Cloud Is Transforming Intranets. Today over 90% of all new business software is deployed in the cloud (Gartner), and intranet software is no exception. According to McKinsey, cloud adoption can accelerate deployment speed by 20–40% (McKinsey). Cloud intranets deliver higher efficiency by eliminating the need for local servers, reducing IT maintenance, and providing instant access across devices. According to Forrester, organizations that migrate to cloud-based infrastructure report up to 30% cost savings compared to maintaining legacy on-prem systems.
For organizations choosing between a cloud-based intranet and an on-prem intranet, the stakes are high. Cloud intranets offer speed, flexibility, and lower overhead, while on-prem solutions prioritize control. This guide explores both models, compares leading vendors, and helps you choose the right fit.
What Is a Cloud Intranet?
A cloud intranet (also called a cloud-based intranet, SaaS intranet, or “intranet as a service”) is a secure online platform hosted by a provider and delivered via the internet. Instead of installing servers and maintaining software on-site, companies access their intranet through a web browser or mobile employee app.
Unlike legacy on-prem intranets, cloud intranets are faster to deploy, easier to update, and more accessible from anywhere. They function as the backbone of a modern intranet platform that powers internal communications, collaboration, and employee engagement.
Benefits of a Cloud Intranet
- Access Anywhere – Employees can log in from desktops, laptops, or mobile apps, perfect for hybrid and frontline teams.
- Faster Deployment & Updates – No lengthy IT projects; updates are automatic in SaaS models.
- Scalability – Add users, storage, or features as your business grows.
- Lower IT Overhead – No servers, fewer support tickets, reduced maintenance costs.
- Stronger Integrations – Seamlessly connects with Microsoft 365, Google Workspace, Slack, Teams, HRIS, and CRM systems.
👉 Learn how intranet communications can help engage employees.
Cloud vs On-Prem Intranet: Pros & Cons
Here’s a side-by-side comparison:
| Feature / Factor | Cloud Intranet (SaaS) | On-Prem Intranet |
|---|---|---|
| Setup Cost | Low upfront; subscription-based | High upfront hardware & licenses |
| Maintenance & Updates | Automatic, handled by vendor | Manual IT management & patches |
| Security & Compliance | Strong vendor certifications (ISO, GDPR, SOC2) | Full internal control but resource-heavy |
| Customization | Configurable, but within vendor limits | Highly customizable (requires dev resources) |
| Accessibility | Anywhere, any device, mobile-ready | Limited to corporate network or VPN |
| Best For | SMBs, franchises, hybrid/remote | Enterprises with strict compliance or local-only needs |
👉 Explore how to pick intranet providers.
Cloud Intranet for Small Business
For small and mid-sized businesses (SMBs), a cloud-based intranet is the clear winner. With limited IT staff and budgets, SMBs benefit from:
- Quick deployment without server installs
- Pay-as-you-grow subscription pricing
- Mobile apps for distributed teams (retail, hospitality, healthcare, franchise ops)
- Easy integrations with HR, payroll, and scheduling tools
But here’s the challenge: many of the big-name vendors such as Workvivo, LumApps, Simpplr, Staffbase, and others do not actively serve businesses with fewer than 1,000 employees. Their contracts often require minimum commitments of $20,000–$30,000 per year or more. Smaller organizations that do sign on usually receive less support and attention because they represent lower customer value to these vendors. The result is that SMBs pay premium prices but get a sub-par experience compared to enterprise clients.
HubEngage takes a different approach. We work with businesses of all sizes—including SMBs and provide the same level of support and service that our enterprise customers receive. Whether you’re a 200-person retail chain, a 500-person healthcare network, or a growing franchise, HubEngage delivers a modern intranet experience that scales with you—without excluding you.
Best Cloud Intranet Software (2025)
Here’s a vendor comparison to help you evaluate.
| Platform | Best For | Key Cloud Features | Pricing (from) |
|---|---|---|---|
| HubEngage | All-in-one communications, recognition & surveys | Best of all platforms, AI Powered, Multichannel messaging, gamification, digital signage, multilingual, analytics | $3–6 per user/mo |
| Staffbase | Internal communications | News feeds, branded mobile apps, integrations | $4–6 per user/mo |
| LumApps | Enterprise social intranet | Google & Microsoft integrations, communities, knowledge hub | Custom quote |
| Workvivo | Employee engagement | Social feed, recognition, mobile-first | $4–7 per user/mo |
| Simpplr | Usability & adoption | AI search, simple UX, fast deployment | $8 per user/mo |
| Interact | Microsoft ecosystem | Deep 365/Teams integrations, content targeting | $6–9 per user/mo |
| Axero | Customizable intranet | Wikis, workflows, collaboration | $8–10 per user/mo |
| Happeo | Google Workspace shops | Drive, Gmail, Meet integrations | $6–12 per user/mo |
👉 Explore all these platforms in our best intranet software guide.
Implementation & Security Considerations
A cloud intranet doesn’t compromise security. Top vendors offer:
- SSO (Single Sign-On) and MFA (Multi-Factor Authentication)
- Data encryption in transit & at rest
- GDPR, HIPAA, ISO 27001 compliance
- Enterprise SLAs with uptime guarantees
Strong governance and role-based permissions ensure only the right people access sensitive data.
👉 See our comprehensive guide on cloud intranet security.
How to Choose the Right Cloud Intranet Provider
Use this checklist:
- ✅ Fit for business size & industry
- ✅ Integration with existing tools (HR, CRM, M365, G-Suite)
- ✅ Balance of customization vs simplicity
- ✅ Cost transparency (per user or flat fee)
- ✅ Vendor support, SLAs, customer success
Conclusion
A cloud intranet is no longer optional—it’s the backbone of modern workplace communication. With anywhere access, fast deployment, and scalable pricing, businesses of all sizes can benefit.
👉 Ready to explore? See our Intranet software guide and book a demo to see it live.
FAQs
What is a cloud intranet?
A cloud intranet is a secure, hosted workplace hub delivered via the internet, enabling employees to access company resources, news, and tools from anywhere.
Is a cloud-based intranet secure?
Yes. Leading vendors offer enterprise-grade security with encryption, SSO, MFA, and global compliance certifications.
SaaS intranet vs on-prem intranet: what’s the difference?
SaaS intranets are hosted by a vendor and updated automatically. On-prem intranets require internal servers, IT maintenance, and manual upgrades.
Why is a cloud intranet better for small businesses?
It eliminates server costs, reduces IT burden, and delivers a ready-to-use solution with mobile access—perfect for SMBs and distributed teams. HubEngage stands out because it actively serves SMBs with full support, unlike many larger vendors who prioritize enterprise accounts.
How much does a cloud intranet cost?
Most SaaS intranets start between $4–10 per user/month. Costs vary by features, integrations, and scale.
Can you move from on-prem intranet to cloud?
Yes. Migration services help transfer documents, user data, and permissions into a modern cloud intranet without disrupting workflows.
