Growing the business · project outside the subscription
Open source apps for business deployed and maintained on your server
Files, team chat, passwords, knowledge base, helpdesk. We match the application to the problem, check its licence at the source, deploy it on a server that belongs to you, and maintain it with an off-server backup and a restore test.
When it is worth talking about this
If you recognise two or three of these signs, a free online consultation will show whether to start, and where.
- Files circulate as e-mail attachments, and the current version is with whoever sent something last.
- Passwords to shared accounts sit in a spreadsheet or on a sticky note by the monitor.
- Someone in the company set up an application "as a trial" and nobody has updated it for a year.
- A contract with a client or industry rules require the data to stay on your server.
- Procedures and instructions are in the heads of two people who have not had a holiday in a long time.
- Requests to the IT department arrive by phone, by e-mail and in the corridor.
- The cost of accounts in several subscription tools grows with every new employee, and you want to compare it with an alternative.
What we do as part of this service.
- 1
Matching the application to the problem
We start with what should change in the team's work. We compare two or three applications from the catalogue with the cloud service you already have, because sometimes that is the more sensible choice.
- 2
Checking the licence and edition
We read the licence and price list of the edition we deploy. You know what is free, what costs money and who buys the licence.
- 3
A server in your company's name
A server in your office or a cloud server in the EU, bought on your account. We help choose the specification and configure the system, firewall and HTTPS certificate.
- 4
Installation in a separate environment
Each application gets its own virtual machine or its own environment, separate passwords and its own database. The configuration is recorded in documentation that any future administrator can use.
- 5
Migration of data and accounts
We move files, accounts and permissions from the old solution. We agree the scope before quoting, because the number of files and sources affects the work more than the data volume itself.
- 6
Off-server backup and a restore test
A backup of the database, files and configuration goes outside the application server, with different access credentials. We check the restore in a separate environment and record the measured time.
- 7
Updates in an agreed window
We install updates after reading the vendor's release information, in a maintenance window, with a backup taken just before the change.
- 8
Monitoring and user support
We watch availability, free space and certificate validity. We handle users' questions within the hours and limit set in the contract.
From a need to a specific application.
Each page starts from the problem, shows the selection criteria and the applications we deploy, with their licence and the limits of the free edition. We also say when a cloud suite or our own product is the better choice.
- Files and documentsShared folders with permissions, editing documents in the browser, an archive of scans.→
- Chat and video callsTeam chat with threads, video meetings and online training.→
- Passwords and sign-inA team password manager and single sign-on to company applications.→
- Knowledge baseProcedures and instructions in one place, with search and version history.→
- Helpdesk and IT assetsTickets, a shared customer service mailbox, an IT asset register.→
- Projects and tasksProject schedules, task boards and lists for teams.→
- Full catalogueAll applications, including CRM, automation, monitoring, backups and AI on your own server.→
What you get in writing.
Application sheet
Version, edition, licence, limits of the free edition, dependencies and where the data is stored. One page per application.
Deployment documentation
Server, addresses, configuration, admin accounts and the update procedure. Enough for another administrator to take over the system.
Restore test report
Date, scope, measured time and the result of a restore test from backup.
Exit plan
How to export the data and hand the system over to another company or your own IT department, without our involvement.
Who is responsible for what.
In a typical deployment you are the data controller, and we process the data on your behalf under a data processing agreement. That is why the server, domain and licences are in your company's name, and we have controlled access to them.
On the NexaIT side
- choosing the application and checking the licence of the edition deployed
- installation, configuration and deployment documentation
- backup outside the application server and periodic restore tests
- updates to the application and system in an agreed maintenance window
- monitoring of availability, disk space and certificates
- user support within the hours and limit in the contract
- notifying you of a personal data breach without undue delay
On your side
- the server or cloud provider account in your company's name, and paying for them
- the domain and access to its DNS settings
- buying the vendor's licence if the chosen edition is paid
- deciding what data goes into the application and who has access to it
- a person who approves changes and maintenance windows
- reporting problems through the channel agreed in the contract, so that every ticket is registered
What this service doesn't include.
Clear scope boundaries are part of a good contract. We talk about them before the contract is signed.
Response time is not fix time. We write both separately into the contract, and we only state the restore time after a test on your data.
Show the list of exclusions
- hosting applications on NexaIT servers, because the infrastructure always belongs to you
- round-the-clock cover and high availability, unless designed and priced separately
- changes to the code of the open source application and development of its features
- vendor licences and subscriptions, which you buy directly
- migration beyond the scope agreed in the quote
- fixing integrations with systems for which another provider is responsible
- an in-house company mail server
Who open source applications on your own server are for
It makes sense if
- Data has to stay on your server for contractual or industry reasons, or by board decision.
- A specific application solves the problem better than what you already have.
- You want to know who is responsible for the backup, updates and restore, instead of relying on someone remembering.
- With your number of users, the per-account subscription fee is no longer negligible, and you know the cost of maintenance from the quote.
We don't recommend it if
- You work in Microsoft 365 or Google Workspace and it is enough. Then it is better to tidy up what you have.
- You are looking for the cheapest application hosting without support. It exists and costs less than our service.
- Nobody on your side can approve a maintenance window or decisions about data.
- The application has to run round the clock with guaranteed availability, and the budget does not cover a second server.
What the cost of deployment and support depends on
We price deployment as a one-off and ongoing care monthly. You pay for the server and vendor licences directly, so you see them separately.
- the number of applications and whether they share sign-in
- the number of users and the amount of data to move
- the migration source: a network drive, another cloud or spreadsheets
- the required restore time and backup frequency
- the number of hours of user support per month
- integrations with other company systems
- components with high requirements, for example a document editor or video
Questions before you decide.
Can you run the applications on your own server?
Not at the moment. Applications run on a server in your office or on a cloud server bought in your company's name. The data and licences are then yours, and some licences explicitly distinguish deployment at the client's from hosting by a service provider.
Does open source mean it is free?
The licence usually costs nothing, but the server, deployment, backups and administrator time do. Some vendors keep selected features, such as domain sign-in, in a paid edition. Before deployment, we show you the full cost: licence, server, deployment and monthly support.
What happens if we end the contract?
The server, domain and data are yours. We hand over the deployment documentation, administrative access and the exit plan, and the system keeps running without us.
How quickly do you respond to a failure?
Response time depends on the support package and is written into the contract, separately from fix time. We do not promise round-the-clock cover unless it has been designed and priced separately.
Do you deploy applications that are not in the catalogue?
Yes, if the licence allows it, the project is actively developed, and the vendor does not advise against the version you want to run. We check this in the same way as for applications in the catalogue.
Why are some popular applications missing from the catalogue?
Some vendors require permission to use the product name when describing paid services. Until we have that permission, we do not name these applications on the website. You can ask about a specific tool in a conversation.
Related
Free · 60 minutes online · no obligation
First, a conversation about the process, then the tool.
- You tell us about the processOnline, by video call. What takes up time today, which systems hold the data and what you want to achieve.
- We tell you whether it's worth itSometimes a change to a spreadsheet or a process is enough. If so, we'll say that instead of proposing a project.
- You get the next stepBy email after the meeting: what to map, what data to prepare and what the price depends on.
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