The corporate intranet has changed. What used to be a static page on SharePoint that nobody visited has become a branded mobile app that frontline workers open every shift. For Australian organisations with dispersed teams — across venues, centres, stores or sites — the intranet is no longer an IT project. It is the digital front door to your organisation.
What is modern intranet software?
Modern intranet software is a digital platform that serves as the central hub for internal communication, document management, company news, policy distribution and employee self-service. Unlike traditional intranets that required a desktop browser and VPN access, modern platforms are mobile-first, cloud-hosted and designed for every employee — including those without a company email address.
Traditional vs modern intranets
Traditional intranets were built for office workers. They sat behind firewalls, required desktop access and were maintained by IT departments. Content was static, navigation was complex and usage was low. Most employees visited only when they were forced to — for a policy sign-off or a benefits form.
Modern intranets look and feel like consumer apps. They are mobile-first, content is dynamic and social (with likes, comments and shares), documents are searchable and version-controlled, and push notifications ensure important content reaches people where they are — on their phone, between shifts, on the floor.
The shift matters most for frontline workforces. A hospitality group with 500 staff across 10 venues cannot rely on email or noticeboards. A childcare provider with 30 centres cannot distribute policy updates by printing and posting. A retail chain cannot maintain brand consistency without a central channel that every team member accesses daily.
Expert Tip: If more than 20% of your workforce does not sit at a desk, your intranet must be mobile-first. Not mobile-friendly. Mobile-first.
Key features to look for
Mobile app
A branded, downloadable app — not a responsive website — that employees can access on their personal phone with a simple login. No company email required. No VPN. No IT setup.
News feed and communications
A social-style news feed where leadership, HR and managers can post updates, announcements and company news. Targeted posting to specific sites, teams or roles. Likes, comments and read receipts for engagement tracking.
Document management
A searchable library for policies, procedures, handbooks, forms and operational documents. Version control, category organisation and mandatory acknowledgement tracking for compliance-critical documents.
Push notifications
The ability to send alerts directly to employee phones. Critical for time-sensitive communications — safety alerts, roster changes, policy updates — where email or a noticeboard would be too slow.
Employee directory
A searchable directory of all employees with contact information, role, location and reporting structure. Particularly useful in multi-site organisations where people may not know who to contact at another location.
Quick links and integrations
One-tap access to external systems — payroll self-service, rostering, learning platforms, benefits portals. The intranet becomes the single starting point for everything an employee needs.
Best Practice: The best intranets reduce the number of places employees need to go, not add another one. If your intranet is just another tab to check, it will fail.
See how Prosper works
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Book a consultationLeading platforms in Australia
Prosper
An Australian People Success Platform that includes a branded company intranet and mobile app alongside engagement surveys, recognition, performance management and team chat. Designed for frontline and multi-site workforces. No company email required. Integrates with Australian payroll systems.
Microsoft SharePoint
The default intranet for organisations in the Microsoft 365 ecosystem. Powerful document management and customisation. Suitable for desk-based workforces with Microsoft licenses. Less suitable for frontline workers without Microsoft accounts. Requires configuration and often ongoing IT support.
Workvivo (Zoom)
An employee communication platform with a social-media-style intranet. Known for video, podcasts and culture broadcasting. Suitable for organisations that prioritise internal branding and executive communication.
Staffbase
A global employee communication platform with branded mobile app capabilities. Suitable for large enterprises with dedicated internal communications teams. Known for content management workflows and multi-language support.
Simpplr
A US-based AI-powered intranet platform. Suitable for mid-market and enterprise organisations. Known for its personalised content delivery and integration with enterprise systems.
How to choose the right platform
Start with your workforce profile. If most employees sit at a desk and already have Microsoft 365 licenses, SharePoint may be sufficient. If your workforce is frontline, mobile-first platforms like Prosper will get far higher adoption because they are designed for how shift workers actually access information.
Consider what else you need alongside the intranet. If you also need engagement surveys, performance management and recognition, a platform that includes the intranet alongside these capabilities avoids the cost and complexity of multiple point solutions.
Common Mistake: Building an intranet that looks great but nobody visits. The key metric is daily active users, not page design. If your people do not open it every day, it is not working.
Frequently asked questions
What is a modern intranet?
A modern intranet is a cloud-hosted, mobile-first digital platform that serves as the central hub for internal communication, document management, company news and employee self-service. Unlike traditional intranets, modern platforms are designed for every employee, including frontline workers.
Do frontline workers need an intranet?
Yes. Frontline workers are often the most disconnected from their organisation. A mobile intranet gives them access to company news, policies, documents and communication channels that desk-based employees take for granted.
Is SharePoint a good intranet for Australian businesses?
SharePoint is powerful for document management and suitable for desk-based workforces already using Microsoft 365. However, it requires significant configuration, is less effective for frontline workers without Microsoft accounts, and is primarily a document platform rather than a communication and engagement tool.
How do I get employees to use the intranet?
Make it the only place to find essential information. If policies, rosters, payslips and company news are all accessible through one app, people will open it. If the same information is available via email, noticeboard and the intranet, people will default to whatever is easiest — which is usually not the intranet.
What is the difference between an intranet and an employee app?
An employee app is a mobile-first intranet delivered as a downloadable app. It typically includes the same features — news, documents, communication — but is designed specifically for mobile access and frontline workforces.
How much does intranet software cost?
Pricing varies widely. Microsoft SharePoint is included with Microsoft 365 licenses but requires configuration investment. Standalone intranet platforms typically cost $4-15 per user per month depending on features and scale.