Benefits of cloud-based online software

Cloud-based online software is software you use over the internet instead of installing a copy on every computer. Organisations often choose it for the benefits explained below.

Everyone uses the same software

All users access the same version and the same features or file types. This means a file created by one person should open correctly for everyone else, and staff do not waste time working out why one computer has a different menu or cannot open a shared document.

Convenient and collaborative

Cloud-based online software is convenient because users can access it on different devices and from different locations, as long as they have an internet connection. A volunteer could update a schedule from home, then check it on a tablet at an event.

It supports collaboration through shared files and simultaneous work. Several people can edit the same document at once, and changes appear for the others, so there is no need to email copies back and forth.

Lower cost and less maintenance for the organisation

It can be cost-effective because the organisation may not need to buy as much extra local storage or hardware. Files are kept by the service rather than filling up each computer's hard drive, so there may be fewer hard drives to buy and replace.

It can reduce the need for in-house IT staff because the provider maintains the service. The software can also update automatically, so the organisation does not have to install updates on every computer itself.

It is scalable: user accounts can be added when more people join and removed when they leave. For example, a youth theatre group could add accounts for new volunteers before a show and remove them afterwards.