Employee Portal Overview

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   Estimated Read Time: 4 minutes 

Sections in this article:

• What is the Employee Portal?
• Key Features
• Employee Portal vs. Public Forms

What is the Employee Portal?

The Gatekeeper Employee Portal is an add on module that simplifies the intake process in your organisation. This provides a central hub where employees can submit and track requests using easy-to-complete forms, which feed directly into Gatekeeper’s workflow engine.

Key Features

With the Employee Portal module:

• Regular Gatekeeper users benefit from a simplified way of submitting request forms:
  • They have access to an additional Submit Requests dashboard, a centralised hub of request forms with real-time tracking.
    

• • They can submit change requests directly from a contract record, saving time and ensuring requests are captured efficiently.
    
• You can also create Employee Portal Only users, who access a simplified interface without the main tenant’s navigation options.

• Workflows route all requests to the relevant individuals and teams for review and approval.
• Notifications ensure all parties are informed and updated on progress as the new contracts and/or vendors are approved.
• Contract and vendor data is integrated into the request process, automatically creating records upon approval. This removes the data burden from the internal team and ensures all records are accurate and include a full audit trail.

Employee Portal vs. Public Forms

In addition to improving user experience with the Submit Requests dashboard, the Employee Portal offers enhanced security when compared to Public Forms. Since you control who has access to your forms, you can be confident that submissions come only from authenticated users within your organisation.

As a result of this, there are two main benefits to using the Employee Portal over Public Forms:

• Pre-filled data from your repository - When users select existing records (e.g. vendors or contracts), Gatekeeper automatically pulls in their metadata from your repository. This saves time and prevents discrepancies by ensuring users don’t manually re-enter information that may already exist in your repository.
• Allows the addition of new Vendor Users - When entering details about new or existing vendors into workflow forms, users can add new vendor contacts by entering their name, job title, and email address. However, to ensure security, Gatekeeper only enables this option if it can verify that the form submitter is part of your organisation.

Additional Reading

• Configure the Employee Portal - Learn how to enable the Employee Portal, configure user permissions, and make workflow forms available for employees.
• Employee Portal Features - Learn about the experience for Employee Portal Only users.
• The Employee Portal on Gatekeeper Academy - For an in-depth overview of how to leverage the Employee Portal, take the e-learning course in the Gatekeeper Academy.