Every company wants its teams to work smarter, not harder. That’s why many organizations create an employee portal, a centralized place for staff to access forms, policies, and internal services. But here’s the reality: even though most companies have one, many employees don’t use it. Often, portals are confusing, slow, or feel disconnected from how people really work.
So how do you turn a portal into a helpful, everyday tool? And more importantly, how do you get your teams to actually use it? This article will explain why portals matter, what gets in the way of adoption, and how to build one that employees genuinely find useful.
Why Do Companies Struggle with Portal Adoption?
A lot of companies roll out employee portals with the best intentions, but face poor results. Employees avoid using them because:
- The interface feels clunky or outdated
- It’s hard to find what they need
- Processes aren’t connected to their day-to-day tools
According to a Gartner survey (2023), only 31% of HR leaders believe their technology effectively supports business goals, often because of low usability and adoption challenges.
Why a Good Portal Matters
A strong employee portal makes everyday work easier. It cuts down time spent on back-and-forth emails, helps people find the right forms and policies, and keeps teams aligned. The problem? Too many portals feel like a challenge to use.
That’s where Pipefy stands out. It lets companies build portals quickly using a visual interface and with no coding needed. The result is a clean, intuitive experience. Employees can track requests, complete forms, and even get help from AI Agents, all in one place.
Build a Portal That Works for People
Before promoting adoption, make sure your portal actually helps. Focus on these essentials:
- Clear, easy design: If it looks good and is simple to use, people are more likely to come back
- Everything in one place: Put all services in one spot (HR, IT, Finance…)
- Self-service flows: Let employees handle common tasks like reimbursements, time-off requests, or onboarding without help
How to Encourage Portal Adoption
1. Tie It to Real Problems
Don’t present the portal as just another tool. Show how it solves daily frustrations, like slow approvals, lost forms, or duplicate emails.
- Connect portal use to goals like reducing response time or improving first-day onboarding
- Estimate time or cost savings from using the portal versus manual steps
2. Make the Rollout Personal
A one-size-fits-all launch won’t work. Customize the experience:
- Offer specific training by department
- Use in-portal tips and short videos
- Involve team leads as internal ambassadors
3. Make It Easy to Access
The portal should live where work happens, whether that’s email, Slack, or Microsoft Teams. For example:
- Submit a vacation request right from a chat
- Approve expenses through a notification
- Auto-fill performance reviews with existing data
4. Add a Little Fun with Gamification
Engagement doesn’t have to be boring:
- Give badges to frequent users
- Show team progress with engagement scores
- Reward or highlight departments that use the portal effectively
5. Keep Improving It
Check what’s working and what isn’t. You can use these metrics to guide changes:
| Metric | Why It Matters |
| Daily Users | Overall portal activity |
| Most Clicked Features | What people find helpful |
| Task Completion Time | Efficiency of workflows |
| Abandon Rates | Where people get stuck or drop off |
Don’t forget to ask for feedback regularly, and don’t be afraid to adjust.
Common Mistakes to Avoid When Launching a Portal
Even with good intentions and strong technology, portals can fail if common mistakes aren’t taken care of early. Here are 5 errors to avoid:
1. Launching Without User Testing
Skipping usability testing often results in a portal that looks good on paper but doesn’t meet real user needs, so it’s recommended to involve end users before the launch.
2. Overloading with Features
A portal isn’t useful if it tries to do everything at once. It’s recommended to start with the core processes employees use every week and try to add complexity only after adoption is strong.
3. Ignoring Feedback Loops
Launch shouldn’t be the finish line. It’s important to collect feedback through surveys, usage data, or focus groups, and then, act on that data continuously.
4. Relying Only on Email for Promotion
If the only announcement is an email, many employees will miss it. It’s better to use a combination of in-person sessions, team leads, and integrated reminders.
5. Not Aligning with KPIs
Every process inside the portal should connect to a measurable business outcome. This keeps leaders invested and ensures continuous improvements.
Avoiding these issues increases your chances of turning a dull portal into a living tool employees can rely on daily.
Portals as Part of a Bigger Picture
Employee portals shouldn’t be disconnected from your larger strategy. Done right, they support:
- Company-wide digital goals
- Compliance with privacy laws
- Growth in areas like internal mobility and employee development
Pipefy’s platform makes this easy. Its AI Agents work alongside built-in workflows, all configured visually. That means teams can build solutions fast, without relying on developers, while keeping control centralized.
Looking Ahead: Portals with Built-In AI
Portals are evolving fast. Instead of static menus, they’re becoming smart assistants:
- AI Agents help fill forms, route requests, and answer FAQs
- Data-driven recommendations suggest next steps
- Learning systems help connect employees with training and growth opportunities
A recent McKinsey study (2024) pointed that companies using AI inside portals saw a 40% boost in employee satisfaction with internal services.
Read more: See how HR teams can use AI Agents to speed up requests and improve the employee experience
Sample Scenario: Insurance Sector
Imagine a retail company with 1,200 employees across multiple locations. They’ve had an employee portal for years, but usage was low. People found it confusing, and most tasks still happened via email.
After switching to Pipefy and redesigning the portal using visual tools, they integrated HR, IT, and finance services in one place. They also added AI Agents to help with request routing and real-time support.
Six months later, this change could lead to the following outcomes:
- A 61% increase in portal logins
- 38% fewer internal service emails
- 29% faster average task resolution
FAQ
Why don’t people use the employee portal?
Because it can be confusing, slow, or it doesn’t match how they work. If it’s not simple and helpful, they avoid it.
How do I know if the portal is working?
Check logins, task completion, and support requests. If these improve, the portal is likely helping.
Can AI really help?
Yes, AI Agents speed up requests, guide users, and reduce manual work across teams.
How long does it take to roll out a portal?
Most teams see impact in 2–3 months. You can start small with the most used processes, then expand.
What’s the best way to introduce the portal to employees?
It’s recommended to show them how it solves daily problems. That can be done with a short video that highlights one or two key tasks.
What makes Pipefy different?
Pipefy lets you build custom portals fast, with AI Agents and visual workflows, so teams can work smarter, not harder.
How Pipefy Can Help You Drive Employee Portal Adoption
Employee portals should simplify work, not add complexity. That’s why Pipefy was designed to help teams build user-friendly, intuitive portals that people actually want to use.
With Pipefy, you can:
- Centralize HR, IT, and finance services in one place
- Build visual, easy-to-use portals without code
- Automate routine tasks with AI Agents
- Create self-service experiences that reduce email clutter
- Make your portal part of daily tools like Slack or Teams
Pipefy’s low-code platform puts business teams in control, while keeping IT and compliance needs covered. And with visual configuration, setting up automations or new flows is fast and simple.
Click the button below to see how you can build a high-adoption portal tailored to your company’s real needs:
