Staffbase

Our employees are already using AI tools we haven’t approved. What do we do?

This is the most common conversation we have with IT leaders. 79% of organizations suspect employees are misusing approved AI tools; 69% suspect use of prohibited public GenAI (Gartner). Staffbase doesn’t just govern the answers your official AI gives. It becomes the governed foundation through which you roll out AI policy, training, and guardrails to every employee, including the frontline. The platform that reaches everyone is the same platform that governs what they know.

How does Staffbase work with Microsoft 365?

Staffbase extends your Microsoft 365 investment. It doesn’t compete with it. We integrate natively with Azure AD, Teams, SharePoint, and Copilot. Employees asking Copilot about company topics get governed, reliable answers sourced directly from Staffbase content. IT manages one content estate, not two.

How long does deployment take?

Average deployment is 3 to 4 months, including migration, content strategy, and setup. You get a dedicated success team and forward-deployed engineers who design your AI workflows with you. We’ve done this 1,500+ times.

Will our frontline actually use it?

Our hardest-to-reach customers see 94% monthly active usage, compared to 20–30% for typical desktop intranets. The employee app is mobile-first, offline-ready, and designed for employees who work shifts, drive trucks, or staff retail floors. If they don’t open a browser, they still get reached.

Can this actually reduce our HR support load?

When employees can ask Navigator about leave policies, benefits, onboarding steps, or IT procedures and get a trusted answer instantly, they stop filing tickets. Customers using Navigator for employee self-service see significant drops in repetitive HR and IT inquiries. The content is governed, so HR stays in control of what employees see.

How does content governance at Staffbase prevent wrong answers?

Every question passes through five layers: Employee Context identifies who’s asking, Scoped Knowledge routes to the right domain, Content Quality checks the source for ownership and currency, Organization Voice aligns the answer with company language, and the Learning Loop feeds analytics back so the system improves. Full audit trails, source attribution, no hallucinations. The answer is only as good as what’s behind it — and we built the system behind it.

We already own Microsoft Viva or SharePoint. Why do we need this?

Staffbase does what Microsoft doesn’t do well on its own: multichannel employee communication across intranet, app, email, and AI assistant; frontline reach for employees who never open a browser; and content governance that makes AI answers about your organization reliably accurate. Most customers use Staffbase alongside Microsoft 365, not instead of it. The question isn’t whether to keep Microsoft — it’s whether your current setup is actually reaching every employee and governing what AI says.

How do we make sure employees actually trust what they read?

Every piece of content in Staffbase has a visible owner, a review date, and a clear source. Employees can see it’s current and authoritative — not just something someone published and forgot. When Navigator answers a question, it shows exactly where the answer came from and when it was last verified. That’s not a feature. That’s what trust looks like in practice.