Employee App: Advantages, Experiences, Comparison [2023]

If you look around on the internet, you will find statements like "per month, an employee app costs as little as a latte macchiato". These statements are very general and should be treated with caution.

The actual cost of an employee app depends not only on the number of employees in your company, but also on the functions you want to use and your desired integrations.

Get in touch today! We'll provide you with an individual offer based on your specific needs with a clear price breakdown- no hot drink comparisons in sight.

Data protection depends primarily on the location of the server and the security standards. Requirements that a privacy-compliant employee app should meet (and Flip meets them all):

✅ Company data is stored securely in the cloud and not locally on the personal device.

✅ Hosting takes place in data centers with ISO 27001 and C5 certifications.

✅ Independent third parties regularly test the platform security.

✅ You have complete control over access rights and roles.

✅ Data transmission between end devices and the data center is encrypted.

✅ The provider informs about technical-organizational measures (TOMs) to protect the data.

✅ All order processors - for example partners of the provider - process the data in accordance with DSGVO.

✅ There is a sample template for commissioned data processing.

✅ The app does not access private smartphone data, for example the user's contacts.

✅ User ID and password are sufficient as user data.

✅ No private contact data is requested for the registration process.

✅ No always on: The app remains mute after work and on holiday.

✅ Use of the app is voluntary.

✅ The app was developed in cooperation with works councils.

✅ No performance monitoring: private messages cannot be read nor can conclusions be drawn about working hours.

There are disadvantages to employee apps that haven't been developed in accordance with EU data protection regulations and the needs of deskbound employees.

However, traditional employee apps can have the following disadvantages:

• Using cloud services outside the EU poses data protection risks. Flip is hosted in Germany.
• High complexity can lead to challenges, such as when too many functions from Office tools are integrated. Flip concentrates on the functions that make sense on a smartphone.
• Low usage rates can occur if the menu and options overwhelm users. Flip often achieves usage rates close to 100 percent.
• Branding isn't always possible or may cost extra. Flip can be customized to match your organization's look and feel at no additional cost.
• The lack of offline capability means the app can't be opened without an internet connection. Flip can also be used without reception.
• The use of two apps means that intranet functions and chats run separately. Flip is an all-in-one solution.

A social intranet is developed for use on a PC or laptop. Bringing the many complex functions to the smartphone leads to cluttered apps and poor usage rates. An employee app like Flip turns this concept on its head. The principle is "mobile first".

5 important differences between an employee app and a social intranet

💻 Social intranet: Built for desktop use

"Desktop first": The tool offers many functions and options that can only be used on large screens. Usage is often linked to office licences and limited to the company network or company devices.

📱Employee app: Developed for mobile use

"Mobile first": The tool offers an optimal overview designed for smartphone screens. The DSGVO-compliant and secure use is also possible on personal smartphones and tablets.

💻Social intranet: Can only be used "with reception"

Users can usually only access a social intranet with a data connection.

📱Employee app: Offline capability

In an offline-capable employee app such as Flip, users can also access content and create messages without a data network. This pays off, especially in the field, where reception can still be frequently weak.

💻 Social intranet: Optimized for screen workers

The tools are aimed at office workers who spend all day at the computer and are familiar with using many complex tools.

📱 Employee app: Optimized for all employees

The tool is also optimally suited for all those who only spend a few minutes a day using it - but find all important information in this time.

💻 Social intranet: Set up by the user

Users can set up the tool according to their needs. They often have to decide for themselves which groups they want to join and which topics they want to be notified about.

📱 Employee app: Immediately ready to go

Users simply log in and are ready to go immediately. For example, they are automatically part of the news groups that are important to them. They don't have to set anything up themselves. Functions and content are automatically tailored to their role.

💻 Social intranet: Often a pure communication solution

The tools are often geared towards internal communication. Functions that increase productivity and collaboration are not present.

📱 Employee app: The whole company in your pocket

Much more than internal communication: an app like Flip is suitable as a mobile platform that integrates shift planning, employee cards, corporate benefits and time tracking, among others.

Run targeted onboarding campaigns before launching the employee app. For example, place QR codes in the canteen or production halls to make it easier to download the new tool. Distribute branded goodies that refer to the new digital presence or organize competitions in the employee app.

Make sure the employee app reduces effort - beyond communication. What could be more straightforward than making the employee app the central hub for time-consuming issues such as shift schedules, sick calls, and recording working hours? You will quickly achieve high user numbers and increase productivity with the right incentives.

To create clarity for all users and to allay employees' fears of possible surveillance, you should outline the rights and obligations arising from using an employee app in a user agreement.

This includes, for example, that the use of the app is voluntary. The clear demarcation between work and leisure time can also be defined here. It should also be included in the user agreement that no sensitive data or customer data will be shared via the app.

Stay focused: Avoid long and meaningless texts. Include images, videos, and GIFs in your posts and newsfeed. Write short and crisp texts. True to the motto "Content is King", the planning of your app's content should be considered. If there is added value and highly informational content, your employees will quickly become fans of the new tool. At some Flip clients, over 50 percent of employees even use the employee app on weekends. Voluntarily, of course.

Speaking of content people want to read - In large companies, even groups that have nothing to do with work have proven successful. For example, there is a dating portal on the Deutsche Bahn intranet. Experience has also shown that recipe or sports groups ensure a lively exchange. 

Ellen Scheibl, head of communications at the advertising material producer elasto, describes a tightrope walk between private content and professional information:

"Companies have to find a balance - between stories and business. But we have noticed: People feel more a part of the company when they get regular private insights."

The content is planned, and your employees use the app and communicate diligently with each other. Fantastic! But be careful: the novelty can wear off quickly. It's essential to inform your employees and involve them in what is happening in the company.

With the comment and like function, a positive feedback culture in the company isn't only encouraged but actively demanded. Other ways to increase employee engagement include employee satisfaction surveys and sending appointments to make it easier to plan daily routines.

Just as important as the technical possibility to give feedback: take the feedback seriously, answer it, and above all, implement good employee suggestions.

Don't leave your employees alone with the new tool. Instead, you should pick up everyone in the company right from the start, encourage active use of the app, and set an example. For example, keep employees informed about new functions and encourage them to communicate on the new platform.