The Ultimate Guide to Launching a Benefits Website

Launching a digital hub for your HR and benefits information is one of the most impactful moves an organization can make for its workforce. But where do you start? Whether you're replacing an outdated intranet or building from scratch, this step-by-step guide will help you launch a beautiful, accessible benefits website that truly serves your employees, dependents, and job candidates.

Step 1: Define Your Goals

Before diving into design, clarify what success looks like. Consider:

• Who needs access? (Employees, spouses, candidates, etc.)
• What pain points are you solving? (Confusion, outdated PDFs, overburdened HR inboxes)
• What should employees be able to do or understand after visiting the site?

This clarity helps guide decisions throughout the project.

Step 2: Choose the Right Platform

Look for a platform designed specifically for HR and benefits communication. SwellSpace, for example, provides a customizable, no-login-needed experience that puts HR in control, without relying on IT or marketing teams.

Key features to look for:

• Easy content updates by HR
• Public-facing access (no passwords or VPNs)
• Mobile-first design
• Analytics to track engagement

Step 3: Audit and Organize Your Content

Gather all your existing benefits materials, including:

• Medical, dental, and vision plan summaries
• Retirement and savings plan info
• Leave policies and employee handbooks
• Wellness programs, EAPs, and perks

Then group them into intuitive categories, like:

• Health & Wellness
• Financial Benefits
• Time Away
• New Hire Resources
• Contacts & FAQs

Think from the employee's perspective: What are they searching for?

Step 4: Write for Humans

Ditch the jargon and legalese. Your site should sound like your HR team, not your lawyers. Focus on being:

• Clear and conversational
• Inclusive and plainspoken
• Focused on "what this means for me"

Use headers, short paragraphs, and bullet points to improve readability.

Step 5: Build and Brand Your Site

Work with your provider or design team to:

• Match your brand colors, fonts, and tone
• Highlight seasonal needs (like open enrollment)
• Include visuals: icons, images, or videos if appropriate
• Add a search function to help users find what they need fast

Tip: Don't overcomplicate. The best benefits sites are clean, scannable, and easy to navigate.

Step 6: Launch It Right

Plan a strategic launch campaign to maximize engagement from day one:

Create Excitement & Drive Awareness

• Pre-launch teaser – Send an email and company announcement to build excitement before launch
• Launch announcement – Officially introduce the website via email, company intranet, and team meetings‍
• QR code signage – Place posters in break rooms, lobbies, and common areas with a QR code for easy access

Keep Employees Engaged & Informed

• Leverage ongoing communications – Include website links in company newsletters, emails, and HR system messages
• Pin to key communication channels – Add the link to Slack, Teams, or the company intranet for quick access
• Encourage manager advocacy – Equip managers with talking points to promote the website in team meetings‍
• Highlight key content updates – Regularly update the website with timely benefits information and send reminders to employees

By making your benefits website a central part of your company's communication, onboarding, and culture, you're giving employees the tools they need to feel confident in their benefits and stay connected to workplace resources.

Step 7: Keep It Fresh

A benefits site isn't a one-and-done project. Assign ownership within HR and:

• Set reminders to update documents and deadlines quarterly
• Review analytics to see what pages people visit most
• Add new resources, policy changes, and seasonal updates

Make it a living, breathing part of your employee experience.

Final Thought: Build It for Everyone

Benefits affect everyone—employees, spouses, and future hires. A clear, accessible website turns your benefits investment into a true asset that reduces confusion, saves HR time, and builds trust across your organization.

Looking to get started? SwellSpace helps HR teams launch fast, stay in control, and engage everyone who matters. Request a demo today.