12 Best Portal Software
After an extensive evaluation, I've complied this shortlist of 12 of the best portal software, and what use case each is best for:
- Liferay - Best for robust content management capabilities
- Microsoft SharePoint - Best for comprehensive document management
- Zoho Creator - Best for creating custom business applications
- Jostle - Best for improving employee engagement
- Blink - Best for frontline employee communication
- Workplace by Facebook - Best for a social media-like interface
- Bloomfire - Best for knowledge management and sharing
- Igloo Software - Best for integrating with existing tech stack
- Bitrix24 - Best for comprehensive business process management
- MangoApps - Best for hybrid work environments
- Axero - Best for internal communication and collaboration
- Simpplr - Best for streamlined corporate intranet
As someone who has extensively used various portal software, I understand how crucial it is to find a solution that offers seamless, secure file sharing, a comprehensive onboarding process, reliable client experience and customer portals, and real-time notifications in a single package.
The greatest advantage of using a robust best client portal software is its ability to create a self-service portal for self-service options, reducing the workload on your team while empowering your clients with access to the information they need.
One of the key challenges that businesses face is managing numerous requests, questions, and problems from clients and customers. It can be overwhelming and, frankly, inefficient without a proper system in place.
This is where portal software shines, providing a white-label, customizable platform that automates and organizes these interactions.
The options I've explored and selected for this guide cater to a variety of use cases, so I'll break down each platform and explain who it's best for and why.
What is a Portal Software?
Portal Software serves as a gateway that unifies access to information, people, and tools in one digital location. It provides organizations with a centralized platform to manage content, share information, and facilitate collaboration. Users of Portal Software range from businesses of all sizes to educational institutions, government organizations, and non-profits.
The platform helps these entities streamline their operations by enhancing communication, improving sensitive data access, and simplifying resource management.
Whether for knowledge sharing, project collaboration, or customer satisfaction and service, Portal Software enables users to interact seamlessly with a wide range of digital resources and services.
Overviews of the 12 Best Portal Software
1. Liferay - Best for robust content management capabilities
Liferay is a feature-rich portal solution primarily known for its exceptional content management capabilities. It provides a comprehensive platform for creating, managing, and sharing web content, which makes it highly suitable for businesses that heavily rely on content creation and distribution.
Why I Picked Liferay:
In a sea of portal software, Liferay emerged as a standout due to its robust content management features. The power it provides in handling web content is unparalleled, and this was the deciding factor in my choice. Liferay excels in enabling businesses to effortlessly create and manage content, reinforcing why it is the best for robust content management capabilities.
Standout features & integrations:
Liferay comes packed with a variety of features, including web content management, document management, and collaboration tools. Its robust content management capabilities are supported by WYSIWYG editors, versioning, and content staging. On the integration front, Liferay supports integrations with many popular platforms like Salesforce, SharePoint, and Office 365 and cloud-based storage like Google Drive, ensuring your existing systems can easily mesh with Liferay.
Pricing:
Pricing for Liferay starts from $1,000/user/month (billed annually). This includes the base platform and some standard features, and further pricing depends on the specific requirements of the organization.
Pros:
- Powerful content management capabilities
- Wide range of integrations
- Great customization options
Cons:
- High starting price point
- Might be overkill for small businesses
- Steep learning curve for non-technical users
2. Microsoft SharePoint - Best for comprehensive document management
Microsoft SharePoint is a trusted portal software that specializes in document management and collaboration. Its versatility and breadth of features make it an excellent tool for organizations requiring in-depth control and organization over their documents.
Why I Picked Microsoft SharePoint:
I chose Microsoft SharePoint for this list because of its prowess in document management. Few tools can compete with the comprehensive control it provides over document handling, cloud storage, and sharing. When it comes to the selection of the "best for" document management, SharePoint stands out with its broad array of features specifically designed to simplify and improve document-centric task management.
Standout features & integrations:
Microsoft SharePoint shines with features like document libraries, workflow automation, advanced search, and metadata management. Its ability to establish complex, custom document workflows sets it apart. Additionally, being a part of the Microsoft ecosystem, SharePoint offers seamless integration with other Microsoft services such as Office 365, Teams, and OneDrive, along with third-party applications like Salesforce and SAP.
Pricing:
Pricing for Microsoft SharePoint starts from $5/user/month, which includes access to SharePoint as part of the Office 365 suite.
Pros:
- Excellent document management features
- Seamless integration with other Microsoft services
- Flexible and customizable workflows
Cons:
- Can be complex for new users
- Customization can require technical expertise
- The interface can be less intuitive compared to other options
3. Zoho Creator - Best for creating custom business applications
Zoho Creator is a versatile portal software that enables users to build custom applications tailored to their business needs. Its strength lies in its intuitive drag-and-drop interface and powerful development tools, making it the ideal all-in-one solution for custom business applications.
Why I Picked Zoho Creator:
Zoho Creator caught my eye because of its unique emphasis on custom application creation. The way it simplifies the process of developing bespoke business applications is truly impressive, and it stands out among its competitors. It's the tool's commitment to customization that earned it the title of "best for" creating custom business applications in this lineup.
Standout features & integrations:
The platform provides a wealth of features, including data collection, automation workflows, and multi-platform app creation. Its drag-and-drop application builder simplifies the process of building custom applications, regardless of your technical prowess. Zoho Creator also integrates well with other Zoho products, as well as popular tools like Onehub, PayPal, SuiteDash, Google Apps, Zendesk and Quickbooks, facilitating a unified workflow.
Pricing:
Pricing for Zoho Creator begins from $10/user/month (billed annually), which gives you access to all the core features for developing and managing custom applications.
Pros:
- Intuitive drag-and-drop application builder
- Offers a robust set of development tools
- Excellent integration capabilities
Cons:
- The interface can be complex for beginners
- Advanced features may require some coding knowledge
- Customer support tickets could be better
4. Jostle - Best for improving employee engagement
Jostle is an intuitive platform designed to foster connectivity and communication within organizations. Its focus on boosting employee engagement through a variety of tools and features makes it a standout choice for businesses seeking to improve their internal communications.
Why I Picked Jostle:
I selected Jostle for its dedicated focus on boosting employee engagement, a critical factor in today's work environment. With its unique blend of features aimed at improving internal communication channels and fostering a sense of community forums, Jostle stood out as a distinct option among the rest. It is this emphasis on engagement that marks it as "best for" improving employee involvement.
Standout features & integrations:
Jostle offers a range of features, such as a company intranet, news articles, and a personnel directory, all aimed at promoting open communication and engagement. The platform integrates seamlessly with a variety of other tools, including Slack, Google Workspace, and Microsoft 365, providing a more holistic solution for employee communication and engagement.
Pricing:
Pricing for Jostle starts from $5/user/month, making it an affordable solution for businesses of all sizes. Please note that this is the starting price and varies based on the number of users and features required.
Pros:
- Dedicated focus on improving employee engagement
- Seamless integrations with popular communication platforms
- A wide range of features for internal communications
Cons:
- Lacks some advanced customization options
- Mobile app could be more user-friendly
- Navigation may be less intuitive for non-tech savvy users
5. Blink - Best for frontline employee communication
Blink is a digital workplace app tailored to support frontline workers. It provides an accessible platform where employees can communicate, access resources, and stay connected. It shines as the top choice for frontline employee communication because of its targeted focus on this particular workforce segment.
Why I Picked Blink:
When making my selection, Blink stood out for its dedicated approach to supporting frontline workers. It's not common to find a tool that specifically addresses the needs of this critical group, which is why I found Blink to be unique. Furthermore, it substantiates its "best for" tag by providing features and functionality designed around the communication needs of frontline employees.
Standout features & integrations:
Blink comes with key features such as instant messaging, document sharing, and a personalized feed. This is crucial in promoting effective communication within the workforce. It also integrates well with common productivity tools such as Office 365 and GSuite, adding more convenience to the user experience.
Pricing:
Blink pricing starts from $3.40/user/month. Please note that this is the starting price and may vary depending on user numbers and specific features required.
Pros:
- Designed specifically for frontline workers, addressing their unique communication needs.
- Seamless integration with popular productivity apps for added convenience.
- Personalized feed for each employee, facilitating improved communication and collaboration.
Cons:
- Its specialization in frontline communication might limit its versatility for other use cases.
- The tool might lack certain advanced features that larger organizations require.
- Despite integrating with popular apps, the list of integrations may not be as comprehensive as other tools in the market.
6. Workplace by Facebook - Best for a social media-like interface
Workplace by Facebook is a collaborative platform designed to boost productivity through familiar social media experiences. It supports communication and project collaboration and fosters company culture through its social-media-like interface. This makes it a fitting choice for those desiring a platform that resembles their everyday social media interactions.
Why I Picked Workplace by Facebook:
In my selection process, Workplace by Facebook caught my attention due to its familiar interface that many are accustomed to. Its similarity to the traditional Facebook platform minimizes the learning curve, leading to quicker adoption. This, combined with its powerful collaboration tools, makes it stand out, and it justifies its "best for" tag for those who favor a social media-like interface in their business software.
Standout features & integrations:
Workplace by Facebook offers a variety of features, such as group discussions, video calls, live broadcasts, and a news feed, which fosters a dynamic collaborative environment. It also integrates smoothly with a range of business tools such as Office 365, G Suite, and Dropbox to enhance productivity.
Pricing:
Pricing for Workplace by Facebook starts from $4/user/month. It's important to note that this is the starting price, and there may be additional costs depending on the specific needs of your organization.
Pros:
- A familiar interface that closely resembles Facebook, leading to quick adoption.
- Robust collaborative features such as group discussions and live video.
- Wide range of integrations with popular productivity software.
Cons:
- Businesses seeking a more formal platform may find the social media-style interface too casual.
- While it integrates with popular apps, some business-specific tools may not be supported.
- Users may need to adjust privacy settings carefully due to the platform's social media roots.
7. Bloomfire - Best for knowledge management and sharing
Bloomfire is a powerful tool that aims to centralize company knowledge and simplify information sharing among teams. Its strength lies in enabling organizations to create, share, and manage knowledge resources effectively, hence its appropriateness for knowledge management and sharing.
Why I Picked Bloomfire:
I selected Bloomfire for this list based on its strong focus on knowledge management. Many platforms offer communication and project management tool features, but Bloomfire's commitment to knowledge sharing sets it apart. In my judgment, its capabilities in consolidating and streamlining information access are why it's best for knowledge management and sharing.
Standout features & integrations:
Bloomfire stands out with its comprehensive search feature, which includes AI-powered tagging and categorization. Its easy-to-navigate interface ensures that all team members can find and share knowledge effortlessly. As for integrations, Bloomfire connects smoothly with a range of productivity tools such as Slack, Microsoft Teams, and Salesforce to extend its functionality.
Pricing:
The pricing for Bloomfire starts from $25/user/month. This is their starting price, and higher-tier plans with more features are available at additional costs.
Pros:
- Superior knowledge management capabilities with AI-powered tagging.
- Seamless integration with a wide range of popular productivity tools.
- User-friendly interface that simplifies knowledge navigation.
Cons:
- Starting price is relatively high, which may not be suitable for small businesses.
- Advanced features are only available at higher pricing tiers.
- The platform's breadth may require a learning curve for some users.
8. Igloo Software - Best for integrating with existing tech stack
Igloo Software is a digital workspace solution designed to enhance team collaboration. It accomplishes this by streamlining workflows and integrating seamlessly with an array of existing technology stacks, making it the ideal pick for companies looking to improve integration without overhauling their current systems.
Why I Picked Igloo Software:
In my comparison of different collaboration tools, Igloo Software's compatibility with various tech stacks made it an attractive choice. Unlike other solutions, it stands out for its ability to easily fit into a company's existing tech environment. This integration capability positions it as the best choice for companies prioritizing seamless integration with their current tech stack.
Standout features & integrations:
Igloo offers features that support a wide range of collaborative needs, including document management, team calendars, and blogging platforms. The platform's robust integrations are what truly sets it apart. Igloo integrates well with a multitude of common tools, such as Microsoft Office 365, Google Workspace, Dropbox, and Salesforce, to name a few.
Pricing:
The starting price for Igloo Software is $12/user/month. This is the base price for their offering, with more advanced packages available at higher prices.
Pros:
- Extensive integration capabilities with various tech stacks.
- Wide range of collaborative features like team calendars and blogging.
- Compatible with popular productivity tools like Microsoft Office 365 and Google Workspace.
Cons:
- Could be cost-prohibitive for small businesses due to the starting price.
- Advanced features are available only in higher-tier packages.
- The user interface might be overwhelming for some due to the multitude of features.
9. Bitrix24 - Best for comprehensive business process management
Bitrix24 is an all-encompassing platform that provides tools for communication, collaboration, and management of business processes. Its capabilities for end-to-end process oversight make it an excellent choice for organizations aiming for improved business process management.
Why I Picked Bitrix24:
After assessing various tools, I chose Bitrix24 for its comprehensive approach to managing business operations. It sets itself apart by offering a range of functionalities in one package, from project management to customer relationship management (CRM). This comprehensive suite makes Bitrix24 an excellent choice for organizations that want to oversee and manage all their processes in one place.
Standout features & integrations:
Bitrix24 comes with a host of useful features, including task and project management, document management, time tracking, and a robust CRM system. Moreover, the software provides integrations with several essential platforms such as Gmail, Google Calendar, Dropbox, and Office 365, further extending its usability and compatibility with other tools.
Pricing:
The pricing for Bitrix24 starts from $24/user/month. This is their lowest-priced paid plan, with more advanced tiers available at higher rates.
Pros:
- Provides comprehensive features for managing all business processes.
- Offers integration with popular platforms like Gmail and Office 365.
- Comes with a robust CRM system for managing customer experience relations.
Cons:
- The starting price might be high for smaller businesses.
- The user interface can be complicated for first-time users.
- Advanced features are accessible only at higher-priced tiers.
10. MangoApps - Best for hybrid work environments
MangoApps is a versatile platform designed to facilitate collaboration and communication in organizations. With its variety of tools that support both remote and in-office workflows, it is an excellent choice for businesses operating in hybrid work environments.
Why I Picked MangoApps:
I chose MangoApps for its flexibility in catering to the varied needs of a hybrid workforce. It distinguishes itself with features that enable a seamless transition between remote and office work, thereby fulfilling the unique requirements of a hybrid work setup. Its compatibility with both in-office and remote workflows makes it a top choice for hybrid environments.
Standout features & integrations:
MangoApps shines with its collaborative features like team spaces, project management, and integrated messaging. It also supports integrations with a plethora of vital services, including but not limited to Microsoft Office, Google Workspace, Dropbox, and Box, which expand its capabilities and ease of use significantly.
Pricing:
MangoApps pricing starts from $8/user/month. This is for their Team plan, which includes basic collaborative tools and integrations. More advanced features and support are available in higher-tier plans.
Pros:
- Supports a diverse range of work styles suitable for hybrid work environments.
- Offers a comprehensive set of collaboration tools.
- Integrates well with popular productivity platforms.
Cons:
- Some features might have a learning curve for first-time users.
- The most valuable features are only available in higher-priced tiers.
- Initial setup and configuration can be time-consuming.
11. Axero - Best for internal communication and collaboration
Axero is a feature-rich intranet platform that provides robust solutions for internal communication and collaboration within an organization. It's tailored to connect employees, streamline work processes, and promote a collaborative workplace culture, making it ideal for fostering internal communication and collaboration.
Why I Picked Axero:
I picked Axero due to its comprehensive approach to internal communication and collaboration. Its unique blend of intranet tools and social networking aspects makes it stand out from other platforms. I believe Axero is particularly proficient at internal communication and collaboration thanks to its easy-to-use interface and diverse set of features that encourage active employee interaction.
Standout features & integrations:
Axero excels with its advanced features, such as company-wide news feeds, instant messaging, content management, and an integrated recognition program. It also integrates seamlessly with other business tools like Google Workspace, Microsoft Office, and Salesforce, fostering a unified work experience across multiple platforms.
Pricing:
Pricing for Axero begins at $10/user/month, with a minimum of 50 seats. This provides access to their standard features and integrations, with expanded capabilities available at higher pricing tiers.
Pros:
- Comprehensive suite of internal communication and collaboration tools.
- Integrates well with other widely used business tools.
- Comes with a user-friendly interface.
Cons:
- Requires a minimum of 50 users, making it less suitable for small businesses.
- Some customization options can be complex to implement.
- Higher pricing tiers might be expensive for budget-conscious organizations.
12. Simpplr - Best for streamlined corporate intranet
21Simpplr is an advanced corporate intranet platform designed to streamline internal communication and employee engagement. It provides companies with an intuitive and easy-to-navigate space where employees can collaborate, share information, and stay connected, making it a top choice for businesses seeking a streamlined corporate intranet.
Why I Picked Simpplr:
I selected Simpplr for its ability to simplify the corporate intranet experience. Its user-friendly design and emphasis on engagement tools differentiate it from other platforms. I found Simpplr to be the best for streamlined corporate intranets due to its focus on user experience, content personalization, and integrations with other workplace tools.
Standout features & integrations:
Simpplr stands out with features like personalized content feeds, employee directories, and event management. It also offers essential integrations with platforms such as Salesforce, Workday, and ServiceNow. These integrations ensure that employees have a single, central hub for all their work activities, making their work experience smoother.
Pricing:
The pricing for Simpplr starts from $8/user/month, billed annually. This starting price covers basic features, while more advanced functionalities are available at higher pricing tiers.
Pros:
- User-friendly interface promotes ease of use.
- High level of customization allows personalized content feeds.
- Key integrations with other enterprise platforms boost productivity.
Cons:
- Annual billing could be less flexible for some companies.
- Advanced features come at a higher price.
- Smaller companies might find it too complex for their needs.
Other Portal Software Tools
Below is a list of additional Portal Software I shortlisted but did not make it to the top 12. Definitely worth checking them out.
- uPortal - Good for creating a customizable web-based university portal
- Ideagen Huddle - Good for secure document collaboration and project management
- ONE by Clearbox - Good for bringing together internal comms and digital workplaces
- Staffbase - Good for improving employee communication and engagement
- Claromentis - Good for offering a comprehensive digital workplace platform
- eXo Platform - Good for open-source enterprise social collaboration
- IBM WebSphere Portal - Good for businesses looking for enterprise-level portal capabilities
- Unily - Good for providing a customizable intranet experience
- Elevio - Good for customer support and service teams
- LiveTiles - Good for creating engaging and interactive workplace environments
- Interact Intranet - Good for driving efficient internal communication and collaboration
- Oracle WebCenter - Good for integrating web-based apps into a single, user-friendly portal
- EduBrite - Good for organizations needing an effective learning management system
Selection Criteria
In my journey of analyzing numerous intranet software, I've personally tried and researched a variety of tools to identify the top contenders.
Given the importance of internal communication and collaboration in the modern workplace, it was crucial to select software that offers not just the basic features but those which can transform the intranet into a productive and engaging hub.
Core Functionality
When looking at core functionality for intranet software, I considered the following key factors:
- Ability to share and access documents
- Possibility to create dedicated team or project spaces
- Incorporation of social networking to encourage interaction
- Presence of search functionality for easy information retrieval
Key Features
For key features, I targeted software that can deliver beyond the basics to provide a comprehensive solution:
- Customization: Tools that allow the intranet layout and design to align with the company's brand and culture.
- Integrations: The software should be able to integrate with commonly used apps and services, like Google Workspace, Microsoft 365, or Slack, to ensure smooth workflow.
- Analytics: Insight into user activity and engagement levels can help in continuously improving the intranet's effectiveness.
- Mobile Access: In today's mobile-first world, it's important for employees to access the intranet from their smartphones or tablets.
Usability
Usability forms the backbone of good intranet software. Here's what I looked for:
- Intuitive Design: A clean, user-friendly interface that requires minimal training for employees to navigate through the intranet.
- Easy Content Management: Non-tech users should be able to easily create, manage, and publish content on the intranet.
- Role-Based Access: The software should allow setting up role-based permissions, ensuring employees see only the information relevant to them.
- Strong Customer Support: Having access to timely and responsive customer support is crucial, especially during setup or resolving technical issues.
People Also Ask (FAQs)
What are the benefits of using portal software?
Portal software offers a host of benefits to organizations of all sizes and across all industries. Here are five key benefits:
- Centralized Information: Portal software serves as a central hub where all organizational information and resources are stored, making it easier for employees to find and access what they need.
- Improved Collaboration: The tools often include features that facilitate collaboration, such as team spaces, chat functions, and document sharing.
- Increased Efficiency: By centralizing information and streamlining collaboration, portal software can help reduce time wasted searching for information or waiting for responses.
- Customization: Many portal software options allow for customization, meaning the portal can be tailored to suit the unique needs and branding of the organization.
- Integrations: Most portal software integrates with other commonly used business tools, which can streamline workflows and improve productivity.
How much do portal software tools typically cost?
Pricing for portal software varies greatly based on the specific tool, its features, and the number of users. On the lower end, some basic tools start from around $5 per user per month, while more advanced and comprehensive tools can cost upwards of $25 per user per month.
What are the common pricing models for portal software?
Portal software is often priced on a per-user-per-month basis, meaning the cost scales with the size of your organization. Some providers offer tiered pricing, where each tier offers a different set of features and capacities. Other common pricing models include a flat monthly or annual fee for a certain package of features or a one-time fee for perpetual access to the software.
What's the cheapest and most expensive portal software?
The cheapest portal software usually starts at around $5 per user per month. This often includes basic collaboration and document-sharing features. On the other hand, high-end, comprehensive solutions can cost over $25 per user per month, and these typically include advanced features like robust integrations, custom branding, and analytics.
Are there any free portal software options?
Yes, there are several portal software options that offer free versions. However, these free options are typically quite basic and might not include all the features necessary for larger or more complex organizations. They are often a good starting point for small support teams or startups but may require an upgrade as your organization grows and your needs become more complex.
Related Software Reviews
Summary
In wrapping up, this guide has provided an in-depth look at various Portal Software tools available in the market, focusing on their unique selling propositions, key features, pricing, and integrations. Each software has its strengths, catering to different business needs and operational requirements. It's important to remember that the 'best' software doesn't mean it's universally suitable for everyone; rather, it's about finding the right fit for your specific use case.
Key Takeaways:
- Core Functionality: When selecting a Portal Software, it's crucial to focus on the core functionality that aligns with your specific needs. Some tools specialize in internal communication, others in streamlined corporate intranet, and some offer comprehensive business process management software. The right tool will effectively address your core operational needs.
- Key Features and Usability: The software should have an intuitive user interface and key features that promote ease of use and productivity. Look for features such as project collaboration, document sharing, or internal communication, depending on your organization's needs.
- Pricing: Prices for these tools can vary significantly. Some offer per-user/month pricing, while others might require an upfront cost. Always consider your budget and the pricing structure before finalizing your decision. It's essential to find a solution that provides value for money and fits within your financial plans.
Remember, the right Portal Software can improve your business processes, facilitate better communication and collaboration, and ultimately contribute to the overall success of your organization. Therefore, take the time to evaluate your options and select the software that aligns best with your business goals and requirements.
What Do You Think?
Of course, the world of Portal Software is vast and continually evolving. If you believe there's a tool that deserves a spot on this list and I've missed it, I welcome your suggestions. I’m always eager to explore and evaluate new tools that can provide significant value to businesses.
So, feel free to drop your suggestions in the comments or reach out to me directly. Your input can help me and other readers discover more great solutions. Thanks for contributing to a more comprehensive and helpful guide!