How to design an employee area within a company

15 of May, 2025

Currently, having a staff area within your company can be decisive for managing your team more effectively. This portal currently boasts a significant number of useful functions.

The employee area is a very interesting tool, which replaces the well-known intranet. These systems provide your team with a large number of tools and features, which streamline internal communication with your staff.

You may be wondering how to design a quality employee area for your entity? At Sesame HR, we want to help you, so we have made this article with everything necessary to do this. Keep reading!

What is an employee area

Communication is essential in all areas of the company, being necessary for the company to function properly. Therefore, more and more entities are looking for new ways to optimize communication among team members.

One of the tools that improve it is the employee areas. It is a portal that every worker has and to which they can easily access with keys.

This allows the automation of certain processes related to administrative, informational, and communicative management. To carry it out, it is essential to have team management software like Sesame HR.

Among the processes available in this program are:

View payroll.
Request vacations or other types of permits.
Manage personal data.
Communicate with the company.
See who is teleworking.
Access to manuals.
Sign the report.

These are just some of the options available from the employee area, since there are many more.

👉 If you want to know in-depth all the possibilities that an employee area like Sesame HR’s has, do not hesitate to access our free webinar.

Steps to design an employee area

Designing a functional employee area is necessary for every organization and has to meet several requirements. To prepare it, the following requirements must be met and decisions made on certain points:

Decide what functions to include on the employee portal

Human Resources management is different in each company. Therefore, when designing the employee area and automating processes to facilitate the day-to-day operation of the company and staff, it is necessary to decide which functions to include.

Some of the most common functions in the employee area are:

Employee personal data. You must keep the employee database up to date. This database should include items such as name and surname, email, Skype, address or marital status. It is useful to let workers access this data and update it.
Document download. In addition to consulting them, employees should be able to download documents that they consider so as not to have to access the employee area time and time again.
Company expenses. This section is useful in case the user has to attach tickets for the company such as gasoline, parking, or meals.
Free days. This function in the employee area will facilitate communication. With it, you can submit the justifying documentation for absences. Similarly, the heads of each department can have information about absences when planning the day.
Absences manager. The function is similar to that of free days. It is advisable to include a vacation calendar showing the days that are yet to be enjoyed and manage them. Here you can also see holidays or long weekends.

👉 Discover what Sesame HR functionalities best suit your company’s needs. Access a free demo now!

Create a highly accessible area

Navigation through our employee area should be simple and intuitive, so that everyone knows how to use it. Likewise, it should be set up so that each worker can access it from anywhere.

Therefore, when designing the employee area, access should not be limited to the company computer. Having a web and mobile version can be very useful for the user.

Must be easy to use

In addition to being intuitive, when designing the employee area, it must be made easy to use so that the team quickly becomes familiar with it. If they constantly have problems, they won’t use it.

To do this, before making or implementing updates, you must explain its operation to the team and all those who are included in it.

Ensure data confidentiality

The employee area stores various private and personal data. To avoid cyberattacks or recover data if necessary, more powerful security mechanisms should be used.

When designing the employee area, you should think about how their data will be protected, and carry out software updates. Using the most current version allows you to reinforce security measures.

Advantages of having an employee area

Regardless of the size of your company, having an employee area can greatly streamline staff management processes. Some of the advantages of having these software are:

Facilitates telework and work flexibility: remote staff have a platform to stay in contact with company managers. The employee area may have the option of video calling or meetings.
Saves time and money: by allowing efficient and simple task registration and management of human resources. Thus, work productivity is increased, and internal work processes are optimized.
Automates administrative processes: certain tedious tasks such as payroll distribution can be mechanized. In this way, the human resources team can spend more time on other, more relevant tasks.
All information is centralized: making it possible to access all documents and facilitating work.
Improves data security: by offering the possibility of accessing data anywhere without the risk of losing it.
Increases job satisfaction: feeling that the company considers them and modernizes relations.
Gives more autonomy to the staff: letting the worker manage their procedures and personal data.
Increases participation and builds company culture: improves collaboration between departments and communication, as well as information exchange.

👉 It’s time to start thinking about how you want your employee area to be and take advantage of all these benefits. On the Sesame HR website, we have more information about HR software that can be of great help.

HR professional with experience in building strong 𝐜𝐨𝐥𝐥𝐚𝐛𝐨𝐫𝐚𝐭𝐢𝐯𝐞 𝐜𝐨𝐦𝐦𝐮𝐧𝐢𝐭𝐢𝐞𝐬 among HR leaders. As the founder of the 𝐇𝐑 𝐂𝐥𝐮𝐛 and 𝐇𝐑 𝐂𝐨𝐦𝐦𝐮𝐧𝐢𝐭𝐲, I leverage my 15+ years of experience to enhance the professional landscape for HR leaders.

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tiagosantos

HR Content Specialist