There are many tools for project management and collaboration, and to understand their strengths it can be helpful to know where they began. Huddle began as a file sharing tool but has evolved significantly into a comprehensive client portal and relationship management solution. This evolution reflects Huddle’s growing understanding of how professional service organizations work with clients—moving beyond simple document exchange to building secure, ongoing collaborative relationships.
What is Huddle software? Huddle is a cloud-based collaboration platform that enables secure file sharing and project management with a special focus on external collaboration beyond organizational firewalls. It provides businesses with the tools to create branded client portals, manage document versions, track project activities, and maintain security compliance while working with partners and clients.
In this guide, we’ll explore how Huddle works, its target users, key features, pricing structure, advantages and disadvantages, and alternatives—helping you determine if it’s the right collaboration solution for your business needs.
What is Huddle Software?
Huddle software is a cloud-based collaboration platform designed to facilitate secure document sharing and project management across organizations, with a particular focus on external collaboration. Unlike standard file storage solutions that simply store documents in the cloud, Huddle creates secure workspaces where teams can collaborate on projects, share and edit files, and manage team activities in a controlled environment.
Founded in the UK, Huddle has evolved from its initial file sharing capabilities to become a comprehensive solution for businesses that need to collaborate securely with clients, partners, and stakeholders outside their own organization. Its approach centers around “workspaces” and “client portals” that act as secure, branded environments where all project-related content, communications, and activities are centralized.
Huddle distinguishes itself from general file sharing tools like Dropbox, Box, or Google Drive by offering more than just cloud storage—it provides a single source of truth for project documentation and collaboration. The platform has earned particular recognition for its security credentials, becoming the first SaaS collaboration vendor to achieve FedRAMP certification in the United States and being used by over 80% of UK Central Government agencies.
What is Huddle Software Used For?
Huddle software serves several key use cases for organizations that need to collaborate securely beyond their firewalls:
External Collaboration
Huddle’s primary purpose is to enable secure collaboration with clients, partners, and stakeholders outside an organization’s network. The platform makes it possible to share sensitive documents, manage projects, and communicate effectively without compromising security or requiring complex IT setups for external users.
Client Portal Creation
Organizations use Huddle to create branded client portals that provide a professional, consistent experience for their clients. These portals serve as dedicated spaces where clients can access relevant files, review project progress, and communicate with team members in a secure environment.
Document Management and Version Control
Huddle provides robust document management capabilities, including automatic version control that ensures everyone works on the most current version of a file. Each document version is time-stamped and stored, allowing users to track changes and roll back if needed, eliminating version confusion and wasted resources.
Bid Management
For businesses that regularly prepare bids and proposals, Huddle offers a secure environment for managing the bid process and collaborating on proposal documents. The platform creates an audit trail for all content and activities, satisfying potential NDA requirements for tracking and deleting confidential bid documents.
Multi-Agency Collaboration
Government agencies and large organizations use Huddle to coordinate multi-agency initiatives that require sharing documentation and collaborating across institutional boundaries. The platform’s security credentials make it suitable for handling sensitive information in regulated environments.
Project Management
Teams use Huddle to manage projects from start to finish, assigning tasks, tracking progress, and maintaining all project-related documentation in a centralized location. This helps eliminate bottlenecks and keeps projects moving forward efficiently.
Who Uses Huddle Software?
Huddle caters to a diverse range of organizations that prioritize secure external collaboration:
Professional Service Firms
Accounting firms, consultancies, and legal practices use Huddle to collaborate with clients on sensitive projects. Notable users include Baker Tilly International and RSM, who leverage Huddle’s client portal capabilities to enhance client engagement. As one RSM representative stated, “For any client engagements we work on, Huddle is mission critical.”
Government Agencies
Huddle is extensively used in the public sector, with more than 80% of UK Central Government agencies adopting the platform for secure collaboration. Its FedRAMP certification in the U.S. and compliance with government security standards make it a trusted choice for handling sensitive government information.
Regulated Industries
Organizations in highly regulated industries such as financial services, healthcare, and legal services use Huddle to maintain compliance while collaborating with external parties. The platform’s security features and audit trails help these organizations meet regulatory requirements.
Cross-Border Businesses
Companies that operate across multiple countries use Huddle to facilitate collaboration between international teams, partners, and clients. The platform helps bridge geographical and organizational boundaries while maintaining security and efficiency.
Large Enterprises
Enterprises with complex organizational structures use Huddle to break down silos between departments and facilitate collaboration with external stakeholders. The platform’s scalability makes it suitable for organizations with hundreds or thousands of users.
Huddle Software Features
Huddle offers a comprehensive set of features designed to facilitate secure external collaboration:
Workspaces and Client Portals
At the core of Huddle are secure workspaces that can be configured as client portals. These provide a dedicated environment for project collaboration, with customizable branding options that allow organizations to create a consistent, professional experience for clients and partners.
Document Management
Huddle provides robust document management capabilities, including:
- Version Control: Automatic tracking of document versions, ensuring everyone has access to the most current files
- Comments and Discussions: The ability to attach comments to specific documents, keeping conversations aligned with content
- File Request: Tools to request up to 500 files at once from colleagues or clients, with automated notifications
- Large File Support: Support for files up to 20GB in all formats
Collaboration Tools
Huddle facilitates team collaboration through various features:
- Tasks: Ability to assign tasks, set deadlines, and track progress
- Activity Feeds: Real-time updates on workspace activities
- Mentions: Capability to tag team members in comments or discussions
- Team Document Repository: Centralized storage for all project-related materials
Security and Compliance
Huddle places a strong emphasis on security, offering:
- Government-Grade Security: FedRAMP approved in the U.S. and G-Cloud authorized in the U.K.
- Bank-Level Encryption: Protection for sensitive data
- Granular Permissions: Detailed control over who can access what content
- Audit Trails: Comprehensive tracking of all activities for compliance purposes
- Single Sign-On: Integration with existing SSO solutions, including two-factor authentication
Mobile Access
Huddle ensures access from anywhere through:
- Mobile Apps: Dedicated applications for iOS and Android devices
- Offline Access: Ability to work on files even without an internet connection
- Geolocation Features: Location tracking for field activities
Integration Capabilities
Huddle works with existing tools through:
- Microsoft Office Integration: Seamless connection with Microsoft Office suite
- API Access: Options to connect with other business systems
- Third-Party Integrations: Compatibility with various business applications
Pros & Cons of Huddle Software
Pros:
- Specialized External Collaboration: Huddle is purpose-built for secure collaboration with external parties, addressing challenges that generic file sharing tools cannot.
- Strong Security Credentials: With FedRAMP certification and use by government agencies, Huddle provides enterprise-grade security suitable for sensitive information.
- Comprehensive Audit Trails: Every action in Huddle is tracked and time-stamped, creating a complete audit trail that helps with compliance and accountability.
- Version Control: Automatic version management eliminates confusion and ensures everyone works with the most current documents.
- Client Portal Focus: The ability to create branded client portals enhances professional image and improves client engagement.
- Cross-Firewall Collaboration: Huddle enables seamless collaboration across organizational boundaries without complex IT setups.
- Mobile Accessibility: Robust mobile apps allow for productivity from any location.
Cons:
- Minimum User Requirement: Huddle’s pricing structure requires a minimum of 25 users for the Plus plan and 100 users for the Premier plan, making it less accessible for very small teams.
- Pricing Transparency: Specific pricing details are not publicly available on the website, requiring interested organizations to request a demo for pricing information.
- Learning Curve: Despite being described as intuitive, new users may need time to fully understand and utilize all of Huddle’s features effectively.
- Feature Complexity: The comprehensive feature set may be overwhelming for organizations with simple collaboration needs.
- Cost Considerations: As an enterprise-focused solution, Huddle may be more expensive than simpler alternatives, especially for smaller organizations.
Huddle Software Pricing Plans
Huddle offers two main pricing tiers, though specific pricing details are not publicly listed on their website and require contacting their sales team:
Huddle Plus
- Minimum of 25 users
- Unlimited Workspaces & Client Portals
- Free client/partner licenses
- Free external users
- Custom branding
- Microsoft O365 integration
- Workflow and automation capabilities
- 1TB storage
- Best for organizations collaborating across teams and with external clients
Huddle Premier
- Minimum of 100 users
- All Huddle Plus features
- Unlimited storage
- Unlimited free client/partner licenses
- Dedicated Customer Success Manager
- Online chat support
- Enhanced security features
- Best for large enterprises with complex security and compliance requirements
Both plans offer free licenses for clients and partners, meaning organizations only pay for internal users while external collaborators can access the platform at no additional cost.
How to Get Started with Huddle Software
Getting started with Huddle involves several key steps:
- Request a Demo: Visit Huddle’s website and complete the contact form to schedule a personalized demonstration of the platform.
- Define Requirements: Work with Huddle’s team to identify your specific collaboration needs and determine which plan is most appropriate.
- Implementation Planning: Develop a strategy for rolling out Huddle across your organization, including workspace structure and user permissions.
- User Setup: Add users to the platform, assigning appropriate roles and permissions based on their needs.
- Workspace Creation: Establish workspaces for different projects, clients, or teams, configuring them with the necessary features and branding.
- Client Invitation: Invite clients and external partners to join relevant workspaces, taking advantage of the free external user licenses.
- Training: Utilize Huddle’s resources to train your team on effective use of the platform.
- Content Migration: Transfer existing project documentation and files into the appropriate Huddle workspaces.
Huddle emphasizes that its platform can be quickly deployed without heavy IT support. With nothing to install locally, users can gain access through the cloud, allowing for immediate productivity.
Huddle Software Alternatives
While Huddle offers robust features for secure external collaboration, several alternatives exist that may better suit certain organizational needs:
Box
Box is a cloud content management platform that emphasizes security and compliance. While it offers strong document management capabilities, it lacks some of Huddle’s specialized features for client collaboration and project management.
SharePoint
Microsoft’s SharePoint provides document management and collaboration capabilities, especially for organizations already invested in the Microsoft ecosystem. However, it can be complex to configure for external collaboration and may require significant IT resources to maintain.
Dropbox Business
Dropbox Business offers simple file sharing with gradually enhanced collaboration features. While user-friendly, it doesn’t provide the same level of security compliance or specialized client portal functionality as Huddle.
Google Workspace
Google’s suite of collaboration tools provides real-time document editing and sharing capabilities. While excellent for internal collaboration, it may not meet the security requirements of highly regulated industries or provide the branded client experience that Huddle offers.
Ahsuite
Unlike the alternatives above, Ahsuite was built from the ground up as a client portal solution rather than evolving from file sharing. This client-first approach makes it particularly intuitive for external collaboration, with a focus on simplicity and ease of use rather than complex features.
Check out Ahsuite
Huddle software has evolved from its origins as a file sharing platform into a comprehensive client portal and relationship management solution with enterprise-grade security features. This evolution reflects how Huddle has expanded beyond its initial focus to meet more complex business needs, particularly for organizations requiring high compliance standards.
However, while Huddle added client portal functionality as part of its expansion, Ahsuite was built from the ground up with client portals as its core purpose. This fundamental difference in design philosophy means that Ahsuite puts the client experience at the absolute center of everything it does. Rather than adapting file sharing tools to serve clients, Ahsuite started with the question: “How do we make collaboration absolutely seamless for clients?”
If you’re looking for a solution where clients can immediately begin collaborating without any learning curve, Ahsuite’s client-first approach delivers a more intuitive experience. Its streamlined interface and purpose-built functionality eliminate the friction that often comes with tools that have evolved from different origins.
For agencies, consultants, and professional service firms who want to provide a branded, professional client experience with minimal onboarding, Ahsuite offers the perfect balance of functionality and simplicity. Experience the difference a client-first design makes by creating up to ten client portals at no cost, and see how an intuitive portal can strengthen your client relationships from day one.
