An employee portal (also known as an ‘employee self-service portal) is a digital platform that allows workers to access a variety of resources, information, and tools. These platforms typically integrate various functions such as document management and internal communications into a single online space.
Most employee portals today are Cloud-based. Both workers and administrators can log in from anywhere using their credentials to check for company news and perform tasks.
What is the purpose of an employee portal?
The main goal of an employee portal like Deel is to streamline processes and improve knowledge sharing across the organization. By providing a one-stop shop for employees to find resources, you reduce the time your team spends searching for documents or copying data across platforms.
When you manage a global workforce, the employee portal can bridge the physical distance between employees and allow you to work asynchronously. Departments can perform tasks like collecting documents or updating information at a time that suits them without being present.
The different types of employee portal
The following types of software usually have an employee portal:
- Human Resources Management Systems (HRMS)
- Payroll and employee benefits administration
- Learning Management Systems (LMS)
- Project management
- Internal communication
- Performance management systems
Often software combines several of these features. For example, Deel offers global HR, payroll, and immigration services on our platform, all of which connect to our employee portal.
What features should I expect in an employee portal?
Employee portals like Deel typically include the following key features:
- Personalized Dashboards: Customizable interfaces that display relevant information, tasks, and notifications specific to each user
- Self-Service Features: Capabilities allowing employees to update personal information, submit requests, and manage administrative tasks independently
- Document Management: Access to important paperwork such as the company policies, pay stubs, and employee handbooks
- Employee directory and profiles: Searchable databases of employee information, such as contact details and organizational roles. The full directory is only accessible to administrators
- Onboarding: Training materials and guided walkthrough that enable new hires to join the system and begin using it immediately
- Communication and collaboration tools: Integrated messaging systems, forums, and announcement boards to facilitate communication within the organization. For example, Deel has a range of Slack Plug-ins designed to improve collaboration over HR and payroll processes
- Accessibility: Smartphone-friendly design or dedicated mobile apps for using the portal on different devices
- Security and privacy controls: Authentication methods and user permission settings to control who has access to sensitive information
- HR automation: Triggers, filters, and actions so you can automate processes like updating employee data and tracking paid time off (PTO)
See also: 9 HR Processes to Automate [How to Do It With Deel]
What metrics can an employee portal measure?
As well as using the features, you can often use portals for data analytics. These insights can give you extra oversight into employee sentiment and company performance.
Here are some of the metrics you can measure and track:
- Employee demographics
- User adoption rate and engagement
- Participation levels in courses or programs
- Document access frequency
- Number of help requests
- Feedback ratings about user experience
Portals often connect with various other platforms so you can easily share and track data. For example, Deel has integrations with many popular tools such as Slack, Microsoft, and Zapier.
The benefits of an employee portal
Employee portals can have a widespread impact on organizations, especially if they have thousands of workers across different countries. Let’s look at the main advantages:
Increased efficiency
Self-service features enable workers to manage their own personal information or tasks such as leave requests and benefits enrollment. There’s no longer a need to send messages back and forth, potentially across different time zones. HR teams then free up more time to focus on strategic initiatives or supporting employees directly.
If you also use a centralized platform like Deel, teams no longer have to juggle different systems. They can access and update data in one place regardless of their department or region.
See also: How to Transition to Centralized Compliance Software for EnterprisesReduced costs
Digitizing and automating workflows can reduce business expenses associated with printing, mailing, and storing documents. As a result, there’s less need for office space when you don’t have to store files or equipment.
Automation and self-service features also decrease the amount of manual data entry and processing required, significantly reducing labor costs. As they’re less error-prone, they also lower the risk of compliance issues for departments like HR and payroll which often incur penalties.
See also: Benefits of Employee Self-Service for Global Payroll Teams
Higher employee engagement
Portals can boost morale by fostering a more inclusive and connected workplace. Every employee has easy access to the same tools and resources, no matter where they are. The extra consistency makes the company a more equitable place and can make teams feel more valued.
With the self-service features, teams have a higher degree of autonomy. They play a more active role in tasks like making time-off requests and updating benefits information. Having this extra independence and control can boost feelings of employee satisfaction and empowerment.
Greater oversight
Both employees and departments gain extra visibility into business operations via the portal.
As the portal involves employees more in operations, it grants them more visibility into processes and decisions that affect them. This transparency can help build trust between teams and management, as they can understand the rationale behind policies and their role in the organization.
HR teams can use the portal to conduct people analytics and gain insights into employee sentiment and business performance. By analyzing patterns and trends, such as user adoption rates or frequently used resources, they can make more informed decisions.
See also: People Analytics Strategy: How to Improve HR Decision Making
Do employee portals pose a security risk?
As portals create entry points into your network, they come with a security risk. Unauthorized users can gain access to your intranet to leak or damage data or steal company secrets. If you expose sensitive employee or customer information, you could violate privacy laws and incur penalties.
Most employee portals now come with built-in security features to protect your system. For example, Deel offers:
- Encryption
- Secure storage
- Password management
- Single-sign-on
- Authentication tools
- Proactive monitoring
Organizations must also play a part in safeguarding their system. Managing permissions, conducting regular software updates, and training employees are essential to mitigate risks. That’s why Deel has partnered with Albert to offer companies training programs on cybersecurity.
See also: How to Navigate Data Protection and Privacy Across Borders
How can you encourage employees to use the portal?
Encouraging employees to actively use the employee portal is key to maximizing its benefits for the entire company. Here are several strategies to increase engagement and usage:
- Provide a structured onboarding process that demonstrates the portal’s features and how to navigate it effectively
- Integrate essential services like time tracking and leave management that employees need for their daily work
- Offer personalized content and allow workers to customize their dashboard
- Collect feedback on the portal and implement changes
- Choose a user-friendly portal for a positive employee experience
- Lead by example by ensuring team leads and management actively use the platform
What role do employee portals play in managing global teams?
Employee portals can help businesses maintain a unified and effective workforce across different regions and time zones. They ensure that every team member, no matter where they are, has immediate access to the same information, tools, and resources.
Another significant role of employee portals is their role in reinforcing company culture. HR departments can use the software as a central hub for conveying values, celebrating achievements, and asking for help. They foster a sense of community and shared purpose among employees.
Portals like Deel also accommodate different languages, cultures, and backgrounds. We have versions in multiple languages, tailor features to different regions, and offer 24/7 support. Explore the countries that Deel Payroll supports and see how we could connect your global teams.
