HR services for around five hundred employees were spread across forms, email chains, spreadsheets and a physical pass desk. We built a single portal that consolidated them — and then kept developing it. Seven years later it is still in daily production use, which makes it the longest-running system in our portfolio.
Employee-facing HR processes had accumulated the way they usually do: a request form here, an email chain there, a spreadsheet owned by one person, a physical pass desk with its own log. For an organisation of around five hundred people, the cost was paid twice — employees did not know where to go for a given request, and HR spent its time routing rather than resolving. Consolidating this is less a technical problem than a longevity problem: internal portals are easy to launch and hard to keep alive, and most die when the processes they encoded change and nobody updates them. The organisation needed a single entry point for employee services that could keep absorbing new processes for years without being rebuilt.
One portal for the internal services employees actually use, replacing the question of which channel handles which request. New services are added to the same surface rather than announced as separate tools.
The physical access pass service is integrated into the portal, connecting a process that previously ran on paper at a desk to the same system as the rest of the employee lifecycle.
Personnel document flows run inside the portal with their state visible to both the employee and HR, which removes the largest single category of HR interruption: people asking where their request currently sits.
The portal has been developed continuously since 2018, absorbing new processes as they appeared. That sustained cadence — rather than any individual feature — is what has kept it in daily use for seven years.
The portal has served roughly five hundred employees continuously since 2018, making it the longest-running system in our portfolio and the clearest evidence of what we mean by long-term support: seven years of production use, with development ongoing to this day. HR interruptions dropped as request state became self-serve, and each newly absorbed process arrived on infrastructure that already existed rather than as another standalone tool to maintain.
Tell us what the process looks like today and we will tell you what can be automated — and what should not be.
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