictable pricing
- Deployment portability — move between hosted and on-premises
- Secure defaults: encryption in transit and at rest, MFA, role-based access, audit logging, malware scanning, signed updates, encrypted and regularly test-restored backups, tenant isolation testing, independent penetration testing, and a coordinated vulnerability-disclosure process
- Backward-compatible, tested upgrades
Offering the exit at the moment of signing is what makes the entry easy.
Deployment options
Three ways to run it
| Deployment | What it provides | Where it fits |
|---|---|---|
| Managed cloud | Multi-tenant or isolated-tenant architecture, automated provisioning, regional hosting, managed backups, automatic upgrades, monitoring and alerting, published service status, and a 99.9% uptime target. | The entry point, and the right answer for a customer with no appetite for hardware. |
| Managed private cloud | A dedicated instance in an approved regional environment or the customer’s own cloud account; vendor-managed monitoring, patching, and backup; customer-defined maintenance windows; network and identity integration; optional dedicated encryption keys; defined recovery objectives. | Customers who want data residency without operating hardware — common in regulated professional services. |
| Customer premises | Containerized deployment with an automated installer, supported single-server and high-availability configurations, offline or restricted-network installation, preflight checks, guided TLS and DNS, one-action health reports, signed packages, safe upgrade and rollback, a long-term-support channel, LDAP and Active Directory integration, customer-controlled remote support — and no mandatory transfer of customer content to vendor systems. | The BKSAI Edge appliance. Optional hybrid services — managed outbound mail relay, spam and malware filtering, video relay, push notifications, encrypted off-site backup, cloud AI inference — can each be disabled. |
Migration
The part that decides whether the deal closes
Nobody switches workspace because the new one is cheaper. They switch because someone credible tells them the move will not break their email. RoomAI migrates from Google Workspace, Microsoft 365, Zoho Workplace, generic IMAP, local mail archives, and local or network file systems through a ten-step workflow: assess the source, verify the target domain, create or synchronize users, run the initial background transfer, produce exception and compatibility reports, synchronize incrementally, guide the DNS cutover, validate mail flow and access, complete the final synchronization — and preserve the source as read-only through a configurable transition period.
- Migration resumes after interruption
- Every item records success or failure
- Administrators get actionable error reports rather than a percentage
- Credentials are removed on completion
- A rollback or delayed-cutover option is always documented
Your existing mailbox stays exactly where it is, readable, until you tell us to switch it off.
Plans
Indicative pricing
| Plan | Indicative price | What it includes |
|---|---|---|
| Essentials | USD 2.50–3 per user per month | Email, calendar, and contacts; cloud storage; online office applications; chat and standard meetings; MFA and standard administration; standard migration tools; standard backup and recovery. |
| Business | USD 5–6 per user per month | Everything in Essentials plus more storage, team drives and shared mailboxes, tasks and kanban boards, a meeting-recording allowance, SSO and directory integration, advanced permissions and auditing, extended recovery, and priority support. |
| Private Workspace | Annual platform fee + per-user maintenance license | Customer-hosted or managed private deployment, long-term-support updates, deployment tools, health monitoring, and standard support — the recurring element drops to a platform fee and a maintenance license. |
| Add-ons | Priced per add-on | Additional storage, AI usage, advanced meetings, telephony, e-signatures, extended backup, advanced email security, compliance and retention, dedicated infrastructure, white labeling, managed migration, premium support. |
Organizations can mix plans within one company. We do not promise feature parity with the global suites: RoomAI competes on simplicity, deployment freedom, migration, and price. A user who needs a complex financial model in Excel can keep Excel — and saying so early is more credible than claiming parity. Service targets for the managed service are 99.9% uptime, 99.95% mail acceptance, critical security updates within 72 hours, and no unplanned data loss during supported upgrades. Indicative figures are subject to change and are confirmed in each proposal.
Work a morning inside RoomAI.
The RoomAI demo stars SiamLink Logistics, a 220-person freight forwarder whose day lives in email — 48 Google seats, 117 ISP mailboxes, a NAS in a cupboard, and forty LINE groups.