Employee Suggestion Box Software for the Whole Organisation

What a physical suggestion box is good at

It is obvious. People know what it is for without a login, a training session or an app. A locked box near the clock-in point, reception or the canteen has collected improvement ideas for decades, and plenty of schemes still start there. The failure is what happens after the slip goes in.

• Nobody owns it. The box is emptied when someone remembers.
• The writer cannot see whether it was read, parked or thrown away. Silence is why the next idea never arrives.
• Handwriting, and the chance of being recognised, keeps awkward ideas about process and supervision out of the box.
• A second site, a night shift, or anyone not in that building never walks past it.
• "We had 14 last quarter" is not a record of decisions, owners or outcomes.

Suggestion box software should keep the simple act, write it down and drop it in, and add the three things paper cannot do: a named owner, a decision the submitter can see, and a record.

What Harmoni does with each suggestion

A named owner. Every idea goes to a manager review queue, not a shared folder. That manager approves it, asks for a revision, or shelves it with a reason. The scheme itself also needs one named owner, the person who notices if the queue goes quiet. You appoint them before you invite anyone. The UK suggestion scheme guide covers why a scheme without that person drifts.

A visible decision. The submitter can see the status: in review, revision requested, approved or shelved, with the reason. That is what makes people submit a second time. A 48-hour acknowledgement is achievable for most organisations. The exact number matters less than hitting it. A parked idea needs a date to come back, not silence.

AI-assisted submission. Useful suggestions usually arrive as a rough note, not a business case. Harmoni's AI helper turns that note into a structured proposal, so the reviewer is not decoding three words and a guess. Scoring can help a manager sort a long queue. It does not approve anything. A person still decides, and that decision is what the submitter sees.

Around those three jobs: anonymous submissions, a phone browser with no app to install and no Microsoft licence, and a link you can put on a noticeboard. Detail is on the features page.

Who it is for

The whole organisation, not a 10-user tool. The price band is set by the size of the named organisation, and every employee is included, whether they log in every week or not. There is no cheaper plan for a handful of users, and no per-seat charge for inviting night shift, a second site, or a department you were going to leave out.

If you only need a form for one small team, a spreadsheet is enough. The Microsoft Teams page sets that option next to the old Employee Ideas app, including where a Teams-native tool is the better fit. One box for every department, one queue and one monthly price, is the job here.

It is a poor fit if you need stage-gates, an innovation portfolio, or a dedicated innovation function on a multi-year programme. Plants with shift workers and a paper kaizen board should read the manufacturing page, which covers anonymous safety ideas, supervisor queues and a 30-day start for one site.

What it costs

A flat monthly price in GBP. The band follows headcount, not seats sold. No per-seat charge, no pilot fee and no setup fee. A 14-day free trial, no card required, and you can cancel any time. The smallest band is up to 50 employees at £99 a month, with every employee included. Inviting the rest of the organisation does not move the bill.

Harmoni prices as listed on this site in September 2026. Flat bands by employee count, all employees included, no per-seat charges, no pilot fee.

The full ladder is on the pricing page.

Replacing the box without losing the habit

1. Leave the spot. Put a short link or a QR code where the box was, and one sentence on what happens after someone submits.
2. Name the people first. Name the scheme owner, and the managers who will review, before you send an invitation.
3. Open it to the whole organisation. A group of ten enthusiasts teaches everyone else that this is optional. The price does not change if you invite them. Use a small group only to prove the response time, not to save money.
4. Show one decision. For two weeks, hold the acknowledgement time. Post one decision where people will see it, including a shelved idea and the reason.

Policy, reward bands and the HMRC limits are in the UK guide. Shift workers are on the manufacturing page. If you are replacing the Teams Employee Ideas app, read that page before you pick a product.

Honest limits

• A named owner who does not open the queue is the same failure as a box nobody empties. Software will not fix that.
• Anonymous suggestions are not a formal accident, grievance or whistleblowing route. Keep those separate and say so.
• Harmoni is not embedded in Microsoft Teams. A link in a channel opens in the browser. The Teams page explains the trade-off.
• It is not a lean suite, a document system or an ISO pack. If that is what you need, buy that.