How to Create an Employee Portal

At a time when Quebec companies are looking to modernise their human resources management, the HR portal is an essential tool. Much more than a simple platform, it centralises all employee-related information, automates administrative processes and improves internal communication.

By choosing the creation of a custom portal, organisations gain in productivity, strengthen data security and offer their employees a better user experience. At Mallette, we support SMEs and large companies in Quebec in implementing customised digital HR solutions tailored to their strategic and operational needs.

What is an HR portal?

An HR portal is a digital platform that centralises all information and services related to human resources management within a company. Accessible online by employees, managers and the HR team, it brings together essential data such as payslips, tax statements, holiday requests and employment contracts in a single secure space.

Unlike traditional systems or paper-based exchanges, the customised HR portal automates many repetitive administrative tasks. It facilitates employee autonomy, improves internal communication and optimises the management of human capital. Integrated with an HRIS (HR Information System), it becomes a real strategic lever for modernising processes, reducing costs and boosting employee commitment.

Why set up an HR portal for your company?

Setting up a corporate HR portal can transform human resources management, making it more fluid, modern and efficient.

• Saving time and productivity: employees access their documents (wage, tax statements, contracts) directly without asking the HR department, reducing repetitive tasks for the team.

• Simplification of processes: holiday requests, tracking of hours worked or absence management are centralised and automated, reducing the risk of errors.

• Security and compliance: an internal portal ensures individualised and secure access to data, in compliance with privacy laws (e.g. Bill 25 in Quebec, RGPD in Europe).

• Employee satisfaction and engagement: the autonomy offered by the portal improves the employee experience, promotes transparency and strengthens trust in the company.

• Strategic advantage: by digitising HR processes, the organisation reduces its operational costs, improves its internal communications and positions itself as an innovative company.

HR portal functionalities

Leave and absence management

A powerful HR portal allows employees to submit leave requests directly and managers to approve them with just a few clicks. Absences are automatically integrated into the company calendar, reducing scheduling errors and conflicts.

Access to payslips and HR documents

Employees can consult and download their payslips, tax statements, employment contracts and other important documents at any time. This centralisation facilitates access to information and improves the transparency of employer-employee relations.

Managing time and schedules

Thanks to features such as punch systems and electronic timesheets, the HR portal simplifies the management of hours worked, teleworking and overtime. Data is synchronised with payroll, reducing the risk of errors.

Training follow-up and skills development

A modern portal integrates e-learning, career planning and skills management modules. This makes it possible to track the professional development of each employee and support the company's talent development strategy.

Internal communication and collaboration

In addition to administrative management, an HR intranet portal can include internal messaging, an announcements board and collaborative spaces to improve communication and employee engagement.

How do you successfully set up an HR portal?

1. Define strategic objectives

Before deploying an HR portal, you need to define your priorities: reducing administrative tasks, improving internal communication, managing careers or monitoring performance. A clear objective guarantees a better-targeted project.

2. Involve employees from the outset

An HR portal must meet the real needs of users: employees, managers and the HR team. Involve them in the diagnostic and design phase to maximise the adoption and effectiveness of the tool.

3. Choosing the right technology

Select a solution tailored to the size and needs of your organisation. This can range from a full HRIS to a custom solution based on SharePoint or Power Platform for added flexibility.

4. Customizing and configuring the portal

Adapt the interface and functionalities to your corporate culture: interactive calendar, document space, internal messaging, training tracking. Customisation promotes a better employee experience and faster adoption.

5. Training and support for users

The success of an HR portal depends on good training and internal communication. Organise training workshops, create practical guides and provide ongoing support to help people get to grips with the tool.

6. Monitoring and continuous improvement

After launch, measure the use of the portal using KPIs (connection rate, number of requests processed, employee satisfaction). User feedback can be used to adjust and enhance the portal over time.

An HR portal, a strategic asset for your organisation

Setting up an HR portal is much more than a technological tool. It's about giving your employees simple, secure access to their information, while freeing your HR teams from repetitive tasks. You gain in efficiency, transparency and satisfaction within your organisation.

At Mallette, we'll help you create a bespoke HR portal tailored to your needs and corporate culture. With our digital solutions and local expertise, you benefit from a turnkey project that transforms your HR processes and supports your growth.