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cloud based CMS
User Experience

What Is A Cloud Based CMS And Why Should You Switch To It

18 December 2023 by Daria Andrieieva

One technology that has become increasingly crucial in enhancing their online presence, streamlining operations, and staying ahead of the competition is the cloud based CMS. 

Join Kapsys as we explore what a cloud based CMS is, the essence of cloud content management, and the compelling reasons you should consider making the switch.


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What is Cloud Content Management

A Cloud Content Management System (CMS) is a web-based platform that enables organizations to create, manage, and deliver digital content. 

Unlike traditional CMS solutions hosted on local servers, cloud based CMS operates on cloud infrastructure. All data, files, and resources are stored and accessed remotely, providing unparalleled flexibility and accessibility.

The Components of Cloud Based CMS

Cloud based CMS revolves around seamlessly integrating storage, collaboration, and workflow tools within a centralized cloud platform. 

This approach eliminates the need for on-premise infrastructure, offering a virtual space where content creation, collaboration, and distribution occur in a cohesive and synchronized manner.

The core components of a cloud based CMS include: 

Content creation and editing

Users can create, edit, and manage content directly within the cloud platform, fostering collaboration and real-time updates.

Storage and accessibility

All data and files are stored in the cloud, allowing users to access them anywhere with an internet connection. This promotes remote work and eliminates the constraints of physical location.


Cloud based CMS solutions are inherently scalable, accommodating the growth of data and user activities without the need for complex and costly infrastructure upgrades.

Collaboration tools

Integrated collaboration features facilitate teamwork, enabling multiple users to work on projects simultaneously, providing feedback, and ensuring efficient content creation workflows.

Read: 8 Best Enterprise Headless CMS Platforms

Benefits of Cloud-Based CMS

As businesses increasingly seek efficiency, scalability, and innovation, the benefits of a cloud based CMS become paramount. Let's delve into the advantages of this technology being a game-changer for modern enterprises.

1. Enhanced flexibility and accessibility

One of the standout advantages of a cloud based CMS is its unparalleled flexibility. 

Content creators and administrators can access the system from any device with an internet connection, breaking down geographical barriers and fostering collaboration on a global scale. 

This flexibility is precious in today's remote work environment.

2. Cost-efficiency and resource optimization

Traditional CMS solutions often entail substantial upfront hardware, maintenance, and IT support costs. 

In contrast, cloud based CMS operates on a pay-as-you-go model, eliminating the need for significant initial investments. 

Moreover, the cloud's inherent scalability ensures that you only pay for the resources you use, optimizing costs as your business evolves.

3. Streamlined collaboration and workflow

Cloud based CMS platforms are designed to facilitate seamless collaboration. Team members can work on projects simultaneously, share feedback in real-time, and track changes effortlessly. 

This workflow streamlining enhances productivity, reduces turnaround times, and ensures the delivery of high-quality content.

4. Automatic updates and maintenance

Cloud based CMS providers handle updates, security patches, and maintenance tasks, relieving businesses of managing these aspects in-house. 

This ensures that the system is always up-to-date, secure, and equipped with the latest features, allowing organizations to focus on their core operations.

5. Scalability for future growth

Traditional CMS solutions may need help accommodating growing data volumes and user demands. 

In contrast, a cloud based CMS is inherently scalable, providing the flexibility to expand operations without constraints on physical infrastructure. 

6. Enhanced security measures

Cloud based CMS providers invest heavily in advanced security measures, including encryptionfirewalls, and multi-factor authentication

This robust security infrastructure protects your data against unauthorized access, data breaches, and other security threats.

7. Faster time-to-market

The agility provided by cloud based CMS accelerates content creation and delivery. 

With streamlined workflows, collaborative tools, and automatic updates, businesses can rapidly bring new products, services, or information to market, gaining a competitive edge in today's fast-paced business environment.

Read: Ultimate Guide To Choosing Your Headless CMS

benefits of cms

Making the Switch: How to Transition to Cloud Based CMS

As the benefits of a cloud based CMS beckon, making the switch involves a thoughtful and strategic transition process. 

Here's a detailed guide on navigating each step to ensure a seamless adoption of a cloud based CMS for your organization.

Step 1. Assessment and planning

Before switching to a cloud based CMS, conduct a comprehensive assessment of your current content management infrastructure. 

This initial step is critical for understanding the intricacies of your existing system and identifying specific needs and goals unique to your organization.

Key Considerations:

  • Evaluate the scalability of your current CMS.

  • Identify pain points and areas for improvement.

  • Outline the features and capabilities crucial for your organization.

  • Define migration goals and expectations.

Step 2. Choose the right provider

Selecting the right cloud based CMS provider is crucial for a successful transition. 

Factors to Consider:

  • Security Measures: Assess the provider's security protocols, encryption standards, and compliance certifications.

  • Scalability: Ensure the chosen provider can seamlessly accommodate your organization's growth.

  • Integration Capabilities: Verify compatibility with existing systems and tools.

  • Track Record: Research the provider's reputation, reviews, and case studies.

Step 3. Data migration

Migrating data from your existing CMS to the cloud based CMS can be complex. Work closely with your chosen provider to ensure a smooth transition, considering data integrity, file formats, and potential downtime.

Best Practices:

  • Conduct a thorough audit of existing data.

  • Plan for data mapping and transformation.

  • Implement a phased migration approach to minimize disruptions.

  • Regularly test data migration processes to identify and address potential issues.

Read: Content Migration: From Monolith To Headless CMS In Kontent.ai

Step 4. Training and adoption

Provide comprehensive training to your team to ensure they are well-versed in the new cloud based CMS. Foster a culture of adoption by emphasizing the benefits and demonstrating how the new system enhances their workflow.

Training Strategies:

  • Hands-on Workshops: Conduct interactive workshops to familiarize users with the new interface.

  • Documentation: Create user-friendly documentation for reference.

  • Continuous Support: Offer ongoing support through training sessions and a dedicated help desk.

  • Emphasize Benefits: Illustrate how the new system enhances workflow and addresses pain points.

Step 5. Continuous evaluation and optimization

The transition to a cloud based CMS is not a one-time event but an ongoing process. 

Regularly evaluate the system's performance, gather user feedback, and optimize configurations to ensure that the CMS continues to meet the evolving needs of your organization.

Key Activities:

  • Performance Metrics: Monitor key performance indicators related to content creation, collaboration, and system responsiveness.

  • User Feedback: Actively seek input from users to identify areas for improvement.

  • Configuration Optimization: Continuously refine configurations based on organizational changes and technological advancements.

Read: How To Migrate Your CMS With Kontent.ai?

what is cloud content management

Best Cloud Based CMS Platforms

Now, as we have covered all the basics, let's take a close look at the best cloud based CMS  platforms:


Squarespace is a famous website builder serving as a cloud based CMS. It is known for its visually appealing templates and seamless design customization options.

Key Features:

  • Visually stunning templates.

  • All-in-one platform for website building.

  • E-commerce capabilities.


Kontent.ai adopts a headless CMS approach, decoupling the content creation and storage from the presentation layer. This allows for greater flexibility in delivering content across different platforms and devices.

Key Features:


Contentful is a cloud based CMS offering a cloud-based solution for managing and delivering content. It allows developers to use their preferred frameworks for front-end development.

Key Features:

  • API-driven and headless architecture.

  • Content modeling for structured content.

  • Multi-language support.

Drupal Cloud

Drupal Cloud is a cloud based CMS version of the Drupal CMS. It is known for its flexibility, scalability, and robust architecture, making it suitable for large and complex websites.

Key Features:

  • Highly customizable and flexible.

  • Strong security features.

  • Scalable for complex projects.

Strapi Cloud

Strapi is an open-source headless Content Management System (CMS), that allows developers to create dynamic and customizable APIs for content delivery.

Key Features: 

  • Versatile plugins for extending functionality.

  • Customizable content types.

  • RESTful and GraphQL APIs.

cloud content management system


In the digital era, where content is king, adopting a cloud based CMS is a strategic move that can redefine how your organization manages, delivers, and collaborates on content. 

The benefits of enhanced flexibility, cost-efficiency, streamlined collaboration, and scalability make cloud content management a compelling choice for businesses of all sizes.

As technology continues to advance, staying ahead of the curve is essential. Embrace the power of cloud based CMS to unlock a future where content management is necessary and a dynamic force driving innovation and success in the digital landscape.

Keep up with Kapsys to learn all about content management systems!