KolHive for companies

How a small team uses KolHive

Consider Maya Chen's five-person accounting office in Chicago. Maya keeps client tax records in a folder on an office Windows desktop so her accountants can open them from their phones and laptops. Her team also builds an app inside KolHive for a single job, such as checking invoice totals.

Several Business features are live today, while others are in testing and opening company by company. Today, you can assign four organization roles, create share links that expire after 30 days by default, manage organization storage, and connect your own AI keys or local models. Company spaces, shared company folders, reading older database files, the admin portal, and multi-computer installation tools are currently in testing.

Roles and privacy

An organization has four roles that control who can view files, edit files, and manage settings. Admins also manage organization storage.

Admins see company spaces and never see members' private files. If Daniel Wright works at Maya's accounting office and keeps personal documents in his private space, Maya cannot view or list those personal files. When organization members create share links for clients, those links expire after 30 days by default, and an admin can change that expiration time.

Company folders and older software data

Shared company folders are the core of the company space and are currently in testing. You choose a folder on a desktop computer and share it to the company so team members can open it from a phone, a tablet, or a web browser. For example, Maya shares the client tax folder on her Chicago office desktop, and Priya Shah opens those files in a web browser on her iPad in Toronto.

Team members can search a company folder by file name from any device. On desktop computers, you can also turn on optional indexing for document text and typed text on images. Both indexing options are off until you turn them on, and turning them off deletes what was read.

For companies that rely on older software, desktop apps include a read-only bridge that is currently in testing. Desktops can read CSV, XLSX, XLS, DBF, and SQLite files stored in company folders. On Windows computers with the Microsoft Access engine installed, KolHive can also read Access files. This bridge is strictly read-only and writes nothing back to the source files.

Admin portal, device controls, and installation

The admin portal, company space management, roles at scale, and multi-computer installation tools are in testing, opening company by company. From the portal, admins manage people, departments, spaces, policies, devices, and installation.

• Device actions (in testing): Admins can sign out, lock, or wipe a member's device from the portal, set a device limit per member, and require the app lock. All device actions are recorded in the audit log.
• Audit log export (in testing): Admins can export a 12-month log of file shares, moves, renames, and deletes as a CSV or JSON file.
• Joining the organization (in testing): People join by invitation, with a join link or code (kolhive://join/<code>), or automatically with a work-email domain verified through a DNS TXT record.
• Multi-computer installation (in testing): Windows computers can be installed silently for all users with the company code. Mac and Linux computers use that same code through a file or join link.

Several security and policy controls are planned and not available yet. Single sign-on (SAML and OIDC) is not built. Two-step sign-in with an authenticator app and recovery codes, device trust approvals from an existing device, and admin rules for AI usage are also planned and not available today. For technical details on encryption and architecture, read the security review for IT.

Using your own AI keys and local models

On the Business plan, you can connect your own AI service using your own API key, a local model running on your own computer such as an Ollama or LM Studio server, or a command-line AI assistant. This feature is available today. To see how each connection works, read choose your AI model.

When you use your own API key, requests are billed directly by that AI provider, not by us. Admin policies to allow or forbid local models, own keys, MCP, cloud models, or whether AI may read company folders are planned and not available yet.

How to set up a Business plan

KolHive Business is set up directly with our team by email. There is no self-serve Business checkout, and the price is agreed per company.

You can review plan options on the Plans page and contact our team by email to set up your organization or request access to the features currently in testing.