10 best intranet software solutions for 2026 compared.
Finding the right intranet or digital workplace platform can transform how employees share ideas, access information and connect across regions. With a crowded market and each vendor claiming to be the best, internal communications and IT teams are often left overwhelmed.
This overview compares 10 leading intranet solutions – highlighting their strengths, limitations and which types of organisations they fit best. Not a ranking, but a practical guide to help match platform capabilities with internal communication goals, IT setup and company size.
Involv Intranet
Involv is a Microsoft 365-based intranet built on top of SharePoint. It’s designed to eliminate the technical complexity of SharePoint by offering a set of over 60 prebuilt components – such as news, onboarding, people directories, events, alerts and policies – that can be deployed quickly without code or IT support.
Organisations can either roll out a full intranet or start fast with Involv QuickStart, a streamlined approach that delivers the essential intranet features at a predictable, competitive price.
Rather than building from scratch, organisations get a ready-to-use framework with visual templates, content targeting, multilingual support and a branded mobile app. While it covers a broad range of internal comms and knowledge needs, it isn’t positioned for extreme customisation or smaller companies with limited Microsoft investment.
Best for: Mid-sized to large organisations using Microsoft 365, especially those without deep SharePoint expertise.
Strengths:
Weaknesses:
- Only suitable for organisations using Microsoft 365 (no Google Workspace support)
- May be overpowered for small teams with very basic communication needs
- Not a mobile-first solution, making it less suitable for retail and other frontline-heavy organisations
Staffbase
Staffbase is a communication-focused platform, originally built as a mobile app for frontline workers. Today, it supports publishing across multiple channels – from intranet pages to email campaigns and digital signage – with strong content targeting through features like “Journeys”. While not built for complex knowledge management, its focus on engaging content, mobile parity and analytics makes it a strong choice for communication-centric organisations. Staffbase is not based on Microsoft 365 or Google Workspace, but it can integrate with both to varying degrees.
Best for: Large organisations with both office and frontline workers, prioritizing mobile communication.
Strengths:
Weaknesses:
- High price point (Clearbox)
- Not ideal for deep document or knowledge management
- Search capabilities are relatively basic
Unily
Unily is a feature-rich intranet platform tailored for enterprise-scale organisations. It delivers polished UX with deep personalisation, flexible branding and robust AI features. It integrates with Microsoft 365 and Google Workspace and includes a powerful analytics suite. However, its depth can be overwhelming without dedicated resources and many clients rely on external support to get the most from the platform.
Best for: Enterprises with 10,000+ users needing custom branding, multilingual support and complex governance.
Strengths:
Weaknesses:
Fresh
Fresh is a lightweight intranet framework built on SharePoint. It focuses on delivering a modern experience on top of Microsoft 365 with intuitive templates and features like social hubs, policy management and department pages. It’s best for organisations that already work within Microsoft tools and want to avoid full custom builds. However, it has limited innovation, and customisation still leans on SharePoint knowledge.
Best for: Organisations seeking a well-supported, modern SharePoint intranet experience.
Strengths:
- Customisable templates and branding
- Employee directory and social features
- Good support team (Gartner)
- Fast deployment
Weaknesses:
- Limited innovation or unique features
- Requires SharePoint knowledge for advanced configuration
- Not well suited for multi-brand, multilingual or global rollouts
- Limited mobile capabilities (Clearbox)
Powell
Powell is a SharePoint Online enhancement platform offering an advanced “intranet in a box” experience. It layers templates, governance tools and a user-friendly admin interface over SharePoint, along with extras like a virtual office map, ideation hub and digital signage. However, it’s still deeply tied to SharePoint, meaning technical knowledge or partner support is often required.
Best for: Medium to large Microsoft 365 organisations looking to get more from their SharePoint investment.
Strengths:
- Good user interface and flexible navigation system (Clearbox)
- Smart governance features and content templates
- Good support for multi-country and multilingual use
Weaknesses:
- Not as intuitive for non-technical users (Gartner)
- Requires implementation partner or internal expertise
- Design and UX can feel templated or generic
- Some features require suite-level subscriptions or extra tools
Omnia
Omnia is a powerful intranet designed for Microsoft 365, with a focus on structure, governance and compliance. It’s ideal for organisations that need tight control over information architecture and workflows. While its UX is less visually modern, it offers advanced permissions and metadata handling. Compared with social or communication‑led platforms, Omnia’s experience may appear less engaging, but it excels where controlled knowledge access and search precision are key.
Best for: Large enterprises with strong IT governance and structured communication needs.
Strengths:
- Exceptional metadata and document management (Clearbox)
- Mature platform with stable SharePoint backbone
- Advanced enterprise search capabilities
Weaknesses:
- Less modern or engaging UI compared to newer platforms
- Requires training and SharePoint knowledge to manage (Gartner)
- Not ideal for fast-moving internal communication teams
Microsoft SharePoint + Viva
Microsoft provides the foundation for many intranet solutions via SharePoint and the Viva suite (Connections, Engage, Topics, etc.). While powerful, these are not intranet solutions out of the box. They require configuration, governance planning and often a custom build to deliver a coherent user experience. For internal communication teams, the experience can feel fragmented. SharePoint’s UI is still inconsistent, Viva is evolving rapidly and many critical comms features (e.g. targeting, analytics, mobile UX) are limited or require workarounds.
Best for: Organisations with strong internal IT/development teams and a need for full customisation within Microsoft 365.
Strengths:
- Deepest integration with Microsoft 365 (G2)
- Maximum flexibility and control for IT
- No additional licencing costs for SharePoint itself
Weaknesses:
Simpplr
Simpplr positions itself as a “modern intranet for the hybrid workforce“. It’s focused on simplicity, with clean design and automation baked into the user experience. Its AI-driven search, sentiment analytics and lifecycle management features are impressive, though integrations can require technical configuration. Simpplr is not based on SharePoint or Google Workspace but can integrate with both environments. Their focus remains on delivering an out‑of‑the‑box experience that works for desk and frontline workers alike.
Best for: Organisations wanting a sleek, out-of-the-box experience with strong governance and analytics.
Strengths:
Weaknesses:
- Less powerful in document handling or structured knowledge sharing
- Lacks the governance depth of SharePoint-based platforms
- Can become costly as your user base grows
- Limited customization options (G2)
LumApps
LumApps is a comprehensive digital workplace that supports both Google Workspace and Microsoft 365 environments. It’s particularly strong in knowledge sharing, community building and content curation. With its own AI engine and flexible integrations, LumApps is a favourite for global companies, though configuration can be complex. Implementation often involves external partners to align workflows and integrations.
Best for: Enterprises looking for a unified intranet across Google or Microsoft stacks.
Strengths:
Weaknesses:
- Less suited for structured knowledge or compliance-heavy use cases
- Setup often requires external consultants or partners (G2)
- Not as communication-centric as other platforms
- Higher TCO for smaller businesses
Workvivo
Workvivo – now part of Zoom – blends intranet features with an internal social media approach. It’s highly engaging, designed to build culture and connect employees through shoutouts, activity feeds, and mobile-first design. It’s especially effective for organisations with large deskless workforces. While it’s not a traditional intranet, Workvivo can complement an existing SharePoint or document-heavy setup by adding a human, emotional layer to the employee experience.
Best for: Companies with a strong focus on culture, social connection, and frontline access.
Strengths:
- Strong, engaging user interface that drives adoption (Gartner)
- Built-in recognition and engagement tools
- Simple to use and quick to adopt
Weaknesses:
Final Thoughts
There’s no one-size-fits-all when it comes to intranet software. Some platforms, such as Unily or LumApps, are designed for large-scale, highly complex enterprise deployments, while social-first tools like Workvivo or Staffbase are a better fit for mobile-driven, culture-focused organisations.
Involv is purpose-built for organisations working with Microsoft 365 that want a well-structured intranet without unnecessary complexity or cost. It combines a strong functional foundation with the practical expertise of internal communication and intranet specialists, helping teams launch quickly and drive adoption from day one. For organisations that value clarity, predictability and long-term usability over heavy custom development, Involv offers a balanced and future-proof approach.
Before choosing, evaluate your internal comms maturity, workforce type and IT environment. Only then will the right platform reveal itself.
Frequently asked questions
If your organisation already uses Microsoft 365, it’s smart to choose an intranet that integrates deeply with tools like SharePoint, Teams and Outlook.
Involv, Powell, Omnia and Fresh are all built on top of SharePoint and designed to enhance the Microsoft ecosystem – with different levels of complexity, flexibility and governance.
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Involv is ideal for teams that want fast deployment and autonomy without SharePoint expertise.
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Powell and Omnia offer more customisation and control, but often require IT or partner involvement.
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Microsoft Viva + SharePoint offers ultimate flexibility, but nothing is packaged – setup depends heavily on internal resources.
Platforms like Involv, Simpplr and Workvivo are known for their intuitive interfaces and ease of use.
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Involv is designed for internal communication and HR teams to manage content without IT support.
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Simpplr focuses on a sleek, modern UI with smart automation.
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Workvivo mimics social media to encourage fast adoption.
In contrast, platforms like Unily or Omnia are more powerful but require training or technical onboarding to manage effectively.
SharePoint provides strong document management, but it’s not a turnkey intranet. Out of the box, it lacks structured communication features like news targeting, mobile design, onboarding flows or engagement analytics.
If you’re relying solely on SharePoint and internal IT, expect a significant investment in time and governance planning. Most organisations choose a solution like Involv, Powell or Fresh to simplify the experience, add visual templates and give non-technical teams more control.
Reaching employees without a company laptop or email address requires mobile-first intranet platforms.
Top choices include:
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Staffbase, which was purpose-built for frontline communication and supports branded mobile apps, push notifications and digital signage.
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Workvivo, with its social-feed interface and mobile-first design that encourages peer recognition and engagement.
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Simpplr, which offers strong mobile UX and content discovery for hybrid workforces.
While Microsoft-based solutions like Involv or Powell can support frontline access via mobile apps, their strength is in structured communication for office-based teams.
Global enterprises need platforms that support multi-language content, personalisation, complex permissions and cross-regional governance.
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Unily and LumApps are strong options here – both offer powerful analytics, flexible branding and global scaling.
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Staffbase also works well for global orgs, especially those focused on communication reach and audience segmentation.
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Omnia is ideal where document governance and compliance are a top priority.
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Involv supports multilingual content and targeted communication at scale, making it suitable for larger Microsoft 365 environments – without the overhead of enterprise pricing.
Ready to explore how Involv compares to your current setup?
If you’re already on Microsoft 365 and looking for a communication-focused intranet with high adoption and zero technical headaches, Involv might be your perfect fit.
