i‑net CoWork

Whitepaper

i-net software GmbH
Leipziger Platz 16
10117 Berlin, Germany

1 Introduction

Digital transformation has fundamentally changed the way teams work together. While many companies rely on external communication solutions that often raise data protection concerns, i‑net CoWork offers an alternative that prioritizes security and control. As a GDPR-compliant communication platform, i‑net CoWork enables companies to keep their team communication completely under their own control - whether on-premises or in the cloud. The solution combines proven chat and video functions with modern features such as AI integration and task planning without compromising data sovereignty. Below, you can find out how i‑net CoWork addresses specific business requirements and what practical advantages the platform offers.

1.1 About i‑net CoWork

i‑net CoWork was developed in response to growing privacy concerns surrounding external communication solutions. Unlike many commercially available platforms that process data on external servers, i‑net CoWork keeps all communication data within your own infrastructure. 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

The platform goes beyond simple chat functions and offers an integrated solution for modern collaboration. With optional AI integration, teams can benefit from intelligent assistants directly in the chat, while task planning automates recurring workflows.

1.2 About Us

Based in Berlin, i‑net software GmbH is a reliable provider of Java-based software solutions with over 25 years of experience in the industry. Our product portfolio includes tools for reporting, helpdesk, data integration, document comparison, and GDPR-compliant 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.

2 Use cases

2.1 Team communication and collaboration

i‑net CoWork is particularly valuable for companies with high communication needs:

Internal team communication: Seamless collaboration between departments and project teams
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 modern working environments, i‑net CoWork offers:

Virtual offices: Creation of a digital working environment for remote teams
Flexible collaboration: Seamless transition between on-site and remote work
Meeting culture: Professional video conferencing without external tools
Team spirit: Maintaining social connections in distributed teams

2.3 Regulated industries and compliance

For companies with strict data protection requirements:

Financial services providers: Secure communication in compliance with regulations
Healthcare: GDPR-compliant communication for sensitive patient data
Government agencies and public administration: High security standards for official communication
Law firms: Confidential communication with clients and colleagues

2.4 Integration into existing IT infrastructures

For companies with established systems:

Active Directory integration: Seamless integration into existing authentication systems
LDAP compatibility: Integration into Unix/Linux-based directory services
OAuth support: Modern authentication for cloud integrations
API integration: Connection to existing business applications and workflows

3 Features

3.1 Basic communication features

3.1.1 Text chat and direct messages

i‑net CoWork offers a fully integrated communication solution that combines text chat, voice and video calls, and screen sharing in a single platform. The solution was developed to eliminate the complexity of traditional communication tools and enable teams to collaborate seamlessly without the need for additional software or complex configurations.

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 an intuitive and lightweight user interface that doesn’t burden your system, i‑net CoWork enables voice calls and text chat in the same channels without additional clients.

Direct messages between individual users outside of teams and channels enable private communication that works virtually identically to private two-person channels without additional administration. Flexible creation is done via the context menu of messages or user list, while self-management allows users to leave direct message channels, resulting in deletion.

3.1.2 Voice and video calls

Voice and video calls are already integrated into i‑net CoWork and do not require any additional application components or server setups. Flexible screen sharing supports multiple screens simultaneously for effective collaboration, while the scalable architecture supports unlimited users, teams, and channels without technical restrictions.

Modern streaming technologies ensure that the interconnectivity of different users works seamlessly while keeping data consumption low. One-to-many distribution is carried out using the i‑net CoWork server. This means that a user streams their shared video to the server, for example, and the server distributes the stream to all other users.

Per client application, a user can participate in a voice/video call in one channel and share multiple screens. In the same or other channels, the same user can share additional screens from another browser - even from another device - or start a voice/video call in other channels. There are no technical restrictions in i‑net CoWork.

Flexible screen sharing supports multiple screens simultaneously for effective collaboration. Users can share their screens in real time to visually convey presentations, documents, or workflows.

3.1.4 Meeting rooms

i‑net CoWork offers special meeting rooms for seamless collaboration and presentations. These allow both internal and external users to be invited to meetings via provided links, where they 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.

3.2 Advanced communication features

3.2.1 Mentions and notifications

The intelligent mention system supports @all for all channel users, @online for users who are online, @group for groups, and @user for individual users. Automatic push notifications for mentions are sent via browser push or system notifications. A typing status indicator informs users when someone is currently typing a message.

3.2.2 Reactions and interactions

Users can react to messages with emojis to express their feelings or thoughts. The context menu displays the five most recently used reaction emojis for quick access. Authors receive notifications about reactions with emojis and usernames. Support for custom emojis as reactions offers additional flexibility.

Reactions are also available in voice calls.

3.2.3 Markdown support

Markdown support allows you to format messages with bold, italics, underlining, lists, headings, links, and code blocks. Automatic previews for external links and configurable playback of videos and GIFs make communication even more effective.

3.2.4 Emoji and GIF integration

The chat is complemented by various tools. These include an emoji picker and emoji recognition. You can add your own emojis via the configuration. GIF animations are available via the Tenor API and can also be used via bot commands.

3.2.5 Reactions and reporting

Reactions and reporting 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 Notifications and Away Detection

The system offers smart notifications that are forwarded to the operating system when someone mentions you. Users can configure individual notification settings and benefit from customizable away detection. The search function allows you to search for specific messages in channels.

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. Persistent settings ensure that the status is 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 CoWork windows are minimized or in the background. Optional system integration uses system absence detection for better detection, with the system requesting “My device usage” permission for advanced detection. Advanced absence 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. The desktop application installation of i‑net CoWork 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.

The browser-based architecture of i‑net CoWork allows users to log in via any modern browser without installing additional software. This greatly simplifies deployment, as only the server needs to be installed, while all users can access the platform directly via their usual browsers.

3.3.2 Scalable video conferencing

i‑net CoWork offers flexible video conferencing capabilities with no fixed participant limits. The number of participants is dynamically determined by server performance and the available bandwidth of the users, allowing the solution to be optimally adapted to different company sizes.

The central SFU (Selective Forwarding Unit) architecture enables efficient video and audio transmission that consumes significantly less bandwidth than traditional peer-to-peer connections. Intelligent quality adjustment ensures that the transmission quality automatically adapts to each participant’s connection, ensuring stable communication for everyone, regardless of their individual internet connection.

An HTTPS connection is required to use the video call features, and the “CoWork Calls” plugin must be installed and activated. These security requirements ensure reliable and protected communication.

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. It is also possible to use an AI provider installed in the network without any problems. Once i‑net CoWork has been installed and the AI provider has been successfully set up, the AI bots are ready to answer your questions directly in the chat.

Compliance with data security requirements is a particular challenge in the AI environment. However, fully data protection-compliant use can only be achieved through controlled use or the use of locally hosted AI.

Data security is guaranteed by the fact that i‑net CoWork is set up and managed in your own server environment. This means that all chat data always remains within your company and your environment. The transport routes to the browsers are secured by SSL/HTTPS - because this is the only way browsers allow voice and video calls.

4.0.1 Security features

i‑net CoWork implements comprehensive security measures that have been specially developed for the requirements of modern companies. The solution ensures maximum data sovereignty through a fully self-hosted architecture, in which all communication data remains exclusively on your own server. This creates a trustworthy environment for sensitive corporate communications.

GDPR compliant: Self-hosted server application for maximum data sovereignty
Everything is stored only on your server: No data is sent to external services
Secure voice, video, and screen sharing: Use of SSL/HTTPS for all communication channels
Additional security features: Two-factor authentication and DDoS protection can be downloaded free of charge from the Plugin Store

4.0.2 Data deletion

Data security also means that messages deleted by users are actually removed permanently. This ensures complete control over data processing and complies with the requirements of the GDPR.

4.1 Administration

i‑net CoWork offers comprehensive administration functions for managing users, teams, and system settings. Administration is carried out via a web-based interface that gives administrators complete control over the platform.

4.1.1 User and Group Management

Integrated user management allows administrators to create, edit, and manage users. Users can be organized into teams and groups, with flexible permission structures enabling precise control over access rights. User management integrates seamlessly with existing authentication environments and supports various 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 compliance: Users can view information stored about them

4.1.2 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. This architecture enables granular control over access permissions and ensures that even administrators cannot intrude on conversations without authorization.

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. Flexible membership allows team members to be composed of both individual users and 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, while scalable user lists support online status indicators for up to 1,000 users per channel.

4.1.3 Authentication and security

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. Additional security features such as two-factor authentication, passkey support, and optional DDoS security can be enabled.

Advanced authentication options: i‑net CoWork supports multiple authentication, allowing users to use multiple login providers for the same account, e.g., Windows AD and GitHub. If no central system is available, passwords are stored with salted hashing and configurable password strength rules. For increased security, two-factor authentication via app, email, or hardware key is available, as well as modern passkey support for passwordless authentication.

4.2 Plugin Management

The modular architecture of i‑net CoWork allows administrators to install, configure, and manage plugins. Plugins can be installed via the local plugin store. If the server is connected to the Internet, the available plugins will be updated with references to newer versions. Alternatively, plugins can be installed via sideloading, for example after downloading them from the public plugin store or for in-house developments. The plugin architecture makes it possible to expand functionality in a targeted manner and adapt it to specific company requirements.

4.3 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.

4.4 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
Log file access: Direct access to log files with search function

The Diagnostics application allows administrators to access log files directly and find specific entries via a search. This is particularly valuable for error diagnosis and performance optimization.

4.5 Backup and Maintenance

i‑net CoWork offers comprehensive backup functions for securing all important data and configurations:

Maintenance backup: The complete data backup stores the current status of CoWork, including all messages, attachments, and team/channel settings. Integration with the maintenance backup application enables automated backups for regular backups, with all team and channel settings as well as all uploaded files and media included in the backup.

4.6 Interfaces and APIs

The integration of i‑net CoWork, e.g., into external applications, can be accomplished using the Web API. It offers clear, JSON- and REST-based endpoints that are documented with OpenAPI/Swagger annotations. This gives you access to a large part of the application.

4.6.1 Commands and Task Planner

i‑net CoWork offers an integrated task planning system 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 enables seamless workflow automation and integration into existing business processes.

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, although commands can also be entered directly. This advanced functionality extends CoWork’s capabilities beyond standard chat features, while custom commands can be added via plugins.

5 Licensing

5.1 Licensing models

i‑net CoWork offers various licensing models that can be adapted to different usage scenarios:

Server license: For physical servers with a static IP address
Site license: Unlimited use within a single location
Public cloud license: For public cloud environments (AWS, Azure, GCE)
Private cloud license: For private cloud environments with a preconfigured URL

5.2 Technical requirements for license types

5.2.1 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 IP address that is physically connected and not provided via a Wi-Fi adapter.
The Static IP address must not be provided via WiFi adapter
The software must not run in a containerized environment (Docker, Kubernetes)

5.2.2 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)

5.2.3 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)

5.2.4 Private cloud license

Server must be accessible via a preconfigured URL
URL must be set in the configuration under “Web server” → “Externally visible URL”
Server license must match the FQDN part of the configured URL

6 System Requirements

i‑net CoWork runs on any operating system that supports the required Java versions, e.g., Windows, Unix, Solaris, macOS 10.11+, AIX. The Java VM is usually delivered integrated in i‑net CoWork. A GUI for the server is not required.

6.1 Easy Installation

Download. Install. Get started with your first team - it’s as easy as 1-2-3
The setup supports installation via dialog as well as text setup for headless Linux/Unix systems, for example
Installer available for Windows, Linux, macOS, and as a Docker container
Single sign-on for Active Directory, OAuth, LDAP, and others

6.2 Docker Installation

Can be run in a Docker environment
Docker container available from Docker Hub
Quick start with: docker run -d -p 7000:7000 -e CONF_listener__port=7000 --name cowork inetsoftware/i-net-cowork

6.3 Technical requirements

6.3.1 Java Runtime

i‑net CoWork requires Java as a runtime. This means it runs on any operating system for which a Java VM is available. This includes virtually every modern platform and architecture.

6.3.2 Storage space

Approximately 5 GB of hard disk space is required for installation and runtime.

6.4 Detailed Server Requirements

At least dual-core CPU or quad-core CPU recommended
At least 4 GB RAM for optimal performance
HTTPS for voice calls and PWA installation on clients (Let’s Encrypt already integrated)
Microphone and optional camera for voice calls

The exact system requirements for the current version can be found in detail in the online documentation. An overview of supported Java versions and operating systems can be found on our version support page.

7 Documentation and support

7.1 Version support and maintenance

i‑net CoWork is continuously developed with two major versions per year (.4 and .10). The x.10 versions are long-term support (LTS) and receive:

General support: Up to 5 years
Critical bug fixes: Up to 4 years
Regular bug fixes: Up to 3 years
New features: Only in the latest version

A detailed overview of the currently supported versions, Java versions, and support cycles can be found on our version support page.

7.2 Professional Support

We offer excellent, lightning-fast support, starting with the evaluation phase through to rollout and beyond. We respond within 24 hours on business days, often even faster.

Email support: cowork@inetsoftware.de
Extremely fast response times to inquiries during business hours
Direct support from our professional support team

8 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 programs that operate in channels or direct messages and perform specific tasks
Cache: Temporary storage for accelerating data access
Channels: Communication spaces within teams for topic-specific discussions and collaboration
Cloud: Provision of IT resources via the internet as a service
DDoS: Distributed Denial of Service - attack method for overloading servers
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
Emoji: Digital symbols and pictograms for visual communication
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
GIF: Graphics Interchange Format - image file format for animations
JSON: JavaScript Object Notation - lightweight data format for data exchange
Kubernetes: Container orchestration platform for managing container applications
LDAP: Lightweight Directory Access Protocol - Protocol for accessing directory services
Maintenance: Maintenance and backup applications for system administration
Markdown: Lightweight markup language for formatting text messages
Meeting rooms: Special rooms for external collaboration with guest access
OAuth: Open standard for secure authorization between applications
One-to-many: Distribution model in which a sender transmits data to multiple recipients
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
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: Dedicated cloud infrastructure for a single company
Public Cloud: Publicly available cloud services from external providers
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 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
SFU: Selective Forwarding Unit - server architecture for efficient real-time video/audio transmission
Sideload: Manual installation of plugins outside the official store
SSL/HTTPS: Secure Sockets Layer / HTTP Secure - encryption protocols for secure data transmission
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
Tenor: Online platform for GIF animations and short videos
Two-factor authentication: A user’s access authorization is based on a combination of two different, independent identification components.