Run the whole workspace on your own servers
Chat, email, tasks, wiki, the virtual office, customer support, the website builder and the AI — installed on your infrastructure, against your database, pointed at your own model, on your own domain. $2,000 a year for an instance, not per person, and no limit on how many people use it.
- One instance
- $2,000 / year
- Each instance
- 8 GB, 8 cores
- Comfortably carries
- 50–100 people
- More than that
- A second node, $2,000
A team leaning on chat, mail and tickets all day sits at the lower end of that range; a team that mostly reads sits at the upper one. We size it with you before anything is installed.
As many people as you like. One size of box.
There is no user limit — not in the software, not in the licence. A thousand people is a perfectly ordinary Roomie deployment.
What is fixed is the unit. A licensed instance is 8 GB and 8 cores, and it stays that shape: you grow by running more nodes, not by giving one of them 64 GB. A thousand people run on a handful of licensed instances.
We licence capacity, not headcount, because capacity is what we size, monitor, support and upgrade — a node we never sized is a node we cannot stand behind at three in the morning. It is also the cheaper way round for you: adding people costs nothing until they add load.
Four things stop being ours
This is the difference between a hosted workspace and one you run. Each of these is a place where data would otherwise sit with us.
Your server
One instance on your hardware, your private cloud or your data centre. Nothing phones home for the workspace to keep working.
Your database
Bring your own database and object storage. Messages, mail, tickets, wiki pages and files are written to infrastructure you already back up and audit.
Your AI model
Point the AI at a model you run or a provider you have signed with — if your policy says prompts cannot leave the building, they do not have to. The monthly token allowance starts at 2M a person and your admin sets it in the instance's environment.
Your domain
The workspace, the mail and any site you publish all run on your own domain, with your own certificates.
We install it and set the environment up with you
A workspace is not one process — it is mail, storage, a database, certificates, a model endpoint and the jobs that tie them together. We do the initial setup on your infrastructure and work through it with your team rather than handing over a manual.
- Sizing and the install on your hardware or private cloud
- Domain, DNS, certificates and mail delivery
- Your database, object storage and backup schedule
- Your model endpoint, and the workspace pointed at it
- Accounts, roles and the first projects, with your admins
You see what we would see
Complete log and workspace monitoring ships with the instance, and instance availability is on the same Grafana view as everything else — so uptime is a chart you can send upwards, not a claim. You also get the admin portal our own team uses to look after a workspace.
- Logs from every service in one place
- Workspace metrics — usage, queues, storage, mail flow
- An availability report in a single Grafana view
- The same admin portal the Roomie team works from
- Upgrades shipped through the year, taken when you choose
Two, and they are short
Better on the page than in a clause you find later.
“Powered by Roomie Workspace” stays on
The mark sits at the foot of your published website pages and your customer-support page. It is a line of text at the bottom of the page — it does not appear inside the workspace your team uses all day.
No reselling
The licence covers your own organisation. Running Roomie as a service you sell on to other companies is not permitted — if that is what you want to do, talk to us and we will work something out properly.
Self-hosting, answered
What does self-hosting cost?
$2,000 a year per instance. One instance is 8 GB of memory and 8 cores, which carries 50–100 people depending on how hard they use it — a team on chat and tickets all day sits at the lower end, a team that mostly reads sits at the upper one. Growing past it means adding a node at $2,000 a year each, not a new per-user bill.
Is it priced per user?
No. Self-hosting is priced per instance, so a 90-person deployment and a 55-person one on the same box cost the same. That is the point of it for a larger team.
Can we run a thousand people on it?
Yes, and there is no user limit in the software or in the licence. A thousand people simply need more capacity than one instance has, so they run across several licensed nodes.
Can we just give one instance more than 8 GB?
No — this is the one shape of the deal to know up front. A licence covers an instance of 8 GB and 8 cores, so capacity is added by running another node at $2,000 a year rather than by growing one machine to 64 GB. We licence capacity rather than headcount because capacity is what we size, monitor and support; the trade is that adding people costs you nothing.
How do I know how many nodes I need?
Start with one. We size it with you before the install, and the monitoring tells you long before a box is in trouble — memory, CPU and queue depth are on the same Grafana view as uptime.
Who installs it?
We do. We do the initial setup on your infrastructure and work through the environment with your team — domain and DNS, mail, certificates, storage, the model endpoint, backups — until your people are signed in and it is yours to run.
What monitoring do I get?
Complete log and workspace monitoring, with instance availability in the same Grafana view, plus the admin portal our own team uses to look after a workspace. You see what we would see.
Can I use my own language model?
Yes — that is the main reason teams choose this over the hosted plan. Point it at a model you host or a provider you have a contract with. The per-person monthly allowance ships at 2M and is an environment setting on your instance, so your admin raises or lowers it without waiting for us.
What are the conditions?
Two. A “Powered by Roomie Workspace” mark stays at the foot of your published website pages and your customer-support page, and the licence is for your own organisation — reselling Roomie to third parties is not permitted. Everything else is yours.
Do I still get updates?
Yes, for the year. We ship the upgrade and help you take it; you decide when it lands, because it is your box.
Tell us where it has to run.
Your data centre, your cloud, your air-gapped network. We will size it, install it and stay on the other end of it.