Employee Wellness Software: A Comprehensive Buyers Guide

Welcome to Your Guide to Wellness Technology

At CoreHealth, we’ve built this comprehensive guide to wellness technology to help organizations navigate an evolving digital landscape. Rather than telling you exactly how to design your wellness program, our goal is to share practical insights, industry trends, and proven strategies that empower you to choose the right tools and approaches for your unique needs.

Let’s dive into the five W’s of wellness technology – what it is, why it matters, who uses it, when to invest and where to find it.

What is Wellness Technology?

Wellness technology is an umbrella term for the software, platforms, and digital tools that enable organizations to assess employee health risks, deliver wellness programming, and measure outcomes such as engagement and ROI.

Effective wellness platforms go beyond tracking—they motivate employees to adopt healthier behaviors, boost morale, reduce turnover, and improve productivity.

Other common terms include:

• Well-being technology
• Wellness management system
• Wellness management technology
• Wellness portal
• Wellness software
• Wellness system
• Wellness platform
• Population health management solution
• Health engagement platform
• Employee engagement (oftentimes wellness programs are a component of formal employee engagement strategies)
• and more

It’s important to note the difference between a wellness software app vs a wellness platform. A wellness app typically has a single function, while a wellness platform is a digital home-base that stores multiple apps, integrations and more, to consolidate all aspects of a well-being program behind a single login.

Additionally, programs and software vary in the duration and complexity of services they provide. Some wellness technology focuses exclusively on specific components or programs (for example, only health coaching, health assessments, or challenges), while others provide a complete, end-to-end well-being platform with many components.

Why Use Wellness Technology?

Managing wellness programs can be complex. Technology simplifies administration, automates tedious tasks, and makes it easier to communicate, track participation and improve health outcomes.

With wellness management software, HR leaders and wellness providers can:

• Launch and manage programs efficiently.

• Deliver a variety of initiatives (from health risk assessments to challenges, coaching, and incentives).

• Generate real-time reports to measure engagement and program impact.

• Focus on strategy and culture-building instead of administration.

Who Uses It?

Typically, the following organizations use wellness technology:

Corporate Wellness Companies

Companies that specialize in delivering workplace wellness programs to employers often rely on wellness technology to power their offerings. These organizations build engaging health education content, interactive wellbeing programs, and personalized experiences, but they look to wellness technology providers for the technical infrastructure that brings it all together. Wellness companies typically customize and rebrand wellness portals to align with their own brand identity and client needs.

Employers

Employers of all sizes are investing in employee wellness to boost engagement, reduce healthcare costs, and strengthen workplace culture. From fitness challenges and health assessments to mental health support and coaching, wellness programs include many moving parts. Wellness technology helps employers manage these programs in one place, making them easier to run, more engaging for employees, and more impactful for the organization.

Health Plans & Insurers

Health plans and insurers are expanding beyond traditional coverage by offering wellness and prevention programs to their member populations. These initiatives help reduce health risks, improve outcomes, and add value for employer clients and members alike. Many health plans now partner with wellness technology providers to create personalized, data-driven wellness experiences that strengthen member engagement and support population health goals.

EAP Providers

Employee Assistance Program (EAP) providers deliver vital support for mental, emotional, and personal wellbeing. They offer services such as counseling, work-life balance resources, and stress management programs for employees and their families. Because they deliver such a wide range of services, EAP providers depend on sophisticated wellness technology to organize, deliver, and track participation across programs efficiently.

Benefits Brokers

Brokers and consultants play a key role in connecting employers with the right wellness solutions. They not only help clients select benefits packages but increasingly recommend wellness technology platforms that enhance overall employee wellbeing. By partnering with wellness vendors, brokers can deliver holistic solutions that combine insurance, prevention, and engagement — creating added value for clients while strengthening long-term relationships.

Health Systems

Health systems are extending their reach beyond patient care to support community and workforce wellness. Many are now partnering with local employers and organizations to offer preventive wellness solutions that promote healthier lifestyles and reduce chronic disease risks. To manage these programs effectively and at scale, health systems use wellness technology to deliver consistent experiences, track results, and connect care with workplace wellbeing.

When Should You Buy or Switch Vendors?

There’s no single rule for when it’s time to invest in or replace your wellness technology, but there are clear signs that your current system may be holding your program back. Here are some key indicators to help you decide when to make a change.

1. Dated Technology or Poor User Experience

If your wellness platform looks or feels outdated, engagement will eventually drop — even in a well-designed program.
Modern, intuitive software makes participation feel effortless. A refreshed user experience can make a familiar program feel brand new, boosting both excitement and accessibility.

2. Too Much Administration Time

Managing wellness programs manually can be overwhelming. If running your wellness program feels chaotic or time-consuming, that’s a sign your current tools aren’t doing enough. Upgrading to the right technology can help you stay organized, streamline workflows, and bring calm back to program management.

Wellness technology automates repetitive tasks like:

• Registering employees for programs

• Sending personalized communications

• Tracking participation and completion

• Managing data and generating reports

• Sending reminders for screenings or health assessments

Automation frees wellness managers to focus on strategy, not spreadsheets.

3. Low Engagement and Participation

If participation is dropping or programs feel stale, technology can help re-energize your approach. Features like team challenges, progress tracking, social sharing, and peer recognition make wellness interactive and fun.
The right platform helps transform participation from an obligation into a meaningful, connected experience.

4. Limited ROI or Results Tracking

Accurate reporting helps evaluate program success and is key to understanding what’s working and what’s not. Upgrading to a more advanced wellness platform allows you to:

• Measure ROI and outcomes in real time

• Identify trends and areas for improvement

• Provide leadership with clear, visual reports

Reliable analytics make it easier to demonstrate program value and secure continued investment.

5. Employee Wellbeing Is Becoming a Corporate Priority

When leadership commits to employee health and wellbeing as part of company culture, it’s time for technology that supports that vision. Investing in a modern platform ensures your wellness strategy has the infrastructure to match executive expectations. If you’re seeking leadership approval, start with a clear wellness proposal that outlines ROI, participation goals, and impact potential. Know how to write a proposal for wellness to gain the support to get started.

Should I Build or Buy Wellness Technology?

A decade ago, when there were limited technology options available, it wasn’t uncommon for companies to build their own technology. Today, it’s often more cost-effective and efficient to partner with a wellness technology company. Top technology vendors have years of experience developing and implementing wellness with clients. Too often, companies invest in developing in-house to only discover it takes significantly more time, money and energy than if they’d partnered with a wellness vendor.

Much more information here: Employee Wellness Technology: Build or Buy?

Features & Functionality

Wellness technology platforms are the backbone of modern corporate wellness programs, helping organizations deliver engaging, scalable, and measurable health experiences. As the workplace continues to evolve post-pandemic, employee expectations around health and well-being look very different than they did just a few years ago.

Leading technology vendors are continuously innovating, releasing new features that improve administration, strengthen data security, and enhance the overall user experience. While some solutions focus on specific areas like health coaching, the most impactful platforms bring everything together in one place. A true all-in-one wellness platform should include the following core features and functionality.

Wellness & Activity Challenges

Wellness challenges are one of the most popular ways to spark healthy habits and boost engagement. They can focus on physical activity, nutrition, sleep, financial health, or stress management—making them an accessible starting point for organizations launching wellness programs.

Challenges typically run 4–6 weeks and use gamification, points, and leaderboards to keep participants motivated. They can be done solo, with a buddy, or in teams, encouraging both individual progress and community spirit.

Common types include:

• Personal Challenges – Participants follow a specific journey through activities or education and track their progress.

• Buddy Challenges – Participants can initiate and ‘challenge’ a buddy to a simple step-based or action-based challenge.

• Team Challenges – Users can participate in a team and compete against other teams (department vs. department, location vs. location, etc.). Team challenges are an effective way to promote team building and foster a culture of health in the workplace. Plus, it’s always entertaining to watch teams encourage each other and poke a little fun at each other in the name of some healthy competition.

• Individual Challenges – These challenges allow participants to sign up for a friendly competition on their own or join and participate against other users.

Advanced platforms also let administrators customize challenges or build them from scratch, ensuring each program aligns with company culture and employee needs.

Challenge Engagement

Simply offering a wellness challenge isn’t enough – how employees engage with it determines its success. Wellness technology platforms use a variety of motivational tools and features to boost participation, sustain interest, and encourage lasting behavior change.

Key engagement drivers include:

• Gamification elements – Points, badges, and milestone rewards keep participation fun and competitive.

• Incentives & rewards – Gift cards, merchandise, or charitable donations provide an extra push to complete activities.

• Progress tracking – Goal tracking and activity monitoring give users a clear sense of achievement.

• Virtual maps & adventures – Interactive journeys, such as virtual adventure races, make challenges more immersive.

• Interactive feedback tools – Surveys, and quizzes drive two-way engagement and insight.

• Community features – Message boards and social networking tools create a sense of connection and peer motivation.

• Smart communication – Push notifications via email, text, or in-app reminders help users stay on track.

• Personalization – Customized challenge templates and evolving design options allow organizations to tailor experiences to their unique workforce.

When done right, these features transform challenges from short-term activities into highly engaging wellness experiences that foster healthy competition, social connection, and measurable results.

Communication & Engagement Tools

Clear, consistent, and interactive communication is one of the most powerful ways wellness technology drives employee participation. Beyond simply delivering program information, today’s platforms use multi-channel tools and personalization to keep employees connected and motivated.

Core features that strengthen communication and engagement include:

• Targeted messaging – Personalized email campaigns, SMS, and in-app notifications help deliver the right message at the right time.

• Message boards & forums – Employees can connect, share updates, and support each other through interactive community spaces.

• Direct messaging & chat tools – Enables real-time connection between employees, coaches, or administrators for timely support.

• Surveys, polls & feedback tools – Two-way communication channels gather employee insights, measure satisfaction, and adapt programming quickly.

• Educational resource hubs – Centralized access to articles, videos, toolkits, and other resources keeps employees informed and inspired.

• Content personalization – Tailored messaging and learning modules ensure employees receive information that’s relevant to their health journey.

• Multimedia options – Rich formats like videos, infographics, and podcasts enhance learning and appeal to different engagement styles.

• Mobile accessibility – Employees can engage with content and communications from anywhere, ensuring participation isn’t limited to the office.

When employee engagement tools are combined with smart automation and personalized outreach, wellness technology transforms engagement from passive consumption into active participation—keeping employees informed, connected, and invested in their well-being journey.

Health Education & Resources

Education is at the heart of every effective wellness program. When people understand why and how to improve their health, they’re more likely to make changes that last. Wellness technology makes this easier by delivering health education and resources in flexible, engaging ways that meet participants where they are.

Most platforms include built-in health content such as articles, videos, and lifestyle tips that help organizations launch quickly. However, it’s important to consider the source and relevance of this material, since generic content may not always connect with specific audiences. Some organizations prefer to create their own tailored resources that reflect their workforce’s unique needs, while others choose to partner with third-party content providers for specialized or evidence-based material. The best wellness platforms allow a mix of all three approaches—ready-made content for convenience, custom uploads for personalization, and integrations for high-quality external resources.

Health Risk Assessments & Biometrics

One of the most effective ways to improve employee well-being is by identifying health risks early. Health risk assessments give employees personalized insights into their health, while providing organizations with aggregated data that can shape more effective wellness strategies. The result: healthier employees, reduced healthcare costs, and a stronger return on investment (ROI) or value on investment (VOI).

Why They Matter

Health risk assessments and biometric screenings help participants better understand their current health status and empower them to make meaningful lifestyle changes. For organizations, these tools highlight workforce-wide trends, uncover risks, and pinpoint opportunities for targeted programs that deliver measurable impact.

What Health Risk Assessments Can Include

A comprehensive wellness technology platform should make it easy to deliver and track HRA’s that cover the full spectrum of employee well-being, such as:

• Biometric health data: blood pressure, cholesterol, glucose, weight, and BMI.

• Lifestyle factors: nutrition, physical activity, sleep, and substance use.

• Mental and emotional well-being: stress, resilience, mood, and coping skills.

• Work-related health: organizational stress, presenteeism, absenteeism, and productivity loss.

• Chronic condition risks: early detection for issues like cardiovascular disease or diabetes.

Some platforms also support importing results from paper-based questionnaires or third-party systems, making it easier to centralize health data in one place.

Turning Insights into Action

The true value of assessments comes from what you do with the data. Modern employee wellness platforms don’t just collect information – they deliver actionable dashboards, benchmarking tools, and group reporting that help employers answer key questions:

• Where are our biggest health risks?

• Which groups need targeted support?

• How are our wellness efforts trending over time?

Health Coaching

Health coaching is one of the most effective tools for helping people make lasting lifestyle changes. Whether delivered in person, virtually, or through self-directed programs, wellness technology plays a key role in making coaching scalable, efficient, and engaging.

For coaches, technology handles the background work so they can focus on people (not paperwork). A strong wellness platform supports program creation, scheduling, secure communication, progress tracking, and documentation all in one place. With these tools, coaches can spend less time managing logistics and more time guiding participants toward meaningful results.

Wellness platforms also make it easy to offer self-directed coaching, where participants follow structured programs on their own. These may include educational content, step-by-step goals, and rewards for progress. Automated tracking and personalized feedback keep participants motivated while allowing organizations to scale coaching programs without losing the human touch.

Incentive Programs

Behavior change can be difficult to accomplish without appropriate help. Unless intrinsically motivated, some employees will have a hard time making healthy lifestyle changes. This is where incentives can help.

The difference an incentive program can make on a wellness program’s success can be significant. Most successful wellness programs provide some type of incentive program and there are numerous ways of going about designing one. Properly structured incentive programs built using the right tools can have a large impact on specific actions or behaviors from users.

Wellness technology will often include options to earn points that represent progress or dollars earned. Users can be rewarded points for any actionable item on the platform as well as for off-site events. When certain levels of points are reached, users can redeem them through a third-party incentive fulfillment vendor when their services are integrated into the platform.

For example, technology offers the flexibility to determine how to track and award points through a variety of options such as:

• Scheduling a biometrics appointment
• Completing a health assessment
• The number of hours slept, amount of exercise or type of food eaten
• Amount of weight loss

Essentially, incentives are about encouraging healthy habits on an ongoing basis, so participants eventually transition from being extrinsically motivated to intrinsic which is the foundation for creating long-term, permanent change. Some governments provide legislation around what can and can’t be offered as incentives so be sure to check local regulations.

Incentive Fulfilment Options

Tracking incentives is just one part of an incentive program – you also need to provide rewards to participants to acknowledge all their hard work!

Some organizations handle this in-house by buying a supply of gift cards or merchandise to give to participants. This works well for smaller groups but can quickly become heavy with administration and isn’t very personalized.

Organizations willing to invest more in their wellness program and incentives tend to partner with a third-party fulfillment companies that remove the administrative burden while giving participants the freedom to pick and choose how they want to be rewarded in a more personalized manner.

Reporting & Metrics

Reporting and metric functionality are crucial to understanding how your wellness program is performing and how user health is progressing at a member, group, geographic level or any preferred data segregation method. This allows for improved decision making and rapid feedback on what’s working and what needs attention.

A comprehensive reporting engine should provide an endless range of measurable data points to help you define exactly what it is you want to track and how you want to report it. There are numerous options for reporting such as:

• Data from third-party systems
• Custom/ad hoc reports
• End user reports/individual participant reports
• Data filtering
• ROI
• Predictive analysis
• Performance measures/stratification
• Data exports
• Benchmarking
• Administrative dashboards

Given a platform’s ability to pull data from within and via third-party integrations, there should be limitless opportunities to analyze data on anything from illness and absentee costs to reducing workplace accidents or trends in employee engagement. A platform will offer a chance to examine how long-term trends influence effectiveness within the workplace and demonstrates where changes can be made.

Once the team has determined specific metrics, it’s time to examine long-term trends that influence the workplace and make decisions on what changes should be made. Reporting the results of wellness programs is an important part of designing future programming and gaining leadership support.

Other Desirable Features

Beyond the core features and functionality in wellness technology, here are some other noteworthy features:

White-Labeling and Branding Capabilities

• For wellness providers that plan to re-sell a platform to clients, the ability to tailor each portal to match each client’s brand and unique requirements is necessary.

• This is an important feature as the capabilities to do this varies from vendor to vendor. Some only enable you to replace a logo and text colors; however, other vendors give you incredible flexibility to change branding and much more.

Audit Trails

Wellness technology should have logs and auditing capabilities to track site changes, including modifications and deletions, with details about what was changed and by who.

Restrictions/Limits/Scalability

For wellness providers planning on growth, scalability and system restrictions/limitations is essential to know in advance.

Ask the vendor what kinds of limitations they have?  Can they scale as you grow? Can you maintain multiple database instances to track each client? Can you logically segregate each instance so you can deliver a customizable view for each client? Ask for proof and examples.

This is important because if you can’t segregate each client site, then you may have reporting limitations. For example, you won’t be able to segment your reports for each client site – you will only be able to report on the platform which isn’t conducive to determining ROI for each client.

Third-Party Integrations

New services are constantly entering the marketplace offering ‘the next best thing’ and include everything from financial wellness and stress management to incentive fulfillment and wearable devices. One of the biggest issues for wellness platforms today is the number of inter-related solutions that go into delivering successfully integrated wellness programs that can offer wide-ranging services.

Platforms can use several tools to share real-time data through third-party integrations such as single sign on (SSO), Application Programming Interface (API’s), web services, and flat file import/export solutions. Data aggregators can provide additional integrations to popular devices and apps

An advanced platform will typically have a few options for integrations including a:

• Application Programming Interface (API)
• JS Framework
• Widgets API
• SAML2 Overview
• Single Sign On (SSO) on a Web Service

Each integration tends to have unique requirements, but once it’s understood how two systems need to interact with one another, a solution can be found. Anything is possible with wellness technology when the right puzzle pieces are there.

Privacy & Security

Given that wellness platforms manage personal health information, privacy and security is of the utmost importance. Read 4 Reasons Why Wellness Portal Security Should Be Your Top Priority to help identify what to look out for.

There are various ways that wellness platforms can ensure privacy and security, including:

• • Using a least-privileges methodology
  • Application access that is granted through a combination of roles and permissions
  • Granting only user level permissions for new users
  • Password strength requirements that are fully customizable
  • Availability of multi-factor authentication
  • The use of independent databases for each customer
  • A wellness vendor that implements strong security and privacy policies and procedures

For more detailed information on this important but complicated subject, read Best Practices for Wellness Technology Security. For global organizations, more detailed compliance practices are necessary.

HIPAA Compliance

HIPAA, the Health Insurance Portability and Accountability Act, sets the standard for protecting sensitive patient data in the United States. Any company that deals with protected health information (PHI) in the US must ensure that all required physical, network, and process security measures are in place and followed.

A platform itself cannot be a HIPAA-compliant entity, but can be configured to be 100% HIPAA compliant, and the company that creates the platform can be a covered entity. However, platform providers are not typically covered entities under HIPAA as it’s up to customers and their programs to be HIPAA compliant. Platforms support HIPAA compliance by providing privacy and security components that follow national requirements. CoreHealth helps dozens of companies meet their compliance requirements and stay as secure as possible.

Research & Evaluation

Once new wellness technology is established as a priority, what are the next steps? First is to find a wellness technology provider. Finding the perfect wellness portal can be overwhelming.  There are so many points to consider and vendors to evaluate, that it can be difficult to figure out where to start.

Get started with our in-depth Toolkit for Researching and Evaluating Wellness Tech Vendors.

The toolkit goes into detail on these topics and more:

• Identifying current pain points
• Determining goals for new wellness software
• Identifying and prioritizing functional requirements for a new system
• Beginning the vendor selection process

The toolkit includes an in-depth RFP template that can help get the process started. It can help identify specific needs and priorities. Clarity on what is necessary is helpful before starting to research vendors.

Costs

The cost of wellness software varies depending on specific needs, and the technology vendor itself. For example, for a vendor to run the wellness program AND develop technology, the vendor will charge accordingly (and may work the cost of the technology into the overall program cost). However, for just the technology, the following is common in the industry:

Licensing Options

1. PEPM = Per Eligible Per Month

An eligible participant (employee, spouse, manager, etc.) is anyone who is provided access to the system. They may be uploaded via an eligibility file or they may create accounts upon registration. Regardless of how many participants access the system, the organization pays for all who are eligible to register (e.g. organization has 1,000 employees – all of which are eligible. Customer pays monthly for 1,000 employees).

2. PEPY = Per Eligible Per Year

As above, an eligible participant (employee, spouse, manager, etc.) is anyone who is provided access to the system. This pricing model covers the entire year versus one month. The option to purchase for less than a year is not applicable.

3. PPPY = Per Participant Per Year (aka Per Engaged)

Engaged employees are those employees that access the system. Organizations must pay the minimum license fee (as per contract) and any users over that number will be billed upon reconciliation (typically quarterly). Per Participant/Engaged pricing is always paid annually (no monthly option available).

Implementation

Implementation Costs

Just like there is a variety of licensing costs and options, implementation may vary too. There is no ‘one’ implementation approach but here are a few options:

• One-Time Implementation Fee – Some vendors charge a one-time implementation cost that includes software setup and user training; however, some may separate these fees.
• Implementation Costs Part of License – Some vendors may spread the initial implementation costs out over the length of the contract to reduce the ramp up of a new technology.
• Hourly – Some vendors may charge you an hourly rate for the time spent on implementation and training.
• Per Client – Some vendors charge a fee for each client you onboard and may include adding a logo and perhaps changing screen colors.

Once the team has decided on a wellness technology provider, it’s time to get the show on the road! The implementation stage is where the technology solution comes to life as the portal is developed and tailored to program specifications.

Before signing the contract, agree on the details of a statement of work (SOW) which breaks down the project objectives, scope and deliverables. Upon agreement and execution, a project plan is developed that provides a detailed breakdown of project tasks, timelines, resources and milestones.

Implementation Approaches

The SOW and contracting phase is the time to discuss and determine preferred implementation approach with related costs. Typically, there are two options:

1. Self-Guided Implementation & Training – This is where you receive user training first and then you configure the system to your specifications. Depending on the vendor, their involvement with the configuration and training process may be some or almost no involvement. This is typically less expensive as vendor involvement is minimal but may increase your risk. This is typically available with Application versus Platform software.

2. Vendor-Led Implementation & Training – This is where the vendor leads you through the implementation and configuration process (with the vendor doing the configurations in the system). There is typically a deeper discovery process and, if the implementer is skilled, they will help you work through any challenges you may have with transitioning from the ‘current way of doing things’ to the ‘new way of doing things’ to ensure you leverage all available features and functionality. This is typically more expensive as vendor involvement is extensive, but it can help decrease your risk.

But, depending on the vendor, an altogether different approach may apply. Just ask!

About CoreHealth

CoreHealth by Carebook is a total well-being company trusted by global companies to power their health and wellness programs. Our wellness portals help maximize health, engagement, and productivity for over 3.5 million employees worldwide.  We believe people are the driving force of organizations and supporting them to make behavior changes to improve employee health is in everyone’s best interest. With the most flexibility, customizations, and integrations of any software in its class, CoreHealth’s all-in-one wellness platform helps achieve great wellness outcomes.

From simple to sophisticated, it’s up to you. For more information, visit the CoreHealth website.