Employee Experience · 12 tools ranked
Best Intranet Software in 2026
LumApps ranks first in Intranet software, followed by Simpplr and Haiilo. Intranet software gives employees one private place for company news, policies, documents, a directory and links to daily tools.
The top three
How this list is ordered: by our editorial assessment of fit for organizations of 50 to 1,000 people. Vendors can pay for more visibility; paid placements are labeled and explained in our disclosure. No commission is earned on clicks or purchases, and we do not work as an affiliate.
1. LumAppsFirst because it was built as an intranet before anything else, connects to both Microsoft 365 and Google Workspace, and reaches staff without company email through QR code, employee ID or SMS sign-in.
2. SimpplrSecond because it pairs a mature intranet with AI search and tight Microsoft and Google links, and its own pages cite a 2026 Gartner Magic Quadrant leader placement for intranet packaged solutions.
3. HaiiloThird for a German-built intranet that bundles a mobile app, 28 languages of auto-translation and audience targeting, and sells advocacy separately at a published entry rate.What is Intranet software?
Intranet software is a private website and app for a company's own employees. It holds news and announcements, policies, documents, a people directory and links to other work tools, and it controls who sees what through sign-in and audience rules. Modern products add search across connected systems, mobile access for staff without a desk, and analytics showing which messages were read.
How we ranked these
A company usually goes looking for an intranet when employees can no longer find the current holiday policy, the latest org chart or last week's announcement. The shared drive has three versions of everything, the all-staff email gets ignored, and new joiners ask the same ten questions.
Someone in HR or internal communications is then asked to fix it. The real choice is between three things that all get called an intranet: a communications hub with news and an app, a document and knowledge site, and a hybrid.
Most disappointment comes from buying one when the company needed another. Our ranking therefore weighs the product against a defined buyer, a company of 50 to 1,000 people with at least some staff who never sit at a desk.
We judged setup effort, the full price once add-ons are counted, how easily you can export your content, how tied you become to the vendor, and which kind of company each product serves. Twelve products made the list, sorted for a buyer at that size and not for the largest enterprise.
Setup: how long until staff stop asking where things are?
A usable intranet takes weeks, not days, and the gap is mostly content rather than software. The first month is spent deciding what belongs on the home page, who writes it and which old documents are worth moving. We asked how quickly each product reaches a launch with a home page, ten key policies, a directory and working sign-in.
That depends on the connector to your identity system, on whether pages are built from templates or from scratch, and on who does the migration of old documents. Products with a vendor-led onboarding project and templates rank higher than those that hand a blank canvas to an IT admin.
Frontline sign-in also counts, because a launch that skips half the workforce is not a launch. SharePoint is cheap to start and slow to finish; packaged platforms invert that.
The real price: license, app, translation and the add-on list
Only Axero lists real monthly prices for its core intranet, and every other quote hides add-ons. Typical extras are a branded mobile app, extra channels, a sandbox, AI search, translation, digital signage and premium support. Several vendors also price on headcount bands, so crossing 500 or 1,000 people changes the rate.
We modeled a 400-person company, two languages, 150 frontline users and a three-year term, then compared what each vendor says is included. Treat any published entry price as the start of the conversation, not the end.
Ask for the add-on list in writing before the first discount is discussed. SharePoint is the extreme case: the license may already be paid, while design hours are the real expense.
Getting your data out: pages, files, users and the audit trail
Export is the part buyers forget until a vendor is acquired or a contract is not renewed. An intranet accumulates pages, uploaded files, comments, user profiles and read statistics, and each type leaves differently. Before signing, ask in writing whether pages can be exported as structured content, whether files come out with their folder paths, and whether analytics are downloadable.
Wiki-style products usually offer space exports, while communication platforms lean on APIs. Ask also about retention after termination and where the data is hosted, since several vendors do not name a region on their security pages.
The strongest answers include a documented API on every tier.
Independence from the vendor: ownership, suites and ecosystem ties
An intranet is easy to enter and hard to leave, so ownership and ecosystem tie-in matter. Workvivo now belongs to Zoom, SharePoint and Confluence are parts of Microsoft and Atlassian suites, and LumApps took a major investment in 2024. None of this is a fault, but it changes pricing power and roadmap.
We looked for open APIs, standard identity protocols and contract terms that allow a downsize if headcount falls. Products that work on top of Microsoft 365 or Google Workspace reduce lock-in to the intranet vendor and raise it to the platform.
Read the renewal clause and cap price rises before you sign.
Who it's for: communications hub, knowledge site or frontline app
The twelve products fall into three groups. Communications platforms (LumApps, Simpplr, Haiilo, Unily, Interact, Workvivo) favor news, targeting and apps. Knowledge-first tools (SharePoint, Confluence, Claromentis, Axero) favor structured pages and documents.
Frontline-led tools (Speakap, with Interact and Haiilo as hybrids) favor phones and short messages. Choose the group first, then compare inside it.
A 300-person Dutch retailer and a 300-person software company should not end up with the same shortlist, because one needs shop-floor reach and the other needs good documentation.
Compared at a glance
| # | Product | Best for | Pricing | Free option | HQ |
|---|---|---|---|---|---|
| 1 | LumApps | Mid-size firms on Microsoft or Google | Quote only | None | France |
| 2 | Simpplr | Companies of 500+ with IT support | Quote only | Free trial | United States |
| 3 | Haiilo | Multilingual European employers | Quote only | None | Germany |
| 4 | Happeo | Google Workspace teams of 100-1,000 | Quote only | None | Finland |
| 5 | Axero | Budget-led firms under 500 people | Flat monthly + per user | Free trial | United States |
| 6 | Unily | Large, complex organizations | Quote only | None | United Kingdom |
| 7 | Interact | UK and US mid-size employers | Quote only | None | United Kingdom |
| 8 | Claromentis | Multi-site and regulated organizations | Quote only | None | United Kingdom |
| 9 | Workvivo | Zoom-based companies wanting a social feed | Quote only | None | Ireland |
| 10 | Speakap | Deskless teams in retail and hospitality | Quote only | None | Netherlands |
| 11 | Microsoft SharePoint | Microsoft 365 shops with admin skills | Per user / month | None | United States |
| 12 | Confluence | Engineering-led teams needing documentation | Per user / month | Free plan | Australia |
The 12 tools, reviewed
How this list is ordered: by our editorial assessment of fit for organizations of 50 to 1,000 people. Vendors can pay for more visibility; paid placements are labeled and explained in our disclosure. No commission is earned on clicks or purchases, and we do not work as an affiliate.
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EU-basedIntranet-firstFrontline access
Why #1: First because it was built as an intranet before anything else, connects to both Microsoft 365 and Google Workspace, and reaches staff without company email through QR code, employee ID or SMS sign-in.
- Best for
- Mid-size firms on Microsoft or Google
- Pricing
- Quote only
- Free option
- None
- Headquarters
- France
- Key features
- Employee intranet, Microsoft 365 integration, Google Workspace integration, Workday and Slack connectors, Unified search
- Falls short
- Prices are not published, so you cannot size a budget before a sales call.
- Wrong for
- Teams under 100 people who only need a place for news and policies.
Full assessment of LumApps
LumApps is the product we would shortlist first for a 400-person company that already lives in Microsoft 365 or Google Workspace and wants a proper front door on top of it. The pitch is plain: one intranet that pulls search, documents and news from the tools staff already use.
It also handles the awkward group, people without a work mailbox, by letting them sign in with a QR code, an employee ID or an SMS. That mix of integration depth and reach is why it leads this list.
Where it falls short
Prices are not published, so you cannot size a budget before a sales call. The French registered office sits outside Lyon proper, and the company has moved weight toward the United States since a 2024 investment, which is worth asking about if you want a European support team.
Smaller companies may find the platform more than they need.
Wrong for
Teams under 100 people who only need a place for news and policies. A flat-priced tool such as Axero, or a wiki, will cost less and take days rather than weeks to launch.
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US-basedAI searchGovernance
Why #2: Second because it pairs a mature intranet with AI search and tight Microsoft and Google links, and its own pages cite a 2026 Gartner Magic Quadrant leader placement for intranet packaged solutions.
- Best for
- Companies of 500+ with IT support
- Pricing
- Quote only
- Free option
- Free trial
- Headquarters
- United States
- Key features
- Intranet sites and pages, AI search, Newsletters, Employee app, Analytics
- Falls short
- Pricing only becomes attractive from about 500 employees, and the quote process hides what an extra module costs.
- Wrong for
- Companies below 200 people, or European firms that want a vendor with local legal terms by default.
Full assessment of Simpplr
Simpplr suits an organization of 800 or more where several departments publish and someone has to keep the content tidy. Governance settings, analytics per audience and the newsletter tools give internal communications a real editorial workflow, and the search layer is aimed at the "where is that policy" problem that drives most intranet complaints.
The 14-day trial on request is rare in this category. It sits second because its pricing and weight reward larger buyers more than the mid-size band we rank for.
Where it falls short
Pricing only becomes attractive from about 500 employees, and the quote process hides what an extra module costs. The product is broad, so a small communications team can spend its first quarter on configuration instead of content.
Headquarters and data handling are in California, which some European works councils will question.
Wrong for
Companies below 200 people, or European firms that want a vendor with local legal terms by default. Haiilo or Happeo fit those buyers better.
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EU-basedMultilingualMobile app
Why #3: Third for a German-built intranet that bundles a mobile app, 28 languages of auto-translation and audience targeting, and sells advocacy separately at a published entry rate.
- Best for
- Multilingual European employers
- Pricing
- Quote only
- Free option
- None
- Headquarters
- Germany
- Key features
- Social intranet, Mobile and desktop app, Audience targeting, Newsletters, Auto-translation in 28 languages
- Falls short
- The intranet price is not published, and the one published number covers advocacy, a different product.
- Wrong for
- Organizations that need a full document and knowledge repository in the same product, or buyers who want a flat price list.
Full assessment of Haiilo
Haiilo is the pick for a company with sites in several countries that wants staff to read news in their own language without anyone translating by hand. The app comes with the intranet rather than as a priced extra, which matters for people who never open a laptop, and targeting keeps a plant in Poland from seeing a headquarters memo meant for Munich.
The Hamburg imprint and German company register entry make the contractual side easy for a works council to review.
Where it falls short
The intranet price is not published, and the one published number covers advocacy, a different product. Deep document management is thin, so file-heavy teams still need SharePoint or Google Drive behind it.
White-label app branding is an add-on, and reporting is lighter than the larger US platforms.
Wrong for
Organizations that need a full document and knowledge repository in the same product, or buyers who want a flat price list. Look at Axero or SharePoint.
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EU-basedGoogle WorkspaceSmall and mid-size
Why #4: Fourth because it gives small and mid-size Google Workspace companies a quick-to-launch intranet with pages, channels and search, while its quote-only pricing and Google Cloud hosting limit its reach.
- Best for
- Google Workspace teams of 100-1,000
- Pricing
- Quote only
- Free option
- None
- Headquarters
- Finland
- Key features
- Pages and hubs, Channels for updates, Search across connected tools, People directory, Analytics
- Falls short
- No prices are shown, and single sign-on and user provisioning sit in the Enterprise package.
- Wrong for
- Employers with thousands of frontline workers, or buyers who must name the data region in the contract before the first call.
Full assessment of Happeo
Happeo works best for a 150-person company on Google Workspace that wants an intranet running in weeks, with someone in HR or marketing owning it. Pages are straightforward to build, channels keep announcements apart from reference content, and sign-in works with either Workspace or Microsoft credentials.
Its own pages describe it as an intranet for small and medium companies, which matches what we saw. It ranks below the top three because the ceiling is lower for large or deskless workforces.
Where it falls short
No prices are shown, and single sign-on and user provisioning sit in the Enterprise package. The security page names Google Cloud for user data but not a region, which a data protection officer will want answered in writing.
Frontline reach relies on the app and is less developed than the specialist tools.
Wrong for
Employers with thousands of frontline workers, or buyers who must name the data region in the contract before the first call. LumApps or Speakap are better starting points.
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US-basedPublished pricesSelf-hostable
Why #5: Fifth because it is one of few intranets with prices on its site, a flat $500 a month for up to 100 people, and it can also be self-hosted.
- Best for
- Budget-led firms under 500 people
- Pricing
- Flat monthly + per user
- Free option
- Free trial
- Headquarters
- United States
- Key features
- News and articles, Knowledge base, Page builder, Employee directory and org chart, Recognition and badges
- Falls short
- The cheapest tier has no integrations, no custom pages and email-only sign-in, so SSO needs Growth or above.
- Wrong for
- Large frontline employers who need a branded app and multilingual targeting from day one.
Full assessment of Axero
Axero is the intranet to look at when finance wants a number before anyone books a demo. A 90-person company can start on Essentials, try it free, and know the monthly cost, while a 400-person one sees the Growth tier at $2,000.
The feature list is wide for the price: knowledge base, directory, forms, recognition and a newsletter manager are in the same product. Both cloud and self-hosted deployment are offered, a real choice for regulated buyers.
Where it falls short
The cheapest tier has no integrations, no custom pages and email-only sign-in, so SSO needs Growth or above. The mobile app is an add-on on the lower tiers.
The interface looks more conventional than the newer platforms, and no hosting regions are named on the security page.
Wrong for
Large frontline employers who need a branded app and multilingual targeting from day one. Those buyers should compare Simpplr, Speakap or Haiilo.
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UK-basedEnterpriseAI search
Why #6: Sixth because it delivers a deep enterprise intranet with AI search and a CMS, but sells only through a custom quote and no free trial.
- Best for
- Large, complex organizations
- Pricing
- Quote only
- Free option
- None
- Headquarters
- United Kingdom
- Key features
- Intranet CMS, Content Studio, Broadcast Center, AI enterprise search, Internal communications
- Falls short
- There is no price list, no trial and no self-serve path, and the pricing page says a quote follows a form submission within 24 hours.
- Wrong for
- Companies under 500 employees or those that want to test the product before talking to sales.
Full assessment of Unily
Unily is built for organizations where the intranet is a program with a budget, a steering group and several publishing teams. The nav of its own site shows a content studio, a broadcast tool for mass messages, enterprise search and a CMS under one roof.
For a 2,000-person company with multiple brands and regions that is a coherent answer. It lands sixth because that scale and the quote-first sales route are poorly matched to buyers of 50 to 1,000 staff.
Where it falls short
There is no price list, no trial and no self-serve path, and the pricing page says a quote follows a form submission within 24 hours. A Base Package plus add-ons structure makes cost comparison with other vendors slow.
Implementation effort is high for a small communications team.
Wrong for
Companies under 500 employees or those that want to test the product before talking to sales. Happeo or Axero let you start sooner.
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UK-basedFrontline appCertified
Why #7: Seventh because it includes mobile and frontline access in every subscription and holds ISO 27001, SOC 2 Type II and Cyber Essentials, though pricing stays opaque.
- Best for
- UK and US mid-size employers
- Pricing
- Quote only
- Free option
- None
- Headquarters
- United Kingdom
- Key features
- Personalized intranet, Frontline app, Email and newsletters, Digital signage, Multilingual communications
- Falls short
- There are no published prices and no trial, and a branded mobile app, sandbox and premium support all cost extra.
- Wrong for
- Firms that want a knowledge repository or wiki more than a communications hub.
Full assessment of Interact
Interact fits a 300-person retailer or care provider in the UK or US that has desk staff and shop-floor staff and wants both in one tool. Mobile and frontline access come with every subscription, so there is no tier jump when you add the second group.
The vendor lists ISO 27001:2022, SOC 2 Type II and Cyber Essentials, which shortens a security questionnaire. Surveys, recognition and digital signage widen it beyond news.
Where it falls short
There are no published prices and no trial, and a branded mobile app, sandbox and premium support all cost extra. Offices are in Manchester, New York, Tulsa and Manila, so continental European support depends on the plan.
The breadth of modules can scatter a small team across features.
Wrong for
Firms that want a knowledge repository or wiki more than a communications hub. Confluence or SharePoint suit that job better.
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UK-basedOn-premise optionMulti-site
Why #8: Eighth because it offers SaaS or on-premise hosting and sells hubs priced by locations or applications, which suits franchises and regulated sites but not a plain company news intranet.
- Best for
- Multi-site and regulated organizations
- Pricing
- Quote only
- Free option
- None
- Headquarters
- United Kingdom
- Key features
- Franchise Hub, Enablement Hub, Charity Hub, Internal communications, Training and compliance
- Falls short
- The generic employee-news use case is now one use case among many, so the product page asks you to pick a hub first.
- Wrong for
- A single-office company that mainly wants a news feed and a directory.
Full assessment of Claromentis
Claromentis has repositioned from a general intranet into hubs for specific kinds of organization: franchise networks, operations-heavy firms and multi-site charities. For a 200-site franchisor that needs one place for manuals, training and compliance sign-off, that framing is useful.
The option to host on your own servers matters for water utilities, legal firms and other buyers named on its site. It sits eighth because it is a narrower choice than the general platforms above it.
Where it falls short
The generic employee-news use case is now one use case among many, so the product page asks you to pick a hub first. Prices are quote-only and trial access is not offered, only demos.
Reading the location-based pricing needs care, since cost grows with each site added.
Wrong for
A single-office company that mainly wants a news feed and a directory. Axero or Happeo are simpler and cheaper to run.
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EU-basedZoom-ownedSocial feed
Why #9: Ranked ninth as a major because it is now owned by Zoom, and while its pages cite a 2026 Gartner leader placement, buyers must sign a custom quote with no trial.
- Best for
- Zoom-based companies wanting a social feed
- Pricing
- Quote only
- Free option
- None
- Headquarters
- Ireland
- Key features
- Social feed, Employee app, Intranet spaces, Recognition, Workvivo TV add-on
- Falls short
- Packages are custom with add-ons for search, chat, signage and analytics, so the first quote rarely matches the final one.
- Wrong for
- Organizations that want a vendor independent of a larger platform, or a document-centric intranet.
Full assessment of Workvivo
Workvivo is the right look for a company that wants a social, app-first employee hub and already runs meetings and phones on Zoom. Posts, reactions and recognition feel like a consumer feed, which helps adoption among younger and frontline staff.
Its own pricing page says it was named a leader in the 2026 Gartner Magic Quadrant for Intranet Packaged Solutions, a claim to confirm in the report itself. As a Zoom-owned major it cannot take a top-three place here.
Where it falls short
Packages are custom with add-ons for search, chat, signage and analytics, so the first quote rarely matches the final one. There is no free trial.
Document and knowledge management is secondary to the feed, and the roadmap now follows Zoom priorities.
Wrong for
Organizations that want a vendor independent of a larger platform, or a document-centric intranet. Look at LumApps or Simpplr.
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EU-basedFrontlineTranslation
Why #10: Tenth because it is a strong frontline messaging tool with translation and read receipts, but it works more like an app than a content-rich intranet.
- Best for
- Deskless teams in retail and hospitality
- Pricing
- Quote only
- Free option
- None
- Headquarters
- Netherlands
- Key features
- Targeted news feed, Group and one-to-one chat, Automatic translation, Read receipts, Onboarding journeys
- Falls short
- A deep page structure, document library and knowledge base are not what this product is for.
- Wrong for
- Office-based companies that want wiki-style pages, policy libraries and search across many systems.
Full assessment of Speakap
Speakap suits a chain of 80 shops or restaurants where most staff use a phone, not a laptop. News can be targeted by store or role, chat covers shift questions, and read receipts show whether a safety notice was opened.
Translation into more than 100 languages begins at the Premium tier. For deskless teams it does a job that a conventional intranet tends to miss, but it is narrower than the platforms ranked above it.
Where it falls short
A deep page structure, document library and knowledge base are not what this product is for. Annual contracts carry a one-year minimum and there is no trial, only a demo.
Features such as SSO and HR sync are tier-gated, so the entry plan is thin.
Wrong for
Office-based companies that want wiki-style pages, policy libraries and search across many systems. Choose SharePoint, LumApps or Happeo.
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MajorMicrosoft 365Document-centric
Why #11: A major that comes inside Microsoft 365, so many companies already own it, but a good intranet on it takes design and admin work that the license price omits.
- Best for
- Microsoft 365 shops with admin skills
- Pricing
- Per user / month
- Free option
- None
- Headquarters
- United States
- Key features
- Team sites, Communication sites, Document libraries, Permissions, Search
- Falls short
- Out of the box it looks like a set of sites, not a front door, and good navigation, news targeting and mobile access take deliberate design.
- Wrong for
- Companies without an IT admin or partner, or those on Google Workspace.
Full assessment of Microsoft SharePoint
SharePoint is the default intranet in most Microsoft 365 companies, and for good reason: the license is already paid for, sign-in and permissions come with the tenant, and documents live next to the pages that reference them. A capable admin or a partner can build a clean intranet on it.
We rank it eleventh because the product is a toolkit, not a finished intranet, and the news, targeting and app experience staff expect come from design work or add-on products.
Where it falls short
Out of the box it looks like a set of sites, not a front door, and good navigation, news targeting and mobile access take deliberate design. Governance gets messy when every team creates its own site.
Frontline staff without a Microsoft 365 license need extra licensing or a different tool.
Wrong for
Companies without an IT admin or partner, or those on Google Workspace. They should pick a packaged intranet such as Happeo or LumApps.
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MajorWikiDocumentation
Why #12: A major wiki that many teams use as an internal knowledge hub, with a free plan for up to ten users, though it lacks the news and targeting tools of a true intranet.
- Best for
- Engineering-led teams needing documentation
- Pricing
- Per user / month
- Free option
- Free plan
- Headquarters
- Australia
- Key features
- Spaces and pages, Templates, Page permissions, Search, Jira integration
- Falls short
- There is no built-in targeted news feed, no campaign tools and no native read tracking for announcements, so communications teams end up bolting on apps.
- Wrong for
- Communications-led organizations whose main job is company-wide announcements, especially with deskless staff who rarely open a laptop.
Full assessment of Confluence
Confluence earns a place because a lot of companies, especially software teams, effectively run their internal knowledge in it: policies, runbooks, onboarding guides and project pages. Editing is fast, permissions are workable and the free plan for up to ten users lets a startup begin at no cost.
It is the strongest option here for documentation. It ranks last because it is not designed for company-wide news, audiences or frontline reach.
Where it falls short
There is no built-in targeted news feed, no campaign tools and no native read tracking for announcements, so communications teams end up bolting on apps. Spaces can sprawl without an owner.
People without a work account on the Atlassian cloud have a poor experience.
Wrong for
Communications-led organizations whose main job is company-wide announcements, especially with deskless staff who rarely open a laptop. Pick LumApps, Haiilo or Speakap.
What the data says about this market
Of the twelve products ranked, five are headquartered in the EU (LumApps in France, Haiilo in Germany, Happeo in Finland, Workvivo in Ireland and Speakap in the Netherlands) and three in the United Kingdom (Unily, Interact and Claromentis). Three are US-based (Simpplr, Axero and Microsoft) and one is Australian (Atlassian). That European weight matches the buyer base: works councils, language needs and data residency questions keep regional vendors in contention against larger US names.
Price transparency is poor. Only Axero publishes a core price list, Confluence publishes a free tier for up to ten users, and Microsoft lists SharePoint inside its suite prices. The other nine work by quote or demo, and only Simpplr and Axero offer any kind of trial.
Two products, Workvivo and Simpplr, state on their own pages that Gartner named them leaders in its 2026 Magic Quadrant for Intranet Packaged Solutions; we have not reproduced the report, so treat that as a vendor claim.
The category is also consolidating. Workvivo was acquired by Zoom, LumApps took a growth investment, and several vendors now sell AI search as the main reason to buy. For buyers this means checking what a platform does with your content, where the AI runs and what happens to your price at renewal.
We counted frontline sign-in and mobile access as ranking factors because more intranets now fail for lack of reach than for lack of features.
How to choose
1. Decide who the intranet is for before you look at demos
Start with a one-page list of audiences. Write down how many employees sit at a desk, how many only have a phone, how many have no company email, and in which languages they read. This single page eliminates half the field.
If a third of staff are on the shop floor, Speakap, Interact, Haiilo and LumApps belong on the list, and a pure document site does not. If almost everyone sits at a laptop in Microsoft 365, SharePoint or LumApps is the natural start.
Also write down who will publish. An intranet with no named owner turns stale within a quarter, whatever the software.
2. Run a two-week pilot with real content
Ask each shortlisted vendor for a sandbox or guided trial and load real material: the holiday policy, an org chart, three news posts and one department page. Have two people who are not on the project team find five answers using only search. Test sign-in on a phone for a person without a company email, and read the product's analytics after the pilot.
Where a vendor offers no trial, such as Unily, Workvivo or Speakap, ask for a reference call with a customer of your size. Score what actually happens, not what the demo promises.
3. Get the price, the data exit and the ownership in writing
Request a three-year quote at your headcount and at 20% above it, with every add-on you need listed: app, translation, AI search, sandbox, support. Ask for a cap on annual increases, the export formats for pages and files, and the hosting region. Check who owns the vendor and what a change of control means for your contract.
Then test the exit by asking for a sample export during the pilot. A vendor that cannot show you one now will not produce it in a hurry later, and that is the clearest independence signal we know.
Frequently asked questions
What is the best intranet software in 2026?
LumApps is the best intranet software for a mid-size company in 2026, because it is built around the intranet, connects to both Microsoft 365 and Google Workspace and reaches frontline staff without company email. Simpplr is the better pick above about 500 employees and Haiilo for companies working in several languages. Majors such as SharePoint and Confluence are not eligible for the top three, though SharePoint is often already licensed.
What is intranet software?
Intranet software is a private website and app that gives employees one place for news, policies, documents, the people directory and links to daily tools. Access is controlled by sign-in and audience rules. Modern products also offer mobile access, search across connected systems and read analytics, so communications teams can see whether a message reached the intended staff.
How much does intranet software cost?
Prices vary widely and are mostly quote-based. Axero publishes $500 per month for up to 100 people and $2,000 for up to 500, and SharePoint is included in Microsoft 365 plans, with Business Basic listed at $7 per user per month. Haiilo, Simpplr, LumApps and most others quote by headcount.
Budget for the app, translation and support add-ons, which move the real figure.
Is SharePoint a good intranet?
SharePoint is a good intranet foundation for companies on Microsoft 365 that have an admin or partner to design it. The license is often already paid, and permissions and documents come with the tenant. The weak points are design effort, news targeting and frontline reach, which is why many companies add a packaged product such as LumApps or Simpplr on top.
Can an intranet work for frontline staff without company email?
Yes, if the product supports sign-in methods other than email. LumApps lists QR code, employee ID and SMS access, Interact includes frontline access in every subscription, and Speakap is built around phones. Ask each vendor how a person without a mailbox signs in and recovers a password, because that is where most frontline rollouts stall.
What is the difference between an intranet and a wiki?
An intranet is aimed at company-wide communication, with news, audiences and a directory, while a wiki is aimed at documentation written and edited by many contributors. Confluence is a wiki that many teams use as a knowledge hub. If your main problem is announcements reaching staff, choose an intranet; if it is runbooks and policies, a wiki may do.
How long does it take to launch an intranet?
A focused launch takes four to ten weeks, and most of that is content. Packaged products such as Happeo and Axero can show a first version in days, while enterprise platforms like Unily and SharePoint builds run longer. Plan time for migrating policies, naming owners per section and testing on phones before announcing it to all staff.
Do I need an intranet if we use Teams or Slack?
Chat tools handle conversation, not reference. Announcements scroll away, policies are hard to find and new joiners cannot search a year of messages. An intranet keeps the stable content in one place and links into chat for discussion.
Many of the products here integrate with Teams or Slack so news can be surfaced where staff already are.
Which intranet vendors are based in Europe?
Five of the twelve are EU-based: LumApps (France), Haiilo (Germany), Happeo (Finland), Workvivo (Ireland) and Speakap (Netherlands). Unily, Interact and Claromentis are in the United Kingdom. Workvivo is owned by Zoom, so its parent is American.
Ask any vendor, whatever its address, for the hosting region and the data processing terms in writing.
How do I move content out of an intranet later?
Ask for a sample export during the pilot. Wiki-style products such as Confluence export spaces, communication platforms usually rely on an API, and file libraries can be downloaded in bulk. Confirm that pages export as structured content, that files keep their folder paths and that analytics can be downloaded.
Also ask how long data is retained after termination and in which region it is stored.
Can a small company use a free intranet?
Yes, within limits. Confluence has a free plan for up to 10 users with 2 GB of storage, and Axero offers a free trial of its Essentials tier. Beyond a handful of people, free options lack single sign-on, audit logs and permissions.
A 100-person company is better served by a flat-priced tier than by stretching a free wiki to cover company news.