Your teams will inevitably grow with your success. All employees need a central place to access information, share documents, and communicate without jumping through multiple hoops.
Traditional employee portals are usually pricey and complex. Luckily, no-code platforms have changed the game.
A popular choice? WordPress. Although it’s not completely no-code, it does come with a user-friendly interface, plugins, and customization options.
In this blog, we will discuss how you can create your employee portals or intranets using WordPress. We’ve also thrown in an even better solution at the end that doesn’t require any coding skills at all.
Understanding employee portals and intranets
An employee portal is an online platform that serves as a central hub for employees to access resources, tools, and services related to their jobs. On this portal, your employees can:
- Manage personal information, benefits, payroll details, and vacation or leave requests.
- Update contact details, view and download company policies, and access training materials.
- Communicate and share knowledge via messaging, forums, or social features.
On the other hand, an intranet is a private network or website only employees can access. It focuses on internal communication, collaboration, and knowledge management.
You can:
- Share important company updates, news, announcements, and events.
- Store, share, and work on company documents and policies.
- Departments or project teams to coordinate tasks, share files, and communicate.
- Store a searchable employee directory to help employees connect and find expertise.
In simple terms, you can say that an employee portal is a specific section within a company’s intranet. And you will typically find features for essential HR processes, such as:
- Vacation and leave management: Employees can request and track vacation days or personal leave, which their managers can further approve.
- Enrollment and administration: Employees can view their benefits packages and enroll or make changes during open enrollment periods.
- Performance management: Helps with setting goals, conducting performance reviews, and providing feedback between employees and managers.
- Training and professional development: Provides access to online training courses, and skill development resources, and tracks progress.
Creating an employee portal with WordPress
1. Using network install
A WordPress Network Install, or WordPress Multisite, lets you create and manage multiple WordPress sites from one installation. Each site can have its themes, plugins, and content, and you can control everything from a single dashboard.
It’s a great option for organizations that need separate sites for different departments and projects without compromising consistent branding and control.
Pros
- Manage and update all sites, install plugins, and add security measures from one dashboard
- Keep a consistent look and feel across all sites with the same themes, and stick to your brand
- Share the same codebase across sites and reduce server load; this simplifies maintenance
- Control user roles and permissions across the network to keep access in check
Cons
- A Multisite network setup is more complex than a single WordPress site and has a learning curve
- Incorrect configuration can lead to security issues and affect the entire network
- Limited customizations due to the shared codebase
- Larger networks can cause performance issues
Setting up WordPress Network Install: A step-by-step guide
Before you get started, here are a few things you need to do:
- Backup your database and files
- Deactivate all plugins (reactivate after network setup)
- Make sure you have a compatible web server (Apache or Nginx), PHP, and MySQL/MariaDB installed
- Set up WordPress in its directory (if needed) and keep it up-to-date
Ready to install? Let’s go through the steps.
Step 1: Enable Multisite
- Log in to your WordPress admin dashboard, go to Settings > Network Setup, and click Network Setup.
- Follow the prompts to add the following code snippet to your wp-config.php and .htaccess (Apache) or nginx.conf (Nginx) files.
define('WP_ALLOW_MULTISITE', true);
Add this snippet above the line /* That's all, stop editing! Happy publishing. */
Step 2: Install the network
- Log back in, go to Tools > Network Setup, and click Create a Network of WordPress Sites.
- Choose between sub-domains or sub-directories for site addresses.
- Fill in network details (title, admin email, and site registration options).
- Click Install.
Step 3: Enable the network
Follow the instructions on the Network Setup screen, add specific lines to the wp-config.php and .htaccess files, and enable the network.
Step 4: Network Admin Dashboard Settings
- Add new sites from Sites > Add New in the network admin dashboard, and fill in details like site address, title, and language.
- Manage themes and plugins under "Themes" or "Plugins" menus.
- Use the "Users" menu to manage user accounts, roles, and permissions.
- Adjust network settings such as site registration, upload settings, and other configurations.
2. Using WordPress intranet plugins
1. All-in-One Intranet
A complete solution with employee directories, document management, calendars, and more. It offers strong access control, multiple layout options, and integrates with plugins like BuddyPress and WP ERP. It can:
- Control user accounts with different roles
- Organize, share, and track document versions
- Allow chat, forums, and messaging
- Manage projects, tasks, and calendars
- Tailor appearance and functions to fit your needs
- Secure sensitive data and limit access to authorized users
2. BuddyPress
BuddyPress includes user profiles, activity streams, messaging, groups, and forums, promoting teamwork and communication.
You can use this plugin to:
- Make profiles, connect, join groups, and chat
- Send private messages
- See recent activity
- Get updates about messages or comments
- Integrate with plugins like bbPress and Akismet
3. WP ERP
WP ERP (Enterprise Resource Planning) is a beginner-friendly business management WordPress plugin that covers 3 core sections: HR, CRM, and accounting. It can improve employee management, streamline HR processes, manage customers, maintain invoices, and generate real-time reports from a centralized platform.
4. Heroic Knowledge Base
If you want to incorporate a searchable knowledge base in your intranet, this plugin is the way to go. Use it to:
- Keep all company knowledge and policies in one place
- Easily find information and resources
- Manage document versions and track changes
- Work together on documents with version control
Installing a plugin
- Click on "Plugins" on the left side of your WordPress admin dashboard.
- Scroll to find popular plugins, or use the search box.
- Click on a plugin to learn about its functionality, ratings, last update, and active installations.
- Check ratings, last updated date, active installations, and compatibility with your WordPress version.
- If satisfied, click "Install and activate" to add it to your site.
3. Using password protected pages
The idea with password-protected pages is to limit certain content to authorized users. All you have to do is set a password for a page or post, and only people with the correct password will be able to see it.
Pros
- Easy to set up without the need for complex configurations
- Quick fix for basic intranet needs
- Free of cost since it's built into WordPress
- Protect single or multiple pages and even create a hierarchy
Cons
- Lacks advanced tools like employee directories or document management
- User and role management is harder
- Scaling with lots of protected pages can get tricky
- Relying solely on passwords might not be the safest option
Adding passwords to pages
To add a password to a new page or post or change the access to an existing one:
- In your post or page editor, go to the Page tab on the side.
- Click on Public in the Visibility option.
- Choose Password protected.
- Add a secure password in the field.
- Click Publish or Update to save your changes and make the password-protected page or post live.
You can now give the password to authorized employees who need to see the protected content.
Limitations of Using WordPress for Employee Portals
1. Security concerns
WordPress’ popularity often attracts hackers from around the world. If you don’t keep your sites secure and updated, they’ll quickly fall prey to malware injection, brute-force attacks, or cross-site scripting (XSS).
4.7 million WordPress websites are hacked per year. It’s even more concerning because your employee portal contains sensitive company data and personal information. Weak security can jeopardize the entire network.
2. Maintenance and updates
To keep your WordPress site safe, update the main software, themes, and plugins regularly. Ensure your security patches are in place and compatibility issues are resolved. Without this, you’ll become an easy target to exploit.
3. Custom coding
Even though WordPress comes with a huge collection of themes and plugins, you’ll need some custom coding and development to create a fully-featured employee portal. This can be a problem if you don't have WordPress experts or technical skills.
4. Scalability and performance
Your WordPress employee portal will include more users, content, and features as your company grows. This can slow it down, causing delays in loading pages or problems with the database.
5. Lack of dedicated intranet features
WordPress has lots of plugins for different jobs, but it might not have everything you need for an employee portal or intranet. You’ll have to customize or combine plugins, making it more complex and incompatible.
Introducing Softr as a no-code solution
What is Softr?
Softr is a platform that lets you make custom web apps, like employee portals or intranets, without coding.
It integrates with spreadsheets like Airtable and Google Sheets, so you can pull your existing data and workflows directly into your portal or intranet.
As soon as you connect with the right software, Softr will automatically build a user-friendly interface based on your data, so you can create employee directories, knowledge bases, or project tools quickly.
Plus, any changes you make in Softr or the connected spreadsheet will auto-sync, keeping your data updated at all times.
Softr also lets you customize your apps as per your brand, and control its access. Meaning, you don’t need coding or development skills to create a branded and secure employee portal or intranet of your own.
Benefits of using Softr for employee portals
Making an employee portal with Softr is not just easy and cost-effective, but you don’t need any special skills or a heavy-duty team to set it up.
Here’s why you should turn to Softr for your company employee portal:
- Build employee and client portals without coding using our no-code portal builder
- Control who sees what with gated content and user permissions for better security
- Engage your team with a social intranet featuring group chat, forums, and activity feeds
- Save time and reduce errors with task automation for onboarding, reviews, and information sharing
- Choose from a variety of templates for wikis, directories, onboarding, etc., and customize them to tailor the user experience
But you know what? Don’t just listen to us. Listen to what DS Automotives has to say about our employee portal abilities.
DS Automotive is a UK-based company specializing in Jaguar Land Rover vehicles. Up until a few months ago, company director Dan Smith was struggling to find the right platform to manage his company databases.
Soon, they turned to Airtable to maintain all his information. But now, they needed a more user-friendly interface to simplify processes for their employees. Impressed with its flexibility, customization, and free plan, Dan chose Softr.
It now helps DS Automotive employees easily see and use company info stored in Airtable. They can access it from any device, which boosts productivity and reduces frustration.
For example, vehicle technicians can view vehicle data and job history, while office staff can access customer info and bookings. This employee portal built with Airtable and Softr includes user management and is accessible to all team members.
Step-by-step guide to creating an employee portal with Softr
1. Create a Softr account
Sign up for a free account and verify it.
2. Choose a template
Now, navigate to All Apps and click on New Application. Pick a template from the library that best fits your employee portal needs.
For example, you can select an employee directory template. Once you click on the Use Template button, you’ll be prompted to add your data source like Airtable or Google Sheets.
3. Customize the application
It’s time to get creative. Add or remove sections, fields, and layouts, and drag and drop the elements as needed. Explore different features to manage users, documents, and communication, such as:
- Create roles and permissions and manage user profiles.
- Upload and manage files, including PDFs, word-processing files, and digital images. You can quickly find files by typing it in the Search tab.
- Toggle on real-time notifications and alerts, and even set up workflows for tasks and approvals, such as PTO requests or expense reports.
4. Launch and deploy
Once you're satisfied with your employee portal, click Publish to make it live. Check for errors and adjustments before sharing the portal URL with your employees or embedding it within your existing intranet site.
Integrating WordPress with Softr
Let’s say you already have an elaborate employee portal made on WordPress. But Softr has left a mark on you, and you want to integrate the two and automate workflows between them.
That’s a brilliant idea because you can integrate the two using third-party tools like Integrately and Zapier. Let’s take a closer look.
1. Integrately
Integrately lets you link WordPress with different web apps, like Softr, via custom integrations. This allows your data to flow smoothly between them.
Here's how you can integrate WordPress and Softr using Integrately:
- If you don't already have one, create an account on Integrately. And link it to your WordPress site and Softr account.
- Search for the WordPress and Softr integration on the platform.
- Use Integrately's visual builder to create a new integration workflow that fits your needs.
- Define triggers (start events) and actions (events after triggers) you want to automate.
- Match fields between WordPress and Softr to make sure the data flow is accurate.
- Run a test to check if the integration works.
- Once the test succeeds, activate the integration.
2. Zapier
Zapier is yet another popular integration and automation platform that allows you to connect WordPress and Softr.
Here's how you can link WordPress and Softr with Zapier:
- Sign up for a Zapier account (if you don’t have one) and connect it to your WordPress and Softr accounts.
- Create a new Zap by clicking on “Make a Zap” and make WordPress the Trigger and Softr the Action (or vice versa).
- Choose the specific triggers and actions you want, like creating a Softr record when a new WordPress post is published. Or updating a Softr record when a WordPress user profile is updated.
- Use Zapier's pre-built integrations for easy setup of common workflows.
- Create multi-step Zaps for more complex automation involving other applications.
Benefits of the WordPress-Softr integration
- Automate repetitive tasks between the platforms
- Sync data in real-time across them
- Streamline workflows to boost productivity
- Transfer data smoothly and manage it better
- Create tailored integrations for specific business needs
Build efficient employee portals with Softr!
Your company thrives because of your hard-working employees and a well-built employee portal instantly makes their work life a whole lot easier.
With plugins like BuddyPress and ERP, multisite networks, and password-protected pages, WordPress is a popular choice for creating an employee portal. However, WordPress can be a target for hackers, risking sensitive information.
Instead, consider Softr—a user-friendly, no-code solution that lets you build a custom employee portal by easily connecting to databases like Airtable and Google Sheets.
You can create a branded, secure portal with employee directories, document management, and HR features easily using its drag-and-drop interface. It also integrates with WordPress through Integrately and Zapier, making it a versatile option.
What is Softr
Softr is the easiest way to turn your data into powerful business apps—no code required. Connect to your spreadsheet or database, customize layout and logic, and share with your team or clients.
Join 700,000+ users worldwide, building client portals, internal tools, CRMs, dashboards, project management systems, inventory management apps, and more—all without code.
Join 700,000+ users worldwide, building client portals, internal tools, CRMs, dashboards, project management systems, inventory management apps, and more—all without code.
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Aanchal Parmar
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