Best Employee Portal Software

In today’s landscape, organizations actively focus on boosting employee motivation. Employees prefer to join those businesses where they are motivated, praised, and given work that improves their productivity.

Organizations now are proactively using employee portal software to enhance employee engagement and boost the organization’s productivity. People can find all required data related to administrative tasks on the employee web portal software.

HR professionals no longer have to manually involve in typical tasks such as onboarding, time tracking, and administrative tasks. They can also easily get feedback from employees from one location, rather than reaching out to them manually.

What is an Employee Portal Software?

Employee Portal Software is a web-based software application that acts as a centralized location where one can access documents, team communication channels, etc.

The software is used to handle a variety of HR-related tasks that includes time and attendance, payroll, learning, and collaborating using tools. Employees would be able to get all information and save time in searching for the information. People working remotely are more likely to benefit as internal communication becomes more convenient.

One can update their personal information as and when required. It becomes helpful for HR to access updated information for any further communication. There are a variety of software solutions available in the market. Organizations should choose the software according to their needs, as well as its use case of it.

How Does an Employee Portal Software Work?

The software can be a valuable application for businesses of every size. It has various use-case features that can be used to access information. It can be used on any internet-connected device, which makes it more comfortable to use from anywhere.

The portal uses secure encryption such as passwords or encryption codes. It is a self-service portal in which people can learn on their own and complete various HR administrative tasks saving time for both the employee and HR.

The portal includes content updates related to news, policy documents, and important information which can be accessed at a single location. It helps them to be informed about company matters. Overall, it is a one-stop solution for all employee activities that enhances communications and improves efficiency. 

Benefits of Using an Employee Portal Software

Companies are trying to streamline human resource operations more effectively. Its numerous benefits have increased its popularity, and even there is employee portal software for small businesses specifically. Let’s discuss some advantages of using employee portal software. 

1. Improving HR Operations

   Manually uploading data every day is lengthy and time-consuming for HR professionals. The software can assist by automating the traditional tasks which can be done manually, which include onboarding, timesheet, attendance, and so on. This frees up HR professionals to concentrate more on management decisions.

2. Offering a Unified Employee Experience

   It becomes engaging for employees when the portal is user-friendly and data can be sourced through one platform. The software for the employee portal contains all the relevant details and applications needed for their jobs like policies, announcements, benefits, and training materials.

3. Remove Fiction and Retain Talent

   Organizations understand that to retain their talented employees, they must offer the correct employee experience. In this competitive world, retaining an employee is challenging, and other competitors could take advantage of it. Hence it is necessary to enhance the employee experience.

4. Increasing Employee Engagement

   HR employee portal software can help improve employee insight into the company by providing a transparent communication channel. It creates a sense of belonging, nurtures, improves internal communication, and allows for the exchange of ideas and feedback, resulting in a more engaged working environment.

5. Increase Workforce Productivity and Performance

   Employee Portal reduces the workload for HR teams significantly, reducing time and people to manage. Low-value tasks can be completed by automated workflows, allowing for prioritizing resources for more high-value tasks. The performance increase is not only limited to the HR department but also applies to managers, and admins.

6. Improving Employee Perceptions

   An organization’s perception can be judged by how an employee feels at work. A positive perception would lead to increased productivity, lower retention rates, better employee experience, and vice versa. Using technology that has a positive impact on the work environment that nurtures talent, engagement, and satisfaction among employees leads to a positive image of the company.

7. Optimized Corporate Expenses

   Automating low-value, paperwork, and repetitive tasks saves time, resources, and money for focusing on more important tasks. This allows the organization to prioritize high-end tasks, resulting in higher cost savings. Additionally, the software’s efficiency to handle multiple tasks describes its efficiency in cost-cutting for the company.

Features of Web Employee Portal Software

Being an employee account portal software, many useful features streamline the overall employee experience and make processes more efficient. Some of the most common features of web employee portal software include:

1. Employee Onboarding

   The software provides a smooth onboarding process for recruits. They can access all the important information like documentation forms, and training materials in a centralized place. New hires get a positive experience making the process efficient, and less stressful for both employers and employees.

2. Shift Management

   Employers can easily create and manage schedules for employees. On the other hand, the latter can view their shift timings, and work allocation, share it with their team, and also notify any changes in advance. This helps in prior planning avoiding last-minute hustle.

3. Event Management

   Employee Portal Software simplifies the process of managing events in an organization. Employees can access the tool to check the availability of meeting rooms so they can plan meetings accordingly. This helps save time in preparing in advance and ensures there is no delay.

4. Document Management

   Storing all important documents is a must requirement for anyone. Plus having a single location to store is a needed advantage. Employees can store all the required documents like training modules, handbooks, policies, etc. in digital form and can be easily shared with the respective team when needed.

5. Message boards, chatrooms, and direct messaging

   Communication is the key to successful business management. A lack of proper mechanisms to communicate among team members could lead to delays in projects and lower performance. The software can facilitate effective communication through chatrooms, message boards, and direct messaging which would increase collaboration and connected workplace. Hence everyone remains on the same page.

6. Product and Service Information

   Staying up to date with information about products and services helps employees to provide accurate detail to the customers. Sales and customer success departments are most beneficial as they have regular interaction with customers and inform them as and when required.

7. Calendar Management Functions

   The portal helps employees to schedule appointments and important meetings with other members. Hence, one can be informed in advance about upcoming tasks and deadlines, which will assist them in better time management and avoid clashes at the last moment.

8. Task and Project Management

   Completing assigned tasks and monitoring them is essential for better productivity. The software enables employees to track ongoing projects and assign responsibilities to their team members for timely completion. It ensures smooth collaboration resulting in more productive outcomes.

Top 5 Employee Portal Software Comparison

There are various software available in the market which offer numerous options, each having different features and capabilities. Here are the five best employee portal software that you should consider 

1. Bitrix24 

Bitrix24 is an online collaboration software that offers a variety of tools for improving communication, team collaboration and team management, HR automation, and CRM. It includes various features like video and chat calls, task assigning, document sharing, and more in one interface. For businesses looking to manage HR tasks, it is a useful tool for employee motivation.

Features

• Employee directory
• Work time tracking & reports
• Absence management
• Workflow automation
• Request & approvals
• Announcement & appreciations

Pros

• The software is priced for businesses of all sizes.
• It offers a range of features, making it an ideal choice.
• It is easy to operate and has a user-friendly interface.

Cons

• For HR and automation-related tasks, it is only available at the professional plan.
• There is limited storage offering at lower plans.

Pricing

There are 4 pricing options available.

• Free Plan 
• Basic - $53/ month
• Standard- $106/ month
• Professional- $212/ month

2. Hivebrite

Hivebrite is an engagement platform created to help organizations to nurture online communities. It contains a wide variety of features for managing events and communications. Additionally, it uses a modern API to integrate with your CRM. It contributes a central hub for members to share information and collaborate. It assists businesses to empower themselves and to grow their online community.

Features

• Groups for community engagement
• Membership and donations management
• Job portals for career opportunities

Pros

• It is a recommended platform for community management.
• Advanced tools for communication.
• It has a customized portal for branding requirements.

Cons

• There is no proper pricing information available
• It doesn’t have many integration options.

Pricing

• Hivebrite offers specific pricing based on the organization’s needs and requirements. For additional details, you need to get in touch with their sales team

3. Boardable

Boardable is a board management software that assists in streamlining the process of conducting board meetings. It includes tools for organizing meetings, managing board documents, and coordinating collaboration among members.

Features

• Scheduling, agenda creation, & document management
• Analytics tools for tracking progress
• Record votes virtually for important decisions
• Conducting surveys and polls for feedback

Pros

• It has a simple and engaging interface.
• Contains specific features for board management.
• It has options to integrate with known productivity applications.
• It is an affordable option for small businesses.

Cons

• It has limited customization options.
• It is primarily focused on onboard management.
• Might not be useful for large organizations.

Pricing

There are 4 options for pricing available.

• Free Plan
• Essentials Plan- $17.99/user/month
• Professional- $26.99/user/month
• Enterprise- Customized planning as per business requirements.

4. Claromentis

Claromentis is a digital workplace solution that is easy to use and has various integrated and customizable platforms. It offers employees interactive features like communication management, collaborative learning, task management, and sharing. The software tailors to the particular requirements of businesses and builds a personalized workplace experience.

Features

• HR and employee management tools
• Automated Workflow 
• LMS for training and development
• Integration with third-party systems
• Advanced security feature to protect data

Pros

• It includes robust HR and learning program functionality.
• Can be integrated with various third-party tools.
• Includes comprehensive tools for digital workforce management.

Cons

• It has limited out-of-the-box customization options.
• It may be suited for small businesses.
• There is a learning curve involved for new users.

Pricing

There are 3 pricing options available.

• For medium-sized companies- $8/user/month.
• For large-sized companies- $4/user/month.
• For enterprises- $1.50/user/month.

5. Easy Software

Easy Software offers document-based solutions that cover digitalization, document management, and HR management. It automates various document processes, improves efficiency, and enhances data security within the organization. With Easy Software, businesses can optimize their workflow and raise their productivity. It is a great tool for businesses that have specific requirements.

Features

• Centralized document storage 
• Compliance and record management
• Digital document capture with text recognition
• E-signature option to sign legal documents
• Automated workflow for process management

Pros

• Easy document management and integration with existing systems.
• It has advanced search capabilities for document retrieval.
• Workflow automation to smoothen the process.

Cons

• It has tailored pricing which is not specific.
• There is a chance initial setup may require technical expertise.

Pricing

• The pricing is based on the organization’s business requirements.

What are the Challenges of Implementing Employee Portal Software?

Employee Portal Software is an essential tool for managing employee experience. However, there are several challenges to it -

1. Portal Design

   A creative and user-friendly design is necessary to make it appealing. However, it is a challenging task. The portal should be appealing, easily navigable, and should offer a seamless user experience. Maintaining the balance between keeping the software simple and including necessary features is a challenging task.

2. Testing and Rollout

   The software must be ensured to handle thorough testing to check its stability and security. There can be different scenarios where there would be different stakeholders and addressing each feedback could be a challenging task. It requires careful consideration when the software is rolled out to all people in the organization.

3. User Training and Subsequent Uptake

   Employees from non-technical backgrounds may have difficulty in understanding the technical aspects; hence separate sessions would be required for them. Organizing sessions is a time-consuming process. Employees also need to be encouraged to adopt new technological changes and convince them to integrate them into their daily work.

4. User Skepticism

   People resist change. Implementing new software may cause concerns about job security and the benefit of the software portal. Employees need to be taken into confidence by highlighting the advantages and improvements that would be beneficial to them.

Latest Trends in Employee Web Portal Software

With the evolution of technology, employee web portal software is rapidly changing, and the latest trend focuses more on providing employee engagement and overall smooth experience. Here are four prominent trends in employee portal software -

1. Mobile First Approach

   Smartphone users are increasing more than ever. It has become a common useful device for most people to access any information. Keeping these things in mind, the software portal should be mobile-friendly for ease of employees. Mobile-responsive interfaces, friendly navigation, and push notifications are some of the prerequisites to enhance user experience.

2. Personalization and Customization

   Employee portals nowadays are being customized according to employees’ preferences. Employees can customize their dashboards, layouts, and widgets. This helps in creating a better overall experience and enhances engagement.

3. Integration with Collaboration Tool

   For effective communication, it is important to have the right tools. Software is being integrated with various integration tools such as chatbot messages, file-sharing platforms, video calling, etc. Employees need not have to switch between multiple platforms, and all information can be accessed in one place.

4. AI-Powered Resistance

   The introduction of AI has revolutionized how we work. Chatbots and virtual assistants are integrated into software portals to assist employees. AI will help them answer the required questions, assist in decision-making, and recommend options based on individual data.

Conclusion

There is no question that the employee software portal is helping the organization in enhancing employee engagement with its collaboration features. It promotes transparency by allowing access to information like policies, benefits, and documents. A seamless digital ecosystem connects the dots of HR Software Development.

HR managers can focus on strategic decisions rather than focusing on manual, repetitive tasks. Organizations can identify the loopholes through reports and analytics and modify their future strategies based on their data