Keeping everyone on the same page gets harder as your team grows. Important updates get buried in email threads, policies live in random folders, and new hires don’t know where to find what they need. That’s where a modern intranet comes in—it gives your team a single, searchable place to access documents, announcements, and internal tools.

The best intranet software goes beyond just storing files. In this post, we’ll cover seven of the best intranet tools for 2025—so you can find one that fits your company’s size, culture, and needs.

What is an intranet?

An intranet is a private workspace where your team can share information, access key documents, and stay aligned on internal updates—all in one place.

It’s typically used to:

• Centralize documents, updates, and team resources
• Share announcements, policies, and internal news
• Provide quick access to tools, dashboards, or reports
• Streamline onboarding, training, or project handoffs

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Modern intranets can look very different depending on your team’s size and needs. Some are simple knowledge hubs; others integrate with tools like Airtable, Hubspot, monday.com, or Notion to show real-time data or project updates.

Let’s take a look at the main types and what each one is best suited for.

What are the types of intranet and their use cases?

Not every team needs the same kind of intranet. Some are built for top-down announcements, others for real-time project updates or employee engagement. Choosing the right type depends on how your team works, what kind of information you’re managing, and who needs access.

Here are the most common types—and how to know which one’s right for you:

1. Traditional intranet

Traditional intranets are often static, IT-managed internal websites used to host policies, HR docs, and company-wide announcements. They prioritize structure and control but often lack flexibility or interactivity. A central admin team usually updates content, and collaboration features are limited or non-existent.

Best for: Larger organizations with formal structures and top-down communication needs.

2. Social intranet

A social intranet adds familiar features like commenting, tagging, and activity feeds to encourage engagement. It’s designed to make internal communication feel more human and interactive, but can sometimes feel cluttered or less structured for task-based work.

Best for: Distributed or hybrid teams looking to improve engagement and internal culture.

3. Collaborative intranet

Built for teams that need to work together on projects, this type of intranet focuses on file sharing, task tracking, and real-time updates. It often integrates with productivity tools and gives everyone access to the same workspace. The trade-off is that content governance may require more setup.

Best for: Project-based teams that need shared visibility and fast coordination.

4. Cloud-based intranet

These platforms are hosted online (rather than on internal servers), making them accessible from anywhere. They often offer easy integrations and faster setup but may rely on third-party tools or data sources to handle specific use cases.

Best for: Remote or hybrid teams that need flexibility and simple setup across locations.

5. Custom or modular intranet

Custom intranets are built from scratch or customized with no-code platforms that let teams structure their own internal hub. They offer the most flexibility—like connecting to existing data sources, customizing layouts, or managing permissions—but require more initial setup and planning.

Best for: Growing teams with specific workflows or data needs who want control without IT overhead.

What to look for in an intranet

A good intranet helps you store and share information. A great one actually improves how your team works—making it easier to stay aligned, move faster, and reduce the back-and-forth.

Here are the essentials to look for when choosing the right intranet for your team:

• Up-to-date content: Teams move fast, and outdated documents create confusion. Choose an intranet that makes it easy to keep information current—whether that’s syncing with other tools or streamlining how updates are made.
• Flexible access control: Your team probably works across departments, roles, or even clients. A good intranet lets you manage who sees what without overcomplicating things—so internal policies stay internal, and the right people have the right access.

• Customizable layouts: Not every team works in a wiki or folder tree. Look for options that let you organize information in a way that reflects your day-to-day—like task lists, calendars, or project views.
• Accessible from anywhere: Whether your team is remote, hybrid, or on the move, your intranet should be easy to open from any device. Bonus if it doesn’t require a VPN or extra software to load.
• Quick to set up and maintain: If getting started requires a long onboarding or developer time, it’s probably more than you need. Look for something your team can roll out and manage on their own, with minimal setup and no steep learning curve.
• Plays well with other tools: Your team’s already using spreadsheets, docs, or CRMs to manage work. The best intranets let you pull those pieces together—not copy them over—so everyone has one place to find what they need.

Best intranets to consider for your company hub

With dozens of intranet platforms on the market, the right choice depends on your team's size, structure, and how you actually share information. Below, we’ve broken down the top options to help you compare what each one does best.

1. Softr

Best for building a modern, self-serve internal hub tailored to your team’s workflows

Softr makes it easy to build a company intranet that actually fits how your team works. Instead of buying a one-size-fits-all solution or wrangling shared folders, you can create your own internal hub—no code required.

You start with a template and connect your data from 14+ native data sources like Airtable, Hubspot, Notion, monday.com, or others. Then you use drag-and-drop blocks to add what you need: pages for company news, onboarding forms, team directories, event calendars, IT requests, and more. Everything’s easy to update and works on any device.

Softr is especially useful if your internal processes live in spreadsheets or different tools. It brings everything into one internal space and lets you decide who can see what, without a bunch of setup.

• 14+ native data source integrations:  Airtable, Google Sheets, HubSpot, Notion, monday.com, BigQuery, SQL databases (MySQL, SQLServer, MariaDB, PostgreSQL), Supabase, Xano, and more. Connect to nearly any data source with RestAPI.
• Real-time, two-way sync: Keep your intranet content in sync with your data source without manually updating pages.
• Drag-and-drop blocks: Build and update your intranet without writing code or relying on developers .
• Dynamic filtering & sorting: Allow users to filter information by tags, categories, or structured properties.
• Custom user groups & granular permissions: Set up different access levels for admins, managers, and employees.
• Conditional visibility rules: Show or hide content based on user role, location, or other logic.
• Built-in forms with logic: Collect time-off requests, onboarding info, IT tickets, or employee feedback.
• Mobile-ready with PWA support: Make your intranet accessible on any device.
• Custom branding: Match your company’s look with your own logo, colors, and layouts.
• Pre-built company intranet template: Launch faster with pages for news, discussions, directories, and more.
• Secure by design: SOC2 and GDPR compliant, with secure logins and role-based access.
• 24/7 support & active community: Access live chat and a community of builders.

Softr pros:

• Fast setup with no coding required
• Keeps your content up to date by connecting to live data
• Flexible enough to handle comms, onboarding, support, and more

Softr cons:

• Access control setup may require upfront planning for larger teams

Pricing:

• Free: Build simple internal tools with Softr branding
• Paid plans: start at $49/month for 20 users (when billed annually)
• Professional: Starts at $139/month for 100 users (when billed annually)
• Business: Starting at $269/month for 2500 users (when billed annually)
• Custom plans for enterprise customers

2. Microsoft SharePoint

Best for enterprise teams using Microsoft 365

Microsoft SharePoint is a well-established intranet platform designed for internal document sharing, communication, and collaboration. It’s especially powerful when paired with the broader Microsoft 365 suite, offering organizations the ability to create custom team sites, manage workflows, and enforce strict document governance policies.

This tool is a solid fit for large organizations with dedicated IT support and formal processes. It’s often used to build structured internal portals for HR, compliance, or operations teams—especially where control, security, and integration with Microsoft tools are critical.

Key features:

• Customizable team and department sites
• Document versioning and retention policies
• Permission-based access control
• Native integration with Teams, Outlook, and OneDrive
• Workflow automation via Power Automate

Microsoft SharePoint pros:

• Strong enterprise-level governance and compliance features
• Seamless integration with Microsoft 365 apps
• Scales well for complex organizational structures

Microsoft SharePoint cons:

• Requires IT expertise for setup and customization
• Not as intuitive for non-technical users
• Design and UX feel dated compared to modern alternatives

Pricing:

SharePoint is included with Microsoft 365 business and enterprise plans.

• Microsoft 365 Business Basic: $6/user/month
• Microsoft 365 E3: $23/user/month (adds advanced IT controls and compliance)

3. Simpplr

Best for user-friendly, AI-powered internal communication

Simpplr is a modern intranet platform designed to improve internal communication, knowledge sharing, and employee engagement—without overwhelming users. It uses AI to personalize content delivery, automate routine updates, and surface relevant information to each employee based on their role and activity.

It’s especially useful for mid-sized to large companies that want an intranet that feels current and easy to use, without compromising on structure. Simpplr also includes built-in analytics, mobile access, and integrations with tools like Salesforce and Google Workspace, making it suitable for both desk and non-desk workers.

Key features:

• Personalized content feeds powered by AI
• Built-in communication and announcement tools
• Pre-designed templates for fast setup
• Mobile app with offline access
• Analytics for adoption, engagement, and content performance

Simpplr pros:

• User-friendly interface that encourages adoption
• AI helps surface relevant content without manual curation
• Fast rollout with minimal IT involvement

Simpplr cons:

• Limited customization compared to open-ended platforms
• Best suited for internal communication—not as strong for project workflows
• Pricing may be high for smaller teams

Pricing:

Simpplr doesn’t publish pricing online, but most sources cite starting costs at around $8–$15/user/month, depending on features and company size. Enterprise plans are available with advanced integrations and support.

4. Happeo

Best for Google Workspace-based teams

Happeo is a modern intranet platform built specifically for organizations using Google Workspace. It brings together internal communication, team collaboration, and knowledge sharing in a familiar, user-friendly environment. With strong social features and a modular layout, Happeo helps teams organize content around departments, projects, or topics—without needing IT support.

It’s a great fit for small to mid-sized companies that rely on Gmail, Google Drive, and Calendar and want a lightweight, integrated solution for internal visibility and communication. Happeo’s social intranet features—such as commenting, channels, and user tagging—also encourage collaboration across teams.

Key features:

• Deep integration with Google Drive, Gmail, and Calendar
• Page builder with drag-and-drop sections
• Channels for team- or topic-based communication
• Employee directory and org chart
• Built-in analytics to track engagement

Happeo pros:

• Seamless experience for Google Workspace users
• Social features encourage engagement and team visibility
• Easy to roll out and manage without technical support

Happeo cons:

• Less flexible for non-Google environments
• Limited workflow or project management tools
• Customization can be constrained compared to more open platforms

Pricing:

Happeo offers tiered pricing based on organization size and features. Public estimates place starting plans at $8–$15/user/month, with enterprise options offering additional integrations and support.

5. Staffbase

Best for internal comms and frontline access

Staffbase is a communications-first intranet platform designed to reach every employee—especially those who don’t work at a desk. It offers branded mobile apps, targeted content delivery, and publishing tools that help HR, ops, and leadership teams keep staff informed and connected across locations.

It’s especially valuable for companies with dispersed or frontline workforces, such as in healthcare, manufacturing, or logistics. Staffbase focuses less on collaboration features and more on ensuring the right message reaches the right people, whether through newsletters, alerts, or employee surveys.

Key features:

• Branded mobile app for internal comms
• Targeted messaging by role, location, or group
• Newsletter builder and scheduling tools
• Employee feedback surveys and analytics
• Integration with Microsoft 365, Slack, and others

Staffbase pros:

• Excellent for reaching non-desk and field workers
• Strong publishing and targeting capabilities
• Mobile-first experience is easy to roll out and adopt

Staffbase cons:

• Limited collaboration or document-sharing tools
• Better for communication than task or workflow management
• Custom branding and features can increase costs

Pricing:

Staffbase pricing is quote-based and not publicly listed. According to customer reviews, typical plans range from $8–$15/user/month, with higher tiers offering more integrations, analytics, and branding options.

6. Unily

Best for global enterprises that need scale and customization

Unily is a full-featured digital workplace platform built for large, complex organizations. It combines a robust intranet with internal communication tools, document sharing, and a strong focus on user experience. Its social intranet features—like commenting, personalized feeds, and user-generated content—encourage engagement across teams and geographies.

This platform is especially effective for global companies looking to unify their internal systems across departments, regions, or brands. Unily’s high level of customization and support for multilingual content makes it a strong fit for enterprises that need both structure and flexibility.

Key features:

• Custom-branded intranet portals
• Social intranet tools (feeds, commenting, user profiles)
• Multilingual publishing and localization
• Deep Microsoft 365 and Google Workspace integrations
• Personalized content targeting and analytics

Unily pros:

• Social features promote engagement alongside communication
• Highly scalable and configurable for large organizations
• Clean, modern interface with strong UX design

Unily cons:

• Pricing and complexity may be too much for smaller teams
• Requires onboarding and internal champions for success
• Customization options can add to implementation time

Pricing:

Unily uses a custom pricing model based on company size and needs. Estimated plans start at $10–$20/user/month, with enterprise-grade support, SLAs, and optional services available at higher tiers.

7. Guru

Best for knowledge sharing inside workflows

Guru is a knowledge management platform that helps teams capture, verify, and share internal information right where work happens. Instead of building traditional intranet pages, Guru delivers answers through browser extensions, Slack, and other tools your team already uses—keeping key info accessible without requiring employees to dig through folders or dashboards.

It's especially useful for support, sales, and operations teams that rely on fast, consistent information to respond to customers or collaborate internally. While it’s not a full intranet in the classic sense, it’s a strong alternative for teams who want searchable, verified knowledge without the overhead of maintaining an internal site.

Key features:

• AI-suggested answers based on context
• Browser extension and Slack/Teams integration
• Knowledge verification and expiration tracking
• Collections and cards for organizing content
• Analytics on usage and content gaps

Guru pros:

• Surfaces the right answers inside existing workflows
• Easy to manage and keep content up to date
• Minimal setup compared to traditional intranets

Guru cons:

• Not designed for full document hubs or internal comms
• Limited layout control or visual customization
• Best used alongside, not in place of, broader team tools

Pricing:

Guru offers tiered plans:

• Starter: Free for small teams (up to 3 users)
• Builder: $10/user/month (adds collections, verification, and analytics)
• Enterprise: Custom pricing with advanced controls and support

Conclusion

Whether you’re onboarding new employees, sharing updates across departments, or giving your team a single place to find key documents—your intranet should actually support the way your team works.

The best intranet tools aren’t just digital filing cabinets. They help reduce confusion, improve visibility, and make internal processes easier to follow. Some are built for enterprise-wide control, others for fast-moving teams that want something flexible and easy to manage.

If you’re still relying on scattered folders, wikis, or long email threads, it might be time to create a workspace your team can trust—and actually use. Tools like Softr make it easy to build a custom intranet around your workflows, without starting from scratch or involving developers.

Ready to try it out? Explore Softr’s customizable templates!

Frequently asked questions

How many types of intranet are there?

There are five main types: traditional, social, collaborative, cloud-based, and custom. Each serves different needs—from top-down updates to real-time teamwork—so the right choice depends on how your team works and what kind of structure you need.

What are the common threats to a company’s intranet?

The biggest risks are unauthorized access, outdated content, and lack of adoption. Without the right permissions or regular updates, information becomes unreliable—and people stop using it. A secure, well-maintained intranet should be easy to manage, keep content current, and control who sees what.