Introduction (100–200 words)
An intranet platform is a private, company-owned digital hub where employees find news, policies, people directories, documents, and the everyday tools needed to get work done. In 2026 and beyond, intranets matter more because work is more distributed, security expectations are higher, and employees expect consumer-grade search and personalization across an increasingly complex SaaS stack.
Common use cases include:
- A single “front door” to Microsoft 365/Google Workspace apps and business systems
- Company-wide communications (news, CEO updates, campaigns, targeted announcements)
- Knowledge management (policies, SOPs, playbooks, onboarding)
- Employee directory, org charts, and expertise discovery
- Workflow initiation (requests, forms, approvals, service desk handoffs)
What buyers should evaluate:
- Content management, page building, and templates
- Search quality (including permissions-aware search)
- Personalization and audience targeting
- Integrations (identity, HRIS, ticketing, chat, storage)
- Mobile experience and notifications
- Governance (ownership, lifecycle, archiving)
- Analytics and comms measurement
- Security controls (SSO/MFA, RBAC, audit logs)
- Scalability, performance, and reliability
- Implementation effort and admin skill requirements
Best for: IT managers, internal comms teams, People Ops/HR, and department owners who need a secure, governed hub for content + communication + tool access—especially in SMB to enterprise environments (including healthcare, finance, manufacturing, and professional services).
Not ideal for: very small teams that only need a lightweight wiki, teams with minimal compliance needs, or organizations that primarily need a project collaboration tool (where a knowledge base or team workspace may be a better fit than a full intranet).
Key Trends in Intranet Platforms for 2026 and Beyond
- AI-powered findability: permissions-aware enterprise search, semantic Q&A over internal content, and auto-suggested related resources are becoming baseline expectations.
- Automation over “static pages”: intranets increasingly trigger workflows (requests, approvals, onboarding checklists) rather than acting as passive content libraries.
- Composable intranets: more teams want modular intranets that plug into an existing stack (identity, HRIS, ITSM, chat, docs) rather than monolithic suites.
- Personalization and targeting maturity: role-based, location-based, and lifecycle-based content targeting (new hire, manager, frontline) is moving from “nice-to-have” to “must-have.”
- Mobile-first for frontline workers: offline access, push notifications, and quick actions (forms, tasks, micro-learning) are critical where deskless adoption is a priority.
- Governance and lifecycle controls: orgs are demanding automated ownership reviews, stale-content detection, archiving rules, and auditability to reduce risk.
- Stronger identity-centric security: SSO/MFA, conditional access patterns, and fine-grained RBAC are increasingly non-negotiable—especially with external/contractor access.
- Analytics tied to outcomes: comms teams want “campaign measurement,” not just pageviews—read rates, acknowledgment, segmentation performance, and search gaps.
- Hybrid realities persist: even cloud-first orgs may need hybrid patterns (data residency, legacy systems, or regulated environments).
- Integration patterns standardize: SCIM user provisioning, SAML/OIDC SSO, webhooks, and prebuilt connectors are favored over custom one-off integrations.
How We Selected These Tools (Methodology)
- Prioritized widely recognized intranet platforms with sustained market presence and clear intranet use cases.
- Evaluated feature completeness across content, comms, governance, search, and employee experience.
- Considered fit across segments (SMB, mid-market, enterprise) and different workforce types (knowledge + frontline).
- Looked for integration readiness (identity providers, Microsoft 365/Google Workspace alignment, HRIS/ITSM options, APIs).
- Assessed administration and implementation realism (time-to-launch, templates, and required technical depth).
- Considered reliability/performance signals based on typical deployment models and vendor maturity (without asserting specific uptime claims).
- Reviewed security posture signals (SSO/MFA, RBAC, audit logs, encryption expectations), avoiding unverifiable certification claims.
- Included a balanced mix: Microsoft-centric, Google-centric, employee comms-first, and one enterprise-grade self-managed option.
Top 10 Intranet Platforms Tools
#1 — Microsoft SharePoint (Microsoft 365)
Short description (2–3 lines): A widely used intranet and content platform that powers many employee portals through SharePoint sites, pages, and Microsoft 365 integrations. Best for organizations standardized on Microsoft 365 and Entra ID.
Key Features
- SharePoint sites for intranet hubs, departments, and projects
- Page authoring, web parts, and templates for consistent UX
- Deep integration with Microsoft 365 (Teams, OneDrive, Outlook)
- Permissions model aligned to Microsoft identity and groups
- Document management, versioning, and governance controls
- Search experiences that can span Microsoft 365 content (configuration-dependent)
- Extensibility via Microsoft platform tooling and partner ecosystem
Pros
- Strong fit if you already pay for and operate Microsoft 365
- Mature admin controls and enterprise scalability
- Large ecosystem of integrators, add-ons, and implementation expertise
Cons
- UX consistency depends heavily on configuration and governance discipline
- Advanced intranet experiences often require extra design/dev effort or add-on products
- Information architecture and permissions can become complex at scale
Platforms / Deployment
- Web / Windows / macOS / iOS / Android
- Cloud (Microsoft 365)
Security & Compliance
- SSO/SAML (via Microsoft identity), MFA, RBAC, encryption, audit logs (capabilities depend on tenant configuration and licensing)
- Certifications: Varies / N/A (depends on Microsoft 365 program scope and customer requirements)
Integrations & Ecosystem
SharePoint commonly acts as the intranet layer over Microsoft 365 and can integrate with third-party apps through connectors, APIs, and partner solutions.
- Microsoft Teams, Outlook, Viva suite (where applicable)
- OneDrive and Microsoft file services
- Power Platform (Power Automate/Power Apps) for workflows and forms
- Identity and access via Entra ID
- Third-party HRIS/ITSM integrations (varies by connector/partner)
Support & Community
Strong documentation and a large global community. Enterprise support available through Microsoft programs; partner ecosystem is extensive. Support experience varies by licensing and partner involvement.
#2 — Unily
Short description (2–3 lines): An enterprise intranet platform focused on employee experience, communications, and governance. Typically used by large organizations that want a polished, branded intranet with strong targeting and analytics.
Key Features
- Enterprise intranet building with branded templates and components
- Audience targeting and personalization for comms and content
- Governance features for ownership, publishing controls, and lifecycle
- Analytics for content performance and campaign-like measurement
- Integration patterns for Microsoft 365 and other enterprise systems (varies by plan)
- Mobile experience options (capabilities vary by packaging)
- Multi-site, multi-region intranet structures for complex orgs
Pros
- Strong fit for enterprise comms + governance requirements
- Designed for large-scale rollouts across business units
- Typically offers mature admin and publishing workflows
Cons
- Implementation can be a project (time, stakeholders, change management)
- Likely overkill for small teams with simple wiki needs
- Cost and complexity can rise with enterprise customization
Platforms / Deployment
- Web / iOS / Android (varies by package)
- Cloud (deployment specifics: Varies / N/A)
Security & Compliance
- SSO/SAML, MFA (via identity provider), RBAC, encryption, audit logs: Varies / Not publicly stated
- SOC 2 / ISO 27001 / HIPAA: Not publicly stated
Integrations & Ecosystem
Unily is commonly positioned as a front-door experience that connects to Microsoft and non-Microsoft systems via connectors and services.
- Microsoft 365 (SharePoint/Teams) integration patterns (varies)
- Identity providers for SSO (SAML/OIDC)
- HR systems and people directories (varies by connector)
- Collaboration tools and content sources (varies)
- APIs / extensibility: Varies / Not publicly stated
Support & Community
Enterprise onboarding and professional services are commonly part of deployments. Public community presence is smaller than mass-market tools; support tiers vary by contract.
#3 — LumApps
Short description (2–3 lines): A digital workplace and intranet platform often associated with Google Workspace and Microsoft 365 environments. Suited to organizations that want centralized comms, resources, and a social layer.
Key Features
- Intranet pages, news, and resource directories
- Audience targeting and personalization by role/location
- Search and navigation across intranet content (capabilities vary by setup)
- Integrations with Google Workspace and/or Microsoft 365 (varies)
- Employee directory and profile enrichment (capabilities vary)
- Mobile access options (varies by plan)
- Governance and publishing workflows (varies by plan)
Pros
- Good fit for companies wanting an intranet that spans multiple suites
- Strong focus on comms and employee-facing experience
- Can reduce “where do I find it?” friction with curated entry points
Cons
- Integration depth depends on your stack and purchased connectors
- Requires ongoing content operations to stay fresh and useful
- Some advanced needs may require professional services
Platforms / Deployment
- Web / iOS / Android (varies by plan)
- Cloud
Security & Compliance
- SSO/SAML, RBAC, audit logs: Varies / Not publicly stated
- SOC 2 / ISO 27001: Not publicly stated
Integrations & Ecosystem
LumApps is typically deployed as a hub connecting productivity suites and internal systems, with prebuilt and custom integration options depending on plan.
- Google Workspace and/or Microsoft 365
- Identity providers (SAML/OIDC)
- HRIS and directory sources (varies)
- Collaboration apps (varies)
- APIs/webhooks: Varies / Not publicly stated
Support & Community
Vendor-led onboarding is common for larger rollouts. Documentation and support tiers vary by plan and region; community footprint is moderate.
#4 — Simpplr
Short description (2–3 lines): An employee intranet focused on ease of use, communications, and rapid deployment. Often chosen by mid-market and enterprise teams that want a modern intranet without heavy engineering.
Key Features
- Intuitive page building and content publishing workflows
- Targeted communications and segmentation (departments, locations)
- Search and content discovery (capabilities vary by configuration)
- Employee directory and org visibility features (varies)
- Governance tools for content ownership and review reminders (varies)
- Analytics focused on engagement and content performance
- Integration patterns for common workplace tools (varies)
Pros
- Typically faster time-to-value than highly customized intranet builds
- Strong fit for internal comms teams that need targeting and measurement
- Admin-friendly for non-technical publishers
Cons
- Deep customization may be more limited than build-your-own approaches
- Integration breadth varies; complex enterprises may need extra work
- Long-term success depends on editorial discipline and governance
Platforms / Deployment
- Web / iOS / Android (varies by plan)
- Cloud
Security & Compliance
- SSO/SAML, MFA (via IdP), RBAC, audit logs: Varies / Not publicly stated
- SOC 2 / ISO 27001 / HIPAA: Not publicly stated
Integrations & Ecosystem
Simpplr is commonly used alongside existing suites and focuses on integrating identity, key content sources, and collaboration entry points.
- Microsoft 365 / Google Workspace (varies)
- Identity providers (Okta/Entra ID patterns; exact support varies)
- HRIS (varies)
- Slack/Microsoft Teams (varies)
- APIs: Varies / Not publicly stated
Support & Community
Support is typically contract-based with onboarding resources. Community size is smaller than Microsoft/Atlassian ecosystems; documentation quality varies by customer tier.
#5 — Happeo
Short description (2–3 lines): A Google Workspace-oriented intranet and digital workplace platform that emphasizes communication, collaboration spaces, and internal knowledge. Often considered by organizations standardized on Google.
Key Features
- Intranet pages and structured content for teams and departments
- Google Workspace integration patterns (Drive, Calendar, etc. vary by setup)
- Channels/spaces for internal comms and collaboration (product-dependent)
- Employee directory and profile information (capabilities vary)
- Targeting and personalization (varies)
- Analytics for content engagement (varies)
- Mobile access options (varies)
Pros
- Strong appeal for Google-first organizations
- Centralizes “where to find what” across common employee needs
- Can support both comms and lightweight knowledge sharing
Cons
- May be less compelling for Microsoft-first enterprises
- Feature depth across governance/workflows can vary by plan
- Complex enterprise integrations may require additional effort
Platforms / Deployment
- Web / iOS / Android (varies by plan)
- Cloud
Security & Compliance
- SSO/SAML, RBAC, audit logs: Varies / Not publicly stated
- SOC 2 / ISO 27001: Not publicly stated
Integrations & Ecosystem
Happeo is typically used to organize Google-based content and create curated entry points to business tools.
- Google Workspace content sources (varies)
- Identity providers for SSO (SAML/OIDC)
- Slack/Microsoft Teams (varies)
- HRIS and other SaaS tools (varies)
- API access: Varies / Not publicly stated
Support & Community
Documentation and support are vendor-provided; community is smaller than mega-platform ecosystems. Support tiers and implementation help vary by contract.
#6 — Workvivo
Short description (2–3 lines): An employee experience platform with a strong social and engagement layer that can function as an intranet-like hub. Often adopted for internal communications, culture, recognition, and frontline inclusion.
Key Features
- Social feed-style communications with campaigns and targeting (varies)
- Recognition, shout-outs, and engagement features (varies)
- Spaces/communities for departments and interest groups
- Mobile-first experience suited to frontline engagement
- Content and resources surfaced through a central hub concept (varies)
- Analytics for engagement and communications performance (varies)
- Integrations with identity and collaboration tools (varies)
Pros
- Strong for driving engagement and two-way communication
- Good mobile experience for distributed/frontline workforces
- Helps internal comms measure reach and participation more directly
Cons
- May be less “document-management-centric” than SharePoint-style intranets
- Knowledge governance can require additional tooling/process
- Not every org wants a social-first interface for intranet needs
Platforms / Deployment
- Web / iOS / Android
- Cloud
Security & Compliance
- SSO/SAML, RBAC: Varies / Not publicly stated
- Audit logs, encryption, compliance certifications: Not publicly stated
Integrations & Ecosystem
Workvivo is commonly integrated with identity providers and collaboration suites to connect comms with daily work.
- Identity providers (SAML/OIDC)
- Microsoft 365 / Google Workspace (varies)
- Slack / Microsoft Teams (varies)
- HRIS connectors (varies)
- APIs/webhooks: Varies / Not publicly stated
Support & Community
Vendor-led onboarding is common. Support tiers vary; community is product-driven rather than developer-driven.
#7 — Staffbase
Short description (2–3 lines): An employee communications platform that can serve as an intranet-like destination, particularly strong for multi-channel comms (including mobile) and frontline communication needs.
Key Features
- Targeted employee communications and segmentation (varies)
- Mobile app experience for frontline reach and notifications
- Editorial workflows and publishing governance (varies)
- Analytics and measurement for comms performance (varies)
- Content hubs for policies/resources (varies)
- Employee feedback capabilities (varies)
- Integrations with workplace tools and identity providers (varies)
Pros
- Strong fit when internal comms is the main driver
- Mobile delivery and targeting help reach non-desk employees
- Governance-oriented publishing supports brand consistency
Cons
- May require pairing with a dedicated document repository for heavy KM
- “Intranet” depth may depend on configuration and packaging
- Integration needs can become complex in heterogeneous stacks
Platforms / Deployment
- Web / iOS / Android
- Cloud
Security & Compliance
- SSO/SAML, RBAC: Varies / Not publicly stated
- MFA, audit logs, SOC 2 / ISO 27001: Not publicly stated
Integrations & Ecosystem
Staffbase is often used alongside Microsoft 365/Google Workspace and can integrate with HR and identity systems for targeting and distribution.
- Identity providers (SAML/OIDC)
- Microsoft 365 / Google Workspace (varies)
- HRIS/employee data sources (varies)
- Collaboration tools (varies)
- APIs: Varies / Not publicly stated
Support & Community
Typically offers structured onboarding and support plans. Community is more customer-practitioner than developer-centric; support experience varies by contract.
#8 — Axero
Short description (2–3 lines): An intranet platform aimed at improving internal communication and knowledge sharing with a straightforward admin experience. Often considered by mid-sized organizations seeking a classic intranet feature set.
Key Features
- Intranet pages, announcements, and content areas
- Knowledge base and document organization features (varies)
- Employee directory and org visibility (varies)
- Discussion/forums or social features (varies)
- Search across intranet content (varies)
- Permissions and role-based access controls (varies)
- Basic analytics and reporting (varies)
Pros
- Purpose-built intranet experience without needing a full suite overhaul
- Typically approachable for non-technical admins
- Can consolidate scattered internal resources into one hub
Cons
- Enterprise-scale customization and ecosystem may be smaller than mega-vendors
- Integration breadth varies; verify your must-have systems
- UI/UX preferences are subjective—pilot with real employee groups
Platforms / Deployment
- Web (mobile access: Varies / N/A)
- Cloud (Self-hosted/Hybrid: Varies / N/A)
Security & Compliance
- SSO/SAML, RBAC, audit logs: Varies / Not publicly stated
- SOC 2 / ISO 27001: Not publicly stated
Integrations & Ecosystem
Axero is typically integrated into common identity and productivity workflows, with extensibility depending on plan and implementation.
- Identity provider SSO (varies)
- Microsoft 365 / Google Workspace (varies)
- Slack/Teams (varies)
- APIs: Varies / Not publicly stated
- Custom integrations: Varies / Not publicly stated
Support & Community
Vendor support and onboarding resources are generally available; community size is moderate. Exact support tiers and SLAs: Not publicly stated.
#9 — Jostle
Short description (2–3 lines): A people-focused intranet and employee engagement platform designed to simplify communications and alignment. Often used by organizations that want a friendly UX and faster adoption.
Key Features
- Company news and updates with structured publishing
- Employee directory and profiles (varies)
- Content and resources areas for policies and documentation (varies)
- Activity/engagement features (varies)
- Mobile access and notifications (varies)
- Search and navigation designed for ease (varies)
- Integrations with common workplace tools (varies)
Pros
- User-friendly approach can improve adoption without heavy training
- Good fit for comms + directory + resources in one place
- Often practical for organizations without large IT teams
Cons
- Deep enterprise customization and advanced governance may be limited
- Integration depth varies; verify HRIS/ITSM needs
- Power users may still rely on separate knowledge tooling for complex docs
Platforms / Deployment
- Web / iOS / Android (varies by plan)
- Cloud
Security & Compliance
- SSO/SAML, RBAC: Varies / Not publicly stated
- MFA, audit logs, SOC 2 / ISO 27001: Not publicly stated
Integrations & Ecosystem
Jostle is commonly paired with existing suites and focuses on connecting identity and key employee tools.
- Identity providers (SAML/OIDC)
- Microsoft 365 / Google Workspace (varies)
- Collaboration tools (varies)
- HRIS connectors (varies)
- APIs: Varies / Not publicly stated
Support & Community
Support is vendor-led; documentation and onboarding are typically oriented toward comms/admin users. Community size: moderate; support tiers vary by contract.
#10 — Liferay (Liferay DXP)
Short description (2–3 lines): An enterprise digital experience platform often used to build intranets and portals with high customization needs. Best for organizations that want a deeply tailored intranet and can support a more technical implementation.
Key Features
- Highly customizable portal/intranet framework
- Role-based personalization and content targeting (implementation-dependent)
- Content management features with structured content models (varies)
- Integration capabilities for enterprise systems (implementation-dependent)
- Support for complex org structures and multiple sites/portals
- Developer extensibility for bespoke workflows and components
- Deployment flexibility for regulated or hybrid environments (varies)
Pros
- Strong option for complex, bespoke intranet requirements
- Can align with enterprise architecture and integration patterns
- Suitable when you need more than “templates” can provide
Cons
- Requires more engineering and platform expertise than turnkey intranets
- Time-to-launch can be longer due to build/configuration scope
- Ongoing maintenance and upgrades may require dedicated ownership
Platforms / Deployment
- Web
- Cloud / Self-hosted / Hybrid (varies by how you deploy and license)
Security & Compliance
- RBAC, encryption, audit logs: Varies / implementation-dependent
- SSO/SAML/MFA: Typically via integration with your identity provider (implementation-dependent)
- SOC 2 / ISO 27001 / HIPAA: Not publicly stated (often depends on hosting and your controls)
Integrations & Ecosystem
Liferay is commonly used in environments that require custom integrations and enterprise-grade architecture patterns.
- Identity providers (SAML/OIDC) via integration
- HRIS/ERP/CRM integration (implementation-dependent)
- API-led connectivity (REST patterns; specifics vary)
- Custom portlets/modules and theming
- Partner ecosystem and system integrators (varies by region)
Support & Community
Developer documentation and community resources exist; enterprise support is typically available via contract. Implementation success often depends on partner or in-house engineering maturity.
Comparison Table (Top 10)
| Tool Name | Best For | Platform(s) Supported | Deployment (Cloud/Self-hosted/Hybrid) | Standout Feature | Public Rating |
|---|---|---|---|---|---|
| Microsoft SharePoint (Microsoft 365) | Microsoft-first orgs needing scalable intranet + docs | Web / Windows / macOS / iOS / Android | Cloud | Deep Microsoft 365 integration | N/A |
| Unily | Enterprise intranet governance + comms | Web / iOS / Android (varies) | Cloud | Enterprise targeting + governance | N/A |
| LumApps | Digital workplace hub across suites | Web / iOS / Android (varies) | Cloud | Suite-agnostic intranet experience | N/A |
| Simpplr | Mid-market/enterprise wanting fast rollout | Web / iOS / Android (varies) | Cloud | Ease of use for publishers | N/A |
| Happeo | Google Workspace-centric intranets | Web / iOS / Android (varies) | Cloud | Google-oriented intranet model | N/A |
| Workvivo | Engagement + social-first employee hub | Web / iOS / Android | Cloud | Social feed + recognition | N/A |
| Staffbase | Employee comms, especially frontline | Web / iOS / Android | Cloud | Multi-channel comms + mobile reach | N/A |
| Axero | Classic intranet needs for mid-sized orgs | Web (mobile varies) | Cloud (varies) | Straightforward intranet administration | N/A |
| Jostle | Adoption-focused comms + directory + resources | Web / iOS / Android (varies) | Cloud | Friendly UX for broad adoption | N/A |
| Liferay (Liferay DXP) | Highly customized enterprise intranets | Web | Cloud / Self-hosted / Hybrid (varies) | Deep customization and extensibility | N/A |
Evaluation & Scoring of Intranet Platforms
Weights: Core features (25%), Ease of use (15%), Integrations (15%), Security (10%), Performance (10%), Support (10%), Value (15%).
| Tool Name | Core (25%) | Ease (15%) | Integrations (15%) | Security (10%) | Performance (10%) | Support (10%) | Value (15%) | Weighted Total (0–10) |
|---|---|---|---|---|---|---|---|---|
| Microsoft SharePoint (Microsoft 365) | 9.0 | 6.5 | 9.5 | 8.5 | 8.5 | 8.5 | 8.0 | 8.35 |
| Unily | 8.5 | 7.0 | 8.0 | 7.5 | 8.0 | 7.5 | 6.5 | 7.60 |
| LumApps | 8.0 | 7.5 | 7.5 | 7.0 | 7.5 | 7.0 | 6.5 | 7.35 |
| Simpplr | 7.8 | 8.5 | 7.2 | 7.0 | 7.5 | 7.2 | 7.0 | 7.55 |
| Happeo | 7.2 | 8.0 | 7.0 | 6.8 | 7.0 | 6.8 | 7.0 | 7.20 |
| Workvivo | 7.0 | 8.2 | 6.8 | 6.8 | 7.2 | 6.8 | 6.8 | 7.13 |
| Staffbase | 7.4 | 7.8 | 6.8 | 6.8 | 7.5 | 7.0 | 6.6 | 7.18 |
| Axero | 7.0 | 7.8 | 6.5 | 6.5 | 7.0 | 6.8 | 7.5 | 7.13 |
| Jostle | 6.8 | 8.0 | 6.2 | 6.5 | 7.0 | 6.8 | 7.4 | 7.05 |
| Liferay (Liferay DXP) | 8.8 | 5.8 | 8.5 | 7.2 | 8.0 | 7.5 | 6.0 | 7.63 |
How to interpret these scores:
- Scores are comparative, not absolute “truth,” and reflect typical fit and trade-offs in this category.
- A lower Ease score doesn’t mean “bad”—it may indicate higher configurability that needs skilled admin/dev support.
- Value depends heavily on licensing, services, and how much of the platform you actually use.
- Use the totals to shortlist, then validate with pilots, integration checks, and security review.
Which Intranet Platforms Tool Is Right for You?
Solo / Freelancer
Most solo operators don’t need a full intranet. If you still want an “internal home,” prioritize a lightweight knowledge base and a simple start page.
- Consider simpler documentation tools first (a wiki/notes app) rather than enterprise intranet suites.
- If you already use Microsoft 365, a minimal SharePoint start page can work—but keep it simple.
SMB
SMBs typically need fast setup, clear navigation, and minimal admin overhead.
- Best fits: Simpplr, Jostle, Axero (depending on your preference for comms vs knowledge).
- If you’re standardized on Microsoft 365 and want the most leverage from existing spend, SharePoint can be cost-effective—provided you implement governance and keep IA tight.
Mid-Market
Mid-market buyers often need stronger governance, better targeting, and more integrations (HRIS, ITSM), but still want fast time-to-value.
- Best fits: Simpplr (ease + comms), LumApps (suite-spanning hub), SharePoint (Microsoft-first), Staffbase (comms-heavy).
- Use mid-market scale to your advantage: enforce content ownership, implement lifecycle review, and measure search gaps early.
Enterprise
Enterprises should prioritize identity integration, governance, analytics, and scalability across regions/business units.
- Best fits: Unily (enterprise comms + governance), SharePoint (Microsoft ecosystem), Liferay (deep customization), Staffbase/Workvivo (engagement and frontline reach).
- Expect a program, not a project: platform + operating model + editorial workflow + change management.
Budget vs Premium
- Budget-leaning approach: leverage what you already license (often Microsoft 365) and start with a focused intranet scope: homepage, directory, top tasks, policies, and search.
- Premium approach: choose a comms-first intranet (Unily/Simpplr/LumApps/Staffbase) if you need polished personalization, campaigns, and advanced measurement.
Feature Depth vs Ease of Use
- If you need maximum flexibility and have engineering capacity: Liferay (or a heavily customized SharePoint approach).
- If you need publisher-friendly workflows and quick adoption: Simpplr or Jostle.
- If you need enterprise comms governance: Unily is a common fit.
Integrations & Scalability
- Microsoft-centric orgs: SharePoint tends to scale best with your existing identity, content, and collaboration patterns.
- Mixed-suite or cross-platform orgs: LumApps can be attractive as an experience layer.
- Frontline-first: Staffbase or Workvivo depending on whether you prioritize comms delivery or social engagement.
Security & Compliance Needs
- Start with identity: require SSO, enforce MFA, and implement role-based access and audit logging.
- For regulated environments, validate: data residency, retention, eDiscovery alignment, admin auditability, and third-party risk management.
- If you need self-hosted or hybrid due to constraints, Liferay is the most natural fit in this list (deployment specifics vary).
Frequently Asked Questions (FAQs)
What is the difference between an intranet and a knowledge base?
An intranet is a broader employee hub (news, directory, tools, resources, workflows). A knowledge base is typically focused on documentation and answers. Many intranets include KM features, but not all KM tools are full intranets.
Do intranet platforms replace Microsoft Teams or Slack?
Usually no. Teams/Slack are real-time communication layers. Intranets are better for curated, durable information: policies, announcements, onboarding, and “source of truth” pages.
How do intranet platforms typically price?
Pricing models vary: per-user, per-employee, tiered packages, and sometimes add-ons for mobile or advanced analytics. Exact pricing is often Not publicly stated and depends on contract size.
How long does it take to implement an intranet?
Lightweight rollouts can take weeks; enterprise deployments can take months. Timing depends on integrations, branding, governance design, content migration, and stakeholder approvals.
What are the most common intranet implementation mistakes?
Common pitfalls include: no content owners, weak information architecture, over-customization early, ignoring mobile needs, and launching without measuring search gaps and engagement.
Do intranet platforms support AI search or Q&A?
Many platforms are adding AI features, but capabilities differ widely and can depend on your content sources and permissions model. Validate how AI respects access controls and how it handles citations and freshness.
What security features should be non-negotiable?
At minimum: SSO, MFA (via your IdP), RBAC, encryption, and audit logs. For larger orgs: lifecycle governance, admin role separation, and integration with your security monitoring processes.
Can an intranet work for frontline or deskless workers?
Yes, but only if the mobile experience is strong (push notifications, fast login, simple navigation, low bandwidth considerations). Comms-first platforms often perform well here; validate offline needs.
How hard is it to migrate from one intranet to another?
Migration complexity depends on content volume, permissions, page types, and embedded workflows. Plan for content cleanup, mapping, redirects (where applicable), and a communications plan to avoid “broken bookmarks.”
What are good alternatives if we don’t need a full intranet?
If you mostly need documentation: a wiki/knowledge tool may be enough. If you mostly need announcements: an employee comms platform might suffice. If you need workflows: consider an ITSM portal or automation tooling paired with a lighter hub.
Do we need an intranet if we already have SharePoint?
Not always. Many organizations use SharePoint as the intranet. Others add an intranet layer when they need better personalization, comms tooling, analytics, or a more controlled publishing experience.
How do we measure intranet success?
Track adoption (active users), search quality (top queries with no results), content health (stale pages), comms outcomes (read/acknowledgment), and operational impact (reduced tickets, faster onboarding completion).
Conclusion
Intranet platforms in 2026 are less about static “company pages” and more about findability, personalization, governance, and integration—a secure front door that helps employees get answers and take action. Microsoft SharePoint remains a foundational choice for Microsoft-centric organizations, while vendors like Unily, LumApps, Simpplr, Staffbase, and Workvivo specialize in employee experience, communications, and engagement. For deeply customized or hybrid needs, Liferay can be a strong fit when you have the technical capacity.
The best platform depends on your stack, workforce (knowledge vs frontline), governance maturity, and security requirements. Next step: shortlist 2–3 tools, run a time-boxed pilot with real employee journeys, and validate integrations and security controls before committing to a full rollout.