Group of Companies "Urbanteh" reduced requests to adapt employees to HR-department by 40% using intranet portal

2025: Intranet Portal Development

On March 3, 2025, 1C-Bitrix shared with TAdviser the results of a project to develop an intranet portal for Urbanteh Group of Companies. According to the customer, according to the results of the project, the number of requests for adaptation of employees to the HR department of Urbantekha decreased by 40%.

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Фото: 1C-Bitrix

As reported, the group of companies is a large structure in which it is difficult to establish the work of all employees so that it does not create additional problems. It is necessary to organize a comfortable space for work, where employees could:

• Quickly get all the information you need;
• Discuss ideas and turn them into concrete implementation plans;
• Manage projects and monitor progress;
• Exchange files;
• Undergo training and onboarding on a convenient platform;
• Respond to internal vacancies for career development;
• Automate routine workflow processes;
• Engage in corporate culture through participation in various activities.

The main task of the project: to create a company portal, which will become "one window," replacing a bunch of disparate services for work. The solution should be able to integrate with the systems familiar to the company so that access to all the necessary information remains in one place. The goal of the project will be achieved if employees only need access to the corporate portal to resolve work issues.

The choice was stopped on the corporate intranet portal Bitrix24: the product met the basic requirements.

Previously, the client tried to use other products, but constantly faced restrictions: some solutions disappeared from the Russian market or did not suit the price, somewhere the functionality is tailored for project management, but for a full-fledged corporate portal it is not enough: there are not enough features for HR services and training. Somewhere there were not enough customization opportunities for the identity of the company in order to maintain a single visual image. Some products did not provide flexible settings to make the location of the sections understandable and convenient for themselves.

To implement the project, they chose the IT integrator Fusion, who proposed to introduce boxed Bitrix24 with modifications to the company's requests.

The intranet portal allows you to organize a single space for employees to work and automate processes. Using the basic functionality of Bitrix24, URBANTEH closed the following tasks:

• Brought together employees belonging to several legal entities in a single portal;
• Built and automated a convenient process of onboarding and training new employees;
• Automated personnel processes with the ability to sign documents in one click. Now documents can pass through all stages of approval automatically, and they can be signed through integration with the FEDO service;
• Got more opportunities for the development of corporate culture. The news feed helps to publish news about the life of the company, there is an intangible motivation in the form of thanks and other bonuses, ideas come from employees to gather in interest clubs: hold quotas, game tests, etc.;
• He clearly built the organizational structure in the scheme on the portal. This helps to quickly find the right employees responsible for different zones, their managers and subordinates;
• I set up a section for project management for the features of my area. In this section, it is possible to create digital workplaces for different roles, where nothing distracts from performing tasks. Tools are suitable for different working methods (Kanban, Lists, Gantt chart, etc.)

In addition to the main capabilities of Bitrix24, which closed the main tasks of the client, custom improvements were needed:

• Design in the company's corporate style to maintain a corporate culture;
• Secure login to the portal for data security;
• Development of functionality to collect ideas and suggestions from employees;
• Convenient placement of information about the company's products in a separate section;
• Functionality that optimizes the process of sending gifts to company customers;
• Register of internal vacancies of the company, which will be visible to all employees.

Bitrix24 in the boxed version is a flexible tool when it comes to customization. Almost any functionality of the product can be modified to meet the specific requests of the company.

To support a single corporate style, the portal was visually customized:

• Created a portal theme in the colors of the company and an additional New Year's theme;
• The most important thing was added to the main page - news feed and widgets for HR services;
• The thanks employees encourage each other with are designed in the form of a company mascot.

The corporate portal was subject to increased requirements regarding information security and data protection. Therefore, two-factor authentication was additionally developed for the entry of employees. It works en masse for all employees, regardless of the device from which the entry is made - a computer with a stationary version of the portal or a smartphone with the Bitrix24 application.

Login is performed by internal authorization and one-time password. So these companies remain under additional protection.

To optimize the company's processes, it is important to collect feedback from all employees. The Ideas and Proposals section will help you quickly design any idea and immediately send it to those responsible for consideration. It is enough to go to the section and enter into the card the essence of the idea, its value for the company, the costs of implementation.

Then the magic of process automation begins. The idea goes through the "Under Review," "Accepted," "On Implementation" or "Rejected" stages.

Each employee sees the course of their idea and evaluates/comments on others. This is how feedback is collected from colleagues - how much they also need/like the proposed innovations. Employees whose ideas have been accepted for implementation will receive a motivational bonus.

Gifts to clients to strengthen relationships - an event necessary. To reduce the time and effort spent on organizing this process, they automated it based on CRM functionality. Now it looks like this:

• Select the company in the system that needs to be donated, or enter information about the new client;
• Obtain moderator approval;
• Enter data about the specific person for whom the gift is intended;
• Next, the client appears in the "Gift Register." This means that the task of sending a gift has already gone to the person responsible for this, as well as all the necessary information about sending.

Attracting new employees is always a matter of time and budget. To optimize resources, created a register of internal vacancies of the company. With its help, employees are always aware of open vacancies, respond themselves and recommend familiar specialists.

The main thing that was achieved was to create a corporate portal that helps solve work problems and which employees use daily. This is evidenced by the numbers:

• The number of requests to HR for adaptation and operation of services decreased by 40%;
• The number of portal users increased by 55%;
• The portal activity index increased from 3841 to 565,450;
• By the use of various services (Disk, Tasks and Projects, etc.), employee involvement is more than 30%.

The presence of a corporate portal also helped:

• Automate the routine processes of departments: the number of services used for this is growing;
• Create and implement project management rules through the use of Bitrix tools24.