Useful materials

Notification Center Updated to Handle Large Volumes of Personal Notifications

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Change History Functionality Implemented for Tasks, Checklist Items, and Comments

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Expanded Configuration Options for Administrators in the Contact Card Builder

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Key Updates in SmartPoint 3.8

1. Task Center: Return Completed Tasks to Work You can now easily resume tasks by returning them to the “In Progress” status with a single click. This allows you to respond flexibly to project changes and avoid losing important information.
2. Mobile Task Center: New Interaction Logic The updated interface ensures a smooth experience on any screen — text fields open in a focused window, and all actions are conveniently grouped in the menu.
3. Form Builder: More Design Options for Operational Business Processes A text editor has been added to titles and notes, and each field now displays an icon indicating its data type. This simplifies the creation of clear and structured forms.
4. Task Description Formatting The text editor in the “Description” field allows you to structure content, add lists, links, and images — making tasks more precise and easy to understand.

Task Center: Return Completed Tasks to Work

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• Change the task status to “In Progress” and check for related tasks to update their statuses as well.
• Send a notification and quick message to the author and assignee informing them of the status change.
• Add a comment to the task noting the reason for the status change.

Mobile Version of Task Center: Updated Interface

Text Editor Added for Section Title and Field Note; “Information” Icon with Field Type Introduced in Form Designer

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Visual Highlight Added for Department Head in the Horizontal Organizational Structure

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Text Editor Added to the “Description” Field in the Task Form

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What Is a Task Manager in Business: Its Key Goals and Capabilities

Core Objectives and Functional Purpose of a Task Manager

• Structuring workflows — instead of chaotic messaging or spreadsheets, each task gets its place in the Task Manager, along with logic and a designated responsible person.
• Maintaining a clear project overview — Task Manager tools allow managers to see what stage the project is at, which tasks are critical, and where delays may arise.
• Enforcing task discipline — strict control over deadlines and responsibilities helps avoid “forgotten” tasks.
• Making delegation easier — Task Manager features allow tasks to be easily reassigned to another person or distributed among several contributors.
• Ensuring transparent communication — when all task-related information is stored in one place, it simplifies collaboration between employees from different departments.
• Boosting team accountability — when every specialist clearly understands their responsibilities and deadlines, it strengthens personal accountability and helps teams stay on track.
• Keeping focus on business priorities — with well-structured business processes and tools for visualization and analytics, leadership can see where the team is headed and how close they are to reaching their goals.

Features of Modern Task Manager Tools

1. Task planning: Create tasks, set deadlines, priorities, and assign responsible team members — all in just a few clicks.
2. Goal and milestone setting: Break large projects into subtasks to get a full picture and move toward results step by step.
3. Flexible priority management: Change task priorities in real time based on the situation or project updates.
4. Team collaboration features: Assign roles, leave comments, hold discussions, attach files, and integrate with messengers — everything needed for smooth teamwork.
5. Reminders and notifications: The task manager can automatically alert users about upcoming deadlines or changes to tasks.
6. Change and status history: Track who made changes and when, ensuring full transparency in task progress.
7. Integration with other solutions: Exchange data with CRMs, calendars, email, or ERP systems — enabling seamless work within a unified digital ecosystem.

Business Benefits of Using a Task Manager: A Cross-Department Perspective

• For executives: real-time visibility into project progress, the ability to allocate resources based on priorities, and timely intervention when bottlenecks are detected.
• For the sales team: a clear structure for working with clients, tracking progress toward targets, automating repetitive tasks, and receiving timely reminders.
• For marketing: keeping a record of past campaigns, planning future launches, analyzing the effectiveness of activities, and coordinating with other teams.
• For HR: transparent onboarding processes for new hires, tracking completion of onboarding tasks, and getting reminders about performance reviews, surveys, or training deadlines.
• For the IT department: managing incidents and support requests with a clear system of priorities and statuses.

• Manufacturing: A task manager helps manage production cycles, coordinate shift work, meet deadlines, and monitor compliance with production standards. For example, in food manufacturing, it can automate tasks for each shift, track deviations from plans, smoothly hand off tasks between stages without delays, and respond promptly to incidents or process failures.
• Retail: Managing assortments, coordinating marketing campaigns, and quickly rescheduling tasks in response to changing demand. For instance, if a certain product category suddenly sees a sales spike, a Task Manager enables real-time redistribution of team tasks — like rapidly redirecting designers and copywriters to create new promotional materials or setting up new tasks with clear deadlines and responsible parties to launch a campaign tailored to the new demand.
• Finance: Planning and controlling regular operational tasks — from budgeting to financial reporting — with the ability to prioritize, monitor deadlines, and assign responsibilities. The task manager ensures transparency and facilitates coordination with other departments.
• IT and Development: Transparent project tracking, task prioritization, and efficient communication between internal teams (e.g., developers, DevOps, testers) and other company units. It enables creating requests such as feature enhancements, tech support, or access configurations. The task manager helps quickly process such requests and clearly track their statuses.
• Services: With Task Manager tools, companies can clearly plan work schedules, control task quality, respond promptly to client requests, and improve customer satisfaction. For example, a household appliance repair service can automatically assign requests to technicians based on location, workload, and expertise, monitor completion deadlines, and gather customer feedback within a unified system.

How to Know If Your Team Needs a Task Manager

• Tasks are “up in the air” — there’s no clear understanding of who is responsible for what or when a task needs to be completed.
• Meetings replace real work — the team spends a lot of time discussing, but it’s hard to track which decisions have been made and what happens with them afterward.
• Information is scattered — some tasks live in email, others in chats, some in spreadsheets or personal notebooks, making it hard to get a full picture of the company’s operations.
• Common phrases like “I thought it wasn’t my task,” or “I didn’t know who was responsible” — these indicate a lack of clear role and responsibility distribution among employees.
• Lack of transparency — managers can’t see what the team is working on, where tasks stand, or where the bottlenecks are.
• Recurring processes start from scratch every time — instead of using templates, automation, or standard workflows.
• Breakdowns in cross-team communication — tasks get delayed or lost when being handed off between departments.

• The business has scaled, and manual control of processes is no longer efficient.
• The number of project participants has grown, making systematic coordination crucial to avoid frequent errors.
• There’s a growing need for analytics — not just to check off completed tasks, but to monitor team workloads, response times, and deviations.
• Tasks need to be integrated with CRM or ERP systems or calendars, to avoid duplication and work within a unified information space.
• Workflows have become cross-functional — for example, marketing working closely with sales, or technical issues being escalated from support to development.

Types of Task Manager Tools and How to Choose the Right One

1. Personal task trackers — most Task Managers include a built-in task tracker — a tool that allows users to monitor the status of each task from creation to completion. Personal task trackers are focused on individual planning. With a simple interface, minimal configuration, and quick task creation, they’re ideal for freelancers or small teams.
2. Corporate Task Manager systems — these offer advanced functionality, flexible workgroup settings, role-based permissions, and integrations with CRM, ERP, calendars, and more. Such tools are best suited for medium and large companies that require a scalable task management structure.
3. Project-oriented Task Managers — tailored for managing long-term projects, these systems emphasize task dependencies, milestone tracking, and progress visualization using Gantt charts — timelines that clearly show task sequences and overlaps.
4. Industry-specific solutions — designed for the unique needs of particular industries (e.g. IT, retail, manufacturing, or construction), these often come with pre-configured workflows and templates.
5. Task Managers as part of an all-in-one platform — in many companies, the Task Manager is a built-in module within a broader system — such as an intranet portal, ERP, DMS, or HRM system. Here, task management is tightly linked with documents, employees, projects, or service requests. This eliminates disconnects between systems, speeds up response times, and keeps data consistent. It’s a smart choice for companies looking to centralize operations.

What to Look for When Choosing a Task Manager for Your Business:

• Scalability: Will the system be able to grow with your company as the number of tasks and users increases?
• User interface and ease of use: How easily will your team adapt to the new system? Is it intuitive and user-friendly?
• Flexible role and access management: Can you set permissions so that each team member only sees the tasks relevant to them?
• Integrations with other systems: How easily can the Task Manager be connected to your existing IT ecosystem — including CRM, ERP, email, and messaging platforms?
• Analytics and reporting: Does the tool offer dashboards, progress tracking, KPI monitoring, project reports, and team workload insights? Pay special attention to this criterion — analytics not only help you understand the current situation, but also enable data-driven decision-making. In the next section, we’ll explore how the analytical capabilities of Task Manager tools can boost both team and business efficiency.
• Mobile support: Does the tool offer a full-featured mobile version for employees working in the field or on the go?
• Data security and storage: Where is the data stored — in the cloud or on your local infrastructure? Does the Task Manager support backups? What security measures are in place — two-factor authentication, encryption, role-based access restrictions? This is especially important if you handle personal data, financial information, or confidential documents.
• Pricing model: Does the cost match the value? What type of licensing is used — per user, per project, or based on data volume?

Analytics Tools in Task Manager Systems: What They Are and How They Help You Make Better Decisions

• Track real-time progress — dashboards help managers see the status of each project: how many tasks are completed, paused, or overdue.
• Analyze team workload — the system shows which employees are overloaded and who has available capacity — enabling smarter, more balanced task distribution.
• Evaluate deadline performance — analytics highlight systemic delays and potential time management risks.
• Measure KPI achievement — with customizable metrics and automated reporting, the system shows how close the team is to reaching key business goals. Many Task Managers allow you to set target indicators for each project or workflow. The tool then tracks deviations, performance trends, and results based on deadlines and roles.
• Compare results across time periods — weekly, monthly, or quarterly reports reveal performance trends and help assess the impact of recent changes.
• Build forecasts — collected data makes it possible to identify patterns in task execution and plan workloads and resources for upcoming periods.

How AI Can Supercharge Your Task Management System

1. Enhanced communication — smart chatbots and virtual assistants can respond to common queries, remind team members about deadlines, and help locate information within the Task Manager.
2. Automated task distribution — AI can analyze team workload, employee skill sets, and deadlines to assign tasks more effectively — reducing the risk of overload or downtime.
3. Risk forecasting — by analyzing historical data, AI can identify potential delays or issues in task execution and flag them early.
4. Priority optimization — AI helps adjust task priorities dynamically based on changes in business processes, ongoing events, or new requirements.
5. Performance analysis — AI provides deep insights into team and individual productivity, uncovers bottlenecks, and suggests ways to improve efficiency.

User Roles in Task Management Systems: Why They Matter and How to Set Them Up Effectively

Here are the most common roles in task management systems and their functions:

1. Administrator — has full access to system settings, manages users, roles, and permissions. Responsible for the overall organization of work within the Task Manager.
2. Project Manager — oversees planning, task distribution, and progress monitoring. Has access to reports and analytics to track progress and respond promptly to risks.
3. Contributor — receives assigned tasks, completes them on time, and reports the results. Has access only to their own tasks and related resources.
4. Viewer / Observer — can view tasks, comments, and reports, but cannot make changes. Ideal for project stakeholders or senior managers who want to stay informed without actively participating.
5. Commenter / Collaborator — can add comments and participate in discussions but cannot change task status or settings.

How to Set Up Roles in a Task Manager Effectively: Practical Tips

• Tip #1: Define the core responsibilities of each project participant — Before creating roles, analyze who is responsible for what, what tasks they handle, and what permissions they need. This helps avoid overlaps or access gaps.
• Tip #2: Apply the principle of least privilege — Grant users only the permissions they truly need to perform their tasks. This reduces the risk of errors and helps protect sensitive information.
• Tip #3: Create role templates for similar projects or teams — Templates speed up the setup process and help standardize role configuration, especially when you’re managing multiple similar projects.
• Tip #4: Review and update roles regularly — As your project or company evolves, needs change. Make sure roles stay aligned with current tasks, workflows, and organizational structure.
• Tip #5: Clearly communicate each participant’s role and responsibilities — To avoid misunderstandings, ensure everyone knows their role, what’s expected of them, and which tools or permissions they should use.
• Tip #6: Test role settings in practice — Before rolling things out at scale, verify that everyone has the right access and feels comfortable using the system as intended.

Key Principles for Productive Task Manager Use

1. Clearly defined tasks — Each task should be described in a clear and specific way. Avoid vague wording — this minimizes misunderstandings and helps assignees better understand their responsibilities.
2. Realistic deadlines — Set deadlines your team can meet without unnecessary stress, while still allowing room for quick adjustments if plans change.
3. Regular task status updates — It’s crucial for all participants to track and update task progress in a timely manner. This enables managers to stay in control and adjust plans as needed.
4. Task prioritization — Prioritize tasks based on their importance so that critical work is completed first, rather than losing time on less urgent activities.
5. Open communication and discussion — Use built-in comments or integrations with messengers to quickly exchange information, clarify details, and solve problems collaboratively.
6. Ongoing process analysis and optimization — Regularly assess how your task management system is performing, gather team feedback, and implement improvements.

Frequently Asked Questions

1. Are Task Manager systems suitable for large companies? Yes, provided the right solution is chosen. Most modern Task Manager systems offer scalable functionality that can meet the needs of large organizations — supporting multiple teams, roles, access levels, analytics, integrations with CRM/ERP systems, and more. For the corporate level, it’s important to look for solutions with customization options and centralized administration capabilities.
2. Do modern Task Manager systems support mobile versions? Many modern online Task Manager solutions offer mobile apps for iOS and Android, but not all. Therefore, when choosing, make sure the solution you select has a user-friendly mobile version. This allows you to stay updated even outside the office — creating tasks, commenting, checking statuses, and reacting to changes without being tied to a work computer.
3. How secure is data storage in a Task Manager system? Security depends on the provider. For example, if you use a solution based on Microsoft technologies, your data is stored in a cloud environment certified according to international security standards (ISO/IEC 27001, GDPR, etc.). This means data is encrypted, backed up, and protected with multi-level access controls.
4. Can tasks be imported from Excel or other systems into a Task Manager? Yes. Most Task Manager systems support importing from Excel, CSV, or other formats. This enables you to quickly transfer existing tables or tasks from old tools into the new system without losing structure. Some platforms also offer ready-made integrations or APIs for automatic synchronization with other sources.

Contact Card Builder Implemented in the HR Module

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Task Number, Due Date and Refresh Button Added to the Task Center

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Mobile and Tablet Versions of the Personal Assistant Fully Updated

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Added Support for Multiple File Upload Fields on a Single Process Form

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What Is IT HelpDesk?

Key Use Cases of IT HelpDesk

Equipment Repair and Maintenance

• fast response to issues,
• efficient resource allocation,
• minimization of equipment downtime.

Access Management

• ensures control over access rights,
• reduces risks of unauthorized access,
• enhances overall information security within the company.

Submitting Software Installation and Update Requests via HelpDesk

Supporting Remote Workers with HelpDesk

HelpDesk as an Effective Tool for Information Literacy Training

Benefits of Using an IT HelpDesk

• Automation of routine internal employee support processes.
• Reduced workload on the support team through integration with a Knowledge Base, use of response templates, and self-service scenarios for common issues.
• Increased productivity of the internal support department through automation.
• Full control and transparency of task progress/completion via a user-friendly interface.
• Better time and resource allocation through task prioritization.
• Real-time analytics of support team workload and data-driven decision-making.
• Shorter ticket resolution times.

HelpDesk as a Set of Convenient Personal Services for Employees by SmartPoint Intranet

How Does a HelpDesk Work, and What Features Should an Effective Ticketing System Have?

• Easy creation and collection of support requests
• Sorting and prioritization of tickets based on pre-defined criteria
• Automatic assignment of responsible employees
• Ticket tracking: status, updates, comments
• Communication with users to clarify or request additional information
• Request fulfillment within agreed timeframes
• Ticket closure by authorized personnel
• Reporting and analytics: total number of tickets, average response time, resolution time

Creating a Request

• Any employee with system access can submit a request through the program interface, selecting the category in advance (IT request; Account creation request; Equipment issuance request), describing the issue, and attaching files if needed.
• Each request is automatically assigned a unique number.

Process Automation in HelpDesk

• choose from standard request handling logics those relevant to internal business processes,
• create a custom workflow for processing each request type,
• set request prioritization — urgent requests (for example, an ERP system failure) are handled first.

Request Handling and Communication

• The specialist responsible for the request sees it on their work dashboard and communicates directly with the employee within the HelpDesk system.
• The system stores the complete history of correspondence, shows current request statuses (“in progress,” “completed,” “awaiting information”), and automatically sends notifications about updates to all parties involved.

Frequently Asked Questions

1. Which processes are automated in a HelpDesk system?

• Receiving requests via online forms, email, or chat
• Routing tickets to the appropriate specialist or department
• Prioritizing requests (e.g., based on keywords, category, or level of severity)
• Notifying users about the status of their tickets
• SLA monitoring — the system tracks how much time is left before a deadline and can send reminders to assignees
• Closing tickets once they’ve been resolved
• Providing suggestions for self-service solutions using AI tools and virtual agents
• Generating reports on request-handling performance

2. Are AI technologies already improving HelpDesk systems?

• Automatic ticket classification and routing: AI algorithms analyze the content of a request to automatically determine the issue category, priority level, and responsible employee
• AI-powered virtual assistants: intelligent bots answer frequently asked questions in support chats and assist users in creating tickets
• AI-driven knowledge base search: based on past requests, AI suggests the most likely solutions even before a ticket is created

3. What is the difference between a ServiceDesk and a HelpDesk?

4. What role does a HelpDesk system play in ITSM?

• Change management
• Configuration management
• Service level management
• Issue management
• Service catalog
• Automation and analytics

5. HelpDesk as a mobile-first system

There’s really no such thing as internal culture anymore. Your culture is always public, and it’s your most powerful, public-facing asset or liability.

David Mattin

What Is Corporate Culture?

1. Recruitment – Companies that showcase a clearly defined culture during the hiring process are more likely to attract candidates who share their values and can integrate into the team more easily.
2. Onboarding – A well-established corporate culture helps new employees feel like part of the team faster. Clear internal communication guidelines also reduce new hires’ anxiety, as they don’t have to guess “how things are done here”.
3. Internal Communication – Well-structured communication norms help prevent conflicts (or resolve them in a healthy way when they do arise), encourage open and respectful dialogue, and generally boost employee engagement.
4. Learning and Development – A culture focused on growth encourages self-learning, mentorship, and knowledge sharing – all of which raise the team’s overall skill level.
5. Motivation – A thoughtfully built culture helps employees feel connected to the company and more likely to take initiative in achieving shared goals.
6. Performance Evaluation – A balanced culture supports objectivity and fairness in performance reviews, while also helping define what the company considers “success”.
7. Decision-Making – Culture influences leadership style, long-term priorities (such as values, impact, and sustainability), and the transparency of how decisions are made.
8. Employee Retention – People stay not only for financial rewards but also for the sense of belonging, psychological safety, and support in pursuing a common goal.

Grasping the Intangible: Types of Corporate Culture

• Clan (Family) Culture — This culture resembles a large family, where the focus is on internal relationships, teamwork, and shared values. Employees support one another and contribute to each other’s development and learning. Leaders act as mentors, and the organization values traditions and collective achievements.
• Adhocracy (Entrepreneurial) Culture — Organizations with an entrepreneurial culture prioritize innovation, flexibility, and rapid adaptation to change. They encourage creativity, experimentation, and risk-taking. Employees enjoy a high degree of autonomy and responsibility, which fosters the development of bold and innovative ideas.
• Market Culture — This organizational culture type is result-driven, emphasizing internal competition and the achievement of external goals. Employees are motivated to hit high-performance targets, while leaders set ambitious objectives and expect them to be met. While such a culture can drive strong results, it may also lead to stress and burnout due to constant pressure.
• Hierarchy (Conventional) Culture — This type of culture is common in government institutions, this culture is characterized by strict structure, rules, and procedures. Authority and responsibility are distributed across hierarchical levels, and decisions follow established protocols. This approach ensures stability and predictability but may limit flexibility and innovation.
• Flat (Horizontal) Culture — This culture features minimal hierarchy and emphasizes flexibility. Decisions are made collectively, roles and responsibilities flow freely among team members, and leaders work alongside their teams. It's a highly innovative environment, often favored by startups and young companies seeking a dynamic atmosphere.

The “Recipe” for Corporate Culture: What It’s Made Of

1. Values — The ideological foundation of the company; the principles that guide what it believes in and how it makes decisions.
2. Mission and Purpose — The slogans and core objectives the company communicates to the world.
3. Development Strategies — The company’s plans over specific timeframes.
4. Behavioral Norms and Rules — Formal policies and informal expectations regarding employee behavior. This includes a dress code, appropriate language for communication, and internal communication guidelines.
5. Management Practices — Leadership styles, feedback approaches, decision-making structures, and how communication with company leaders is organized.
6. Employee Instructions — Clearly defined responsibilities for each team member, including working hours and areas of accountability.
7. Customer Interaction Rules — Communication norms for working with clients, where the employee’s approach reflects the company’s core values.
8. Company History — An essential part of shaping corporate culture, the company’s story influences how its values were formed. When employees know their company’s history, they are more likely to feel emotionally connected to it.
9. Symbols, Rituals, and Traditions — All the elements that create a unique company identity: branded items, internal celebrations, success stories, or traditions like Friday ping-pong matches.

How to Implement Corporate Culture: Potential Challenges and Practical Tips

1. Embed Culture into Processes and Behaviors: Integrate corporate culture into onboarding, performance evaluation, feedback, communication, and leadership practices. For example, if transparency is a core value, demonstrate it through regular AMA sessions with leadership or by openly discussing mistakes.
2. Be Consistent: Culture is not a slide in a presentation – it’s what is repeated every day. It doesn't work if stated values contradict leadership behavior. Start from the top – leaders set the tone.
3. Evaluate and Adjust: Culture is a living process. Regularly assess how it’s perceived by employees – what works and what doesn’t. Gather feedback and adapt your approach.

• Implement digital rituals (regular online meetings, informal chat channels, etc.).
• Maintain transparent communication and frequent feedback.
• Support micro-social initiatives: online recognition, themed events, mentoring programs.

SmartPoint Intranet: The Central Hub of Corporate Culture

1. Define your company’s needs and goals.
2. Assess technical requirements – identify which portal features will help meet your objectives.
3. Engage key stakeholders – SMART business experts can offer tailored consultations and help implement a solution that supports your company’s specific cultural needs.
4. Form a team with representatives from various departments (HR, IT, communications) to gather requirements and ensure a holistic approach.
5. Test and gather feedback.

• Unified digital space – All corporate information (news, updates, announcements, etc.) is consolidated in one place, keeping employees informed and aligned.
• Accessibility – Custom visualizations and a user-friendly interface ensure intuitive navigation and quick access to corporate content. Multilingual support helps strengthen internal connections among employees in different countries.
• Learning and development tools – SmartPoint includes a centralized knowledge base, and integration with SMART HCM & LMS provides access to webinars, courses, and resource libraries – encouraging upskilling.
• Security and reliability – Built on Microsoft technologies, SmartPoint complies with international security standards, ensuring data protection at every access level.
• Stable updates – With quarterly releases, the solution keeps pace with market trends and technical advancements.
• Chatbot integration – The built-in chatbot works with Telegram and Microsoft Teams, enabling employees to receive updates and view assigned tasks in just a few clicks.

How Processes Worked Before Implementation – and What Factors Triggered the Need for a New Solution

1. The need for a centralized platform that would provide quick access to corporate information and company resources.
2. Expanding the capabilities for automation and personalization of processes such as onboarding or familiarization with company policies – of which BAKOTECH has more than 150, spanning nine countries. Each of these jurisdictions has its own specific policies and regulations governing employee activities and internal procedures, which require a thoughtful approach to data organization and structuring. This called for the creation of a single platform that would enable efficient management of large volumes of information and grant easy access to employees across different countries.
3. The ability to seamlessly integrate communication and HR processes within a single digital environment, eliminating the constant need to switch between different programs and systems.

The company was looking for a solution that would enhance our onboarding process, ensure effective introduction of employees to our company structure, policies, corporate culture, management, and other essential aspects of BAKOTECH’s operations. We chose SMART business and the SmartPoint Intranet solution, as it fully met these requirements

Maryna Moskina

Head of People BAKOTECH

• Personal Dashboard with a Knowledge Base
• Organizational Structure of the Company
• Employee Directory
• News Feed
• Q&A Section
• Photo and Video Gallery Module

How the SmartPoint Intranet Implementation Went: Challenges, Tasks, and the Vendor’s Role in Solving Them

• Keeping the data in the Organizational Structure and Employee Directory up to date – when a new employee joins the company, an existing employee’s position changes, or someone transfers to another department, these changes are automatically reflected in the internal portal.
• Reducing the workload for HR and IT departments – there is no need to manually create or update employee profiles in SmartPoint Intranet, which saves HR and IT specialists time on system administration.

1. Policies and internal regulatory documents are displayed only to employees for whom they are applicable.
2. Employees working in Ukraine see Ukrainian policies, while their colleagues in Poland, for example, see Polish ones.
3. The system takes into account the legislative and corporate standards of each country to ensure compliance with local requirements.
4. Document access is configured based on roles and access rights, preventing employees from viewing information that is not intended for them.

Our Knowledge Base in SmartPoint Intranet has grown to an impressive scale: 9 countries, over 150 policies – and each policy is a separate page. Yet everything is well organized, intuitive, and convenient to use. We filled the system from scratch – it was a labor-intensive process, but we accepted the challenge because we aimed to create a unified digital environment where all our specialists could interact comfortably. As a result, we’ve built a valuable resource for all our colleagues, which is a major achievement for an international company with such a wide geographic reach

Maryna Moskina

Head of People BAKOTECH

The customer approached the preparation of materials for implementation very responsibly and thoroughly, delivering a large volume of well-structured information on time – which significantly optimized the process. In many projects, one of the key challenges is the lack of ready-made content. But in BAKOTECH’s case, all the necessary data were provided even before the project officially started, which greatly contributed to smooth implementation

Natalia Nenych

Product Consultant

We understand that in order to be a source of innovation for others, we must constantly evolve ourselves. That’s why we actively implement modern solutions within the company – to optimize workflows, improve communication, and boost team productivity. With SmartPoint Intranet, our company has gained a universal tool that enables seamless communication, easy access to essential policies, guidelines, and other corporate information – all in one place. Now, employees can quickly find what they need without wasting time searching across various systems or local files. The solution has significantly improved the onboarding process and reduced the workload on our HR specialists

Maryna Moskina

Head of People BAKOTECH

What is Onboarding in the Context of Modern Trends, and What is Its Role?

Common Onboarding Challenges Faced by Companies and Factors that Negatively Impact Onboarding Attrition Rate

• Lack of a Single Information Database – when new employees must spend time searching for necessary materials instead of learning their core work processes.
• Unstructured Materials – when documents are scattered across different platforms or stored as inconsistent files. This complicates the search for necessary information, increases the time spent learning new materials, and slows down the adaptation process.
• Overburdened HR Department – often, HR professionals must manually answer the same questions and personally monitor each stage of onboarding, forcing them to constantly switch from priority strategic tasks. This, in turn, slows down the adaptation of newcomers and increases the risk of errors due to human factors.
• Difficulty Integrating into the Team – without a clear adaptation program, new employees feel lost, which reduces their productivity and engagement, increasing the risk of a rise in the Onboarding Attrition Rate, which reflects the proportion of new employees who leave the company during the adaptation phase (usually within the first 30, 60, or 90 days after hiring). A high rate of this indicator can signal issues with the onboarding process, a mismatch between the candidate’s expectations and reality, or inadequate support from the company.
• Inflexible Onboarding Processes – traditional onboarding approaches may not be able to account for the specifics of remote employees’ work or specialists located in different geographical regions. This can lead to new employees not receiving support in the format that suits them best. In such cases, onboarding processes need flexibility to adapt to different work conditions and communication features so that support and information sharing are equally effective for all employees, regardless of their location or work schedule.
• Difficulties in Role Setting – if it is not clearly defined within the company who is responsible for each stage of the adaptation process, it can lead to inconsistencies and confusion in task execution. Therefore, it is crucial to have tools that allow for clear distribution of responsibilities and ensure technical-level control so that all processes work smoothly.

Which Modern Systems Can Enhance Onboarding?

How to Automate Onboarding with SmartPoint Intranet

Preliminary Preparation

• The system allows the creation of a centralized repository where all important materials for newcomers can be gathered in one place, with easy and immediate access. This can include job descriptions, internal rules, and checklists, allowing new employees to quickly familiarize themselves with the necessary information without wasting time searching. Since all information is available online and across various platforms, the employee adaptation process is greatly simplified, regardless of their geographical location.
• The solution allows automatic task generation for setting up the new employee’s workspace, such as setting up the computer, granting access to necessary programs, and corporate resources. As a result, the new specialist can begin working immediately without delays, and the company saves time by efficiently planning the first days of work.

First Day on the Job

Training and Adaptation

Integration into Corporate Culture

• Corporate News, where important updates, company achievements, colleagues’ accomplishments, and other interesting topics related to corporate life are published.
• Event Calendar, with all scheduled activities and company events, ensuring they are not lost in a busy schedule and that employees are always aware of important events.
• Office Map, which helps employees quickly orient themselves in the locations of the company’s offices and improves communication between teams, even if they are in different locations.
• Personal Services – a component that allows employees to easily submit requests for absence, office supplies, equipment, and various access rights, as well as track the status of these requests. This service contributes to building trust in the company, which cares about the comfort of its employees and ensures effective communication across cross-functional teams.
• Support for Multilingualism – for companies with international presence, SMART business can provide multilingual support for the corporate portal, allowing the adaptation of information to various linguistic and cultural contexts. This enables employees from different countries to receive up-to-date information in their native language, fostering better communication and integration into the corporate culture.

Specifics of Onboarding Processes in Different Industries, and Why SmartPoint Intranet Is a Universal Solution for Business

Industry-Specific Features:

• Manufacturing Companies: At the onboarding stage, it’s crucial for the newcomer to familiarize themselves with safety regulations, work instructions, and shift schedules as quickly as possible.
• Service Industry: A critical focus is on quickly integrating into customer service standards, mastering communication scripts, and training in soft skills.
• Technology Companies: Onboarding often focuses on accessing internal IT systems, product documentation, and integration into internal development processes.
• Financial Institutions: Onboarding emphasizes security policies, regulatory requirements, and rapid immersion in the company’s financial products.
• Healthcare Sector: Adaptation includes learning medical protocols, patient safety standards, and specifics of working with medical systems.
• Retail: The key focus is on knowing the product range, shelf placement rules, working with cash systems, and customer interaction standards.
• Logistics Companies: Knowledge of route logistics, transportation management systems, and document flow regulations is crucial.
• Educational Institutions and EdTech Companies: Onboarding focuses on teaching methodologies, communication with students, and familiarization with educational platforms used by the organization.

Onboarding Features by Company Size:

• In a startup – onboarding is usually dynamic and informal, with an emphasis on multifunctionality, quick adaptation, and involvement in key processes from the first days.
• In small and medium businesses – onboarding combines structure and flexibility: new employees are given clear roles and responsibilities, while adaptation is tailored to individual needs. Due to limited resources, quick immersion in work processes and real tasks from day one is important. At the same time, the smaller scale of the company promotes closer interaction with leadership and the team, helping employees integrate faster into the corporate culture.
• In large corporations – onboarding follows a well-structured program that includes several stages: from familiarizing with the company’s mission and values to integration into specific work processes. New hires receive detailed instructions, undergo training on internal policies, corporate standards, and organizational structure. Special platforms and mentoring are often used to gradually involve employees in work, helping them effectively adapt in large teams.

Onboarding Features by Corporate Culture:

• In companies with a flexible culture – onboarding focuses on autonomy, minimal bureaucracy, and quick immersion in projects through mentorship or peer-to-peer learning.
• In companies with a clear hierarchy – new hires undergo step-by-step adaptation through approved procedures, training, and progress evaluation checkpoints.
• In international companies – the intercultural factor is important, as well as awareness of global practices, compliance policies, and adaptation to different time zones or communication styles.
• In companies with remote or hybrid work formats – the key focus during onboarding is on autonomy, digital tools, independent material review, synchronization with the team, and ensuring a smooth integration into the corporate online environment.

Why SmartPoint Intranet Can Be a Universal Solution for Businesses

1. Process Automation – the solution allows the creation of a personalized and automated onboarding path for each new employee, such as task creation for HR, mentors, and employees themselves, helping avoid “forgotten” or lost stages of adaptation.
2. Transparent Progress Tracking – HR professionals and managers can monitor and manage the stages of onboarding online, as well as receive analytical data for making informed management decisions.
3. Single Access to Company Resources – with the SMART business solution, all important corporate documentation, organizational structure, policies and regulations, contacts, and company news are gathered in one convenient digital environment.
4. Content Flexibility – the solution provides the ability to easily integrate any learning materials, video instructions, checklists, tests, and more.
5. Customization Options – the system allows the creation of onboarding programs tailored to the unique needs of your business. The vendor also ensures that the portal design aligns with the company’s corporate identity, extending the brand’s visual identity.
6. Broad Integration Capabilities – integration with the Microsoft 365 suite offers additional advantages, as all functional capabilities of this suite (such as Word, Excel, PowerPoint, Teams, OneDrive, Planner, Outlook, etc.) are closely connected. This advantage allows employees to work with documents, communicate with colleagues, plan tasks, and access convenient work tools directly through the intranet. Additionally, integration with HCM & LMS systems allows for scaling HR, training, and development processes if needed.

What is SSO Technology and How Does a Unified Access Point Work with It?

How Does SSO Work When Integrated with SmartPoint Intranet?

1. The user logs in through a single access point (for example, via SmartPoint Intranet).
2. SSO verifies the credentials through an identity management system (such as Microsoft Entra ID).
3. Once the login is successful, the session is maintained, and the user automatically gains access to all connected services – such as email, CRM, ERP, task managers, corporate learning platforms, and more – without the need to re-enter a password.

• Convenience – fewer passwords mean less time wasted logging into various systems.
• Enhanced security thanks to centralized access control and the ability to implement Multi-Factor Authentication (MFA).

• Reduced IT workload – SSO integration minimizes password reset requests caused by forgotten or lost login credentials.

What Are the Benefits of Using SSO and a Unified Access Point in SmartPoint Intranet for Different Companies and Departments?

For IT Departments

For Finance Teams

For Manufacturing Companies

For Legal Departments

For Healthcare and Pharmaceutical Organizations

For Educational Institutions

Benefits of Implementing SmartPoint Intranet with Single Sign-On Technology for Companies

1. Convenience for employees – instead of opening dozens of browser tabs and entering passwords for each system individually, employees simply log in to SmartPoint Intranet and gain access to all the necessary tools within a single workspace.
2. Time savings – even if each login takes only a few seconds, over the course of a day this can add up to several minutes, and over a year – to dozens of hours. Time that could be better spent on solving important tasks is often wasted on routine logins. SmartPoint Intranet, combined with SSO technology, solves this problem by allowing employees to log in just once and immediately start working with all corporate services.
3. Enhanced security – instead of managing dozens of passwords (some people even write them down in notebooks or on sticky notes), users enter just one strong password or use Multi-Factor Authentication (MFA). This significantly increases security and reduces the risk of data leaks or accidental unauthorized access by malicious actors. On top of that, administrators have centralized control over access – they can quickly update user permissions, restrict access to certain systems, or promptly disable accounts for employees who are no longer with the company.
4. Flexible customization and personalization – since each employee usually works with a different set of services, SmartPoint Intranet allows the interface to be tailored to specific needs. For example, a marketer can pin quick access to analytics dashboards and CRM on their main panel, while an HR specialist can prioritize the candidate database and interview scheduling system. The ability to adjust service visibility based on user roles helps avoid cluttered interfaces and creates a more comfortable working environment for everyone.
5. Mobile access – support for mobile devices allows employees to access corporate systems and necessary tools even when working remotely. This is especially valuable for employees on business trips, remote teams, and field staff, enabling them to conveniently view information, handle documents, and communicate with colleagues directly from their smartphone or tablet.
6. Usage analytics – SmartPoint Intranet enables the analysis of how users interact with internal portal pages, helping to optimize content and structure. For advanced analytics, it can be integrated with Microsoft Clarity – a tool that provides detailed insights into user activity, including click patterns and frequency, whether pages are scrolled to the end, what devices are used for access, and more. This integration helps assess content effectiveness, identify which elements need improvement, and make the digital workspace more convenient and useful.

What Services Can Be Integrated into SmartPoint Intranet’s Unified Access Point?

Corporate Email

CRM and ERP Systems

Internal Portals and Document Management

Communication Tools

Project Management Systems

HR Platforms

How the Unified Access Point is Set Up – Key Stages

1. Company Needs Assessment – At the initial stage, the SMART business team collaborates with the client to define the key services and systems that need to be unified within a single workspace. These can include CRM, ERP, and HR platforms, document management solutions, and communication tools. It’s important to consider the number of users, access levels, and security requirements to design an optimal unified access point architecture.
2. Selecting an Authentication System – The company can choose from ready-made single sign-on solutions such as Microsoft Entra ID, Okta, OneLogin, or opt for a custom solution tailored to its specific business processes. An essential factor here is compatibility with existing corporate services and support for multi-factor authentication (MFA).
3. Integration with SSO (Single Sign-On) – At this stage, automatic user authentication is implemented. After logging into SmartPoint Intranet for the first time, employees no longer need to enter passwords to access internal systems – all connected services become available within a single session. This functionality reduces login time and enhances security.
4. Configuring Access Rights – To ensure the correct access level for each employee, roles and permissions are configured in line with job responsibilities. For example, the finance department will have access to accounting systems, while the HR department will access candidate databases. Centralized access management allows for quick adjustments in case of role changes or employee offboarding.
5. Testing and Deployment – At this stage, the integrations are tested for functionality, SSO and access levels are verified, and special attention is given to employee training. This ensures that users can fully leverage the new system from day one.

Why Entrust SMART business with Your Unified Access Point Setup?