Employee Wellness Software: Shortlist with Confidence

Opening — a compact blueprint you can act on this week

Shiny demos, fuzzy ROI, and platforms that never reach meaningful adoption: this is the familiar cycle HR teams are trying to break. You don’t need another demo; you need a short, repeatable process that produces three to five honest vendor candidates, an apples‑to‑apples cost comparison, a set of focused vendor questions, and a pilot that shows whether the solution actually moves a metric you care about.

If mental health is a primary driver, consider a mental‑health‑first partner—therappai’s lifelike video AI therapist and 24/7 chat are examples of solutions teams add to their wellness stack to boost access quickly.

This article gives a compact, outcome‑first blueprint: how to diagnose your needs, shortlist employee wellness software vendors, compare pricing fairly, ask the right questions in demos, and run a 90–180 day pilot that proves adoption and early ROI. At the end you’ll be invited to download a one‑page Selection Brief and a shortlisting checklist you can reuse.

Start with outcomes: what employee wellness software should actually deliver

Begin with the result you want, not a feature list. That simple change keeps evaluations tethered to measurable impact and prevents “shiny‑object syndrome.” HR leaders most commonly measure five business outcomes that employee wellness software should influence:

Improved employee engagement (meaningful, repeat usage); reduced absenteeism and presenteeism; measurable healthcare cost offsets or favorable claims trends over time; improved retention and lower turnover risk; and faster return‑to‑work after stress, burnout, or mental health leave.

Translate those outcomes into clear metrics you can track. Examples that map cleanly to vendor capabilities include weekly active users (WAU); coaching or therapy uptake rate; program completion rate; change in a validated wellbeing score (for example WHO‑5 or a custom index); absenteeism days per 100 full‑time employees; and claims trend over 12–24 months. Those are the figures you should ask vendors to help you project or supply data for.

Mental‑health‑specific tools target slightly different levers: they raise clinical engagement, provide early intervention and crisis support, and reduce barriers to access. A mental‑health module will move clinical uptake and symptom scores more directly; broader corporate platforms often move culture and participation metrics faster. These approaches complement one another rather than replace each other.

Practical takeaway — a 3‑line template for your Selection Brief you can paste into a sheet:

Top outcomes (12 months):   1) Increase weekly active users to X% (baseline Y%), 2) Reduce absenteeism days per 100 FTE by Z% (baseline A), 3) Achieve coaching uptake of B% among engaged users. Attach baseline numbers and a target date.

Diagnose your organization before you vendor‑shop

A short discovery saves weeks of demos and prevents costly integrations that don’t fit. Run this one‑week workflow and lock your priorities before you meet vendors.

Day 1–2: One‑page workforce snapshot — headcount, eligible population, remote vs on‑site split, key demographics, and known risk areas (e.g., high stress teams, recent restructures). Day 3: Gather baseline metrics — current wellbeing survey results, recent absence data, EAP utilization rates, turnover hotspots. Day 4: Map existing benefits — what coaching, EAP, insurance, or mental health supports already exist and where gaps remain. Day 5: Stakeholder requirements — security and procurement musts (IT/legal), finance constraints, and leadership KPIs.

Prioritize features with a simple impact vs effort mental model: if a capability promises high impact and low integration effort, it should lead your shortlist. Conversely, high‑effort integrations for marginal gain are lower priority.

Culture and adoption signals matter as much as features. Ask: does leadership sponsor wellbeing programs publicly? Are managers willing to run small cohorts? How tolerant is the organization of incentives? Is the workforce privacy‑sensitive? These answers steer which vendors will actually succeed.

Output to produce: a one‑page Selection Brief with weighted priorities. Use weights to guide decision‑making while remaining explicit. Example weights you can adapt:

Priority	Weight (%)
Security & Compliance	20%
Integrations (HRIS, SSO)	20%
Mental Health / Clinical Capability	20%
Adoption & Comms Tools	20%
Price & TCO	20%

The shortlisting checklist: features, integrations, and privacy must‑haves

Run every vendor through the same checklist during demos so you can compare apples to apples. Focus your demo script around outcomes, integration feasibility, and security proofs.

• Multi‑dimensional content and care: Does the platform cover mental, physical, financial, and social wellbeing with customizable journeys? Programs should be flexible enough to slot into your benefits ecosystem.

• On‑demand coaching and telehealth: Can users access coaching or therapy quickly? Verify whether coaching is in‑network, how sessions are billed, and how utilization is tracked.

• Structured programs and challenges: Look for evidence‑based curricula, completion tracking, and measurable progress—these drive sustained engagement.

• Device and data integrations: Does the platform integrate with wearables and health trackers you plan to support, and with downstream analytics tools?

• Rewards and incentives engine: Can admins build targeted incentives, and how are redemptions and fraud handled?

• Reporting and cohort dashboards: Demand cohort filters (by team, location, tenure), enrolment vs active user reports, and exportable CSVs for deeper analysis.

Integrations and deployment: verify HRIS sync, SSO (SAML/OAuth), roster/eligibility sync (payroll alignment), API access, and a genuinely mobile‑first user experience. Ask for a list of pre‑built connectors and realistic timeline estimates: HRIS connectors often take weeks; custom API work can take months.

Privacy and security baseline: require SOC 2 Type II or ISO 27001 reports; encryption in transit and at rest; a Business Associate Agreement (BAA) if the vendor will handle protected health information; a GDPR Data Processing Addendum where relevant; clear data retention and deletion policies; and anonymous aggregate reporting as the default. Each item reduces operational risk and speeds procurement.

Adoption & communications: look for built‑in engagement tools (manager dashboards, team challenges, onboarding flows), an admin console for targeted messages, and local language support. Those features translate demos into real participation.

Ask these demo questions aloud and record answers: “Can you show a live demo of the admin dashboard?” “Which HRIS and SSO providers are pre‑built and what are typical sync timelines?” “Will you sign a BAA if required?” “What aggregate and raw data can we expect to receive and at what cadence?” “What adoption rates do you typically see for customers our size?” If a vendor answers vaguely on data access, engagement metrics, integration timelines, or pricing for core services, mark it as a red flag—vagueness is often a later procurement surprise.

Pricing models and TCO: how to compare apples to apples

List prices hide complexity. Base fees, utilization charges, and one‑time costs all shift total cost depending on how many people actually use the service. The most common pricing models you will see are:

PEPM (per employee per month) flat access fees; PEPM plus utilization (coaching or therapy charged per session); usage‑only (pay for participants); and tiered bundles (basic/standard/premium with modular add‑ons). Setup fees or minimums are common.

For a deeper look at how mental‑health vendors structure these models and the tradeoffs to watch for, see this overview of mental‑health solution pricing models.

Use this TCO formula as your canonical comparison tool:

Total annual cost = (PEPM × eligible headcount × 12) + coaching/therapy utilization + incentive budget + setup + integration costs + admin time (operational cost).

Benchmarks for typical wellness program software cost can help calibrate the PEPM and setup assumptions you ask vendors to justify.

Worked example — a mid‑market illustration to show sensitivity to adoption (numbers are illustrative):

• Eligible population: 500 employees. Base PEPM quoted: $12. Base annual access = $12 × 500 × 12 = $72,000.

• Assume coaching sessions average $120 each and engaged users average two sessions/year.

• Adoption scenarios:

• 10% engaged (50 people): coaching = 50 × 2 × $120 = $12,000; incentive budget $50/participant = $2,500.

• 25% engaged (125 people): coaching = $30,000; incentives $6,250.

• 50% engaged (250 people): coaching = $60,000; incentives $12,500.

• Add one‑time costs (example): setup $10,000; integration $8,000; admin time $6,000 (year‑one). Totals:

• 10% adoption total ≈ $110,500

• 25% adoption total ≈ $132,250

• 50% adoption total ≈ $168,500

That demonstrates the key point: per‑employee list prices understate how much adoption and per‑use fees move your final bill. Ask every vendor to model a 12‑month TCO for your eligible population at three adoption rates (10%, 25%, 50%).

Watch for hidden costs: minimum contract sizes, per‑session fees, wearable/device subsidies, reporting‑export fees, localization or per‑region charges, and module add‑ons. Negotiation tactics that work: pilot pricing with a capped utilization fee; performance SLAs tied to engagement metrics; multi‑year discounts; a cap on per‑session fees; complimentary onboarding credits; and trial waivers for integration work. Ask for a clear amortization of one‑time costs over the contract term so you’re comparing true annual burdens.

Practical one‑line action: ask vendors to provide a 12‑month modeled TCO at three adoption rates (10%, 25%, 50%) and include setup, integration, incentives, and per‑session line items in the model.

Pilot design that proves adoption and ROI (the 90‑to‑180 day blueprint)

Well‑run pilots answer two questions: does it stick, and does it move the needle you care about? Design the pilot to answer both in less than six months.

• Define the objective and success criteria: be specific—e.g., increase WAU to 25% of the pilot cohort and reduce average self‑reported stress by X points (WHO‑5) within 90 days.

• Choose a representative cohort: include at least two teams or locations that reflect your typical user mix and the worst‑case adoption groups.

• Set the length: 90 days is usually enough to test adoption; 3–6 months gives early outcome signals like changes in survey scores and sick days.

• Establish a control or matched cohort: so you can compare changes that are likely attributable to the pilot.

• Lock measurement and data feeds before launch: baseline survey, HRIS sync for absence data, and logging access to platform events.

• Agree on a sign‑off template: what metrics will constitute success and who signs off on continuation or scale.

Sample KPIs to measure during your pilot:

• Adoption: registrations and weekly active users (WAU).

• Engagement: session completion rates and program/module completion.

• Clinical uptake: number of coaching/therapy sessions started and completed.

• Wellbeing change: delta in validated survey scores (e.g., WHO‑5) from baseline to endline.

• Operational outcomes: short‑term changes in sick days or EAP calls for the cohort.

• Cost proxies: estimated healthcare or productivity savings using conservative lift assumptions.

Measurement methods: baseline measurement, a mid‑point pulse, final survey, system logs for usage, and HRIS data for absence and turnover. For a conservative ROI estimate, translate observed changes into dollar effects using conservative assumptions (for example, modest per‑day productivity gains or avoided sick days) and subtract total pilot cost to produce pilot ROI.

Adoption playbook (short, practical): run an executive kick‑off announcement; equip managers with one‑page toolkits; send targeted communications to high‑risk teams; offer incentives for “first action” to overcome initial friction; recruit user champions and collect rapid feedback in week 2 and week 6 to iterate messaging.

Deliverables to prepare before launch: a 90‑day communications calendar, a KPI dashboard mockup (with cohort filters), and a pilot success sign‑off template that lists metrics and decision gates.

Security, data governance and integrations: how to avoid procurement surprises

Security and data governance decisions shape deployment speed and reporting scope. Before any pilot, request the vendor’s SOC 2 Type II or ISO 27001 report, recent penetration test summaries, a Data Processing Addendum (DPA) that supports GDPR where applicable, and a sample Business Associate Agreement (BAA) if clinical or PHI data may be involved. These are gating items for procurement and legal.

When vendors claim SOC 2 Type II compliance, ask for the report and scope (system boundaries) rather than accepting a badge alone — vendors sometimes publish SOC news or release notes when they achieve certification as proof (for example, see an announcement of a vendor achieving SOC 2 Type II certification).

Ask plain‑language data architecture questions and require a data flow diagram: who owns raw data; what data is anonymized or aggregated; what user‑level PHI could be exported; how long is data retained; and can employees request deletion? Require explicit answers and a technical contact for follow‑up.

On the BAA and HIPAA front, get explicit vendor confirmation and an editable BAA template; for practical guidance on how wellness platforms map to HIPAA obligations, review resources on HIPAA compliance in wellness programs.

Integration timelines: out‑of‑the‑box HRIS connectors and SSO setup typically take days to a few weeks; custom API integrations, roster reconciliation, or device partnerships can take months. Validate the vendor’s pre‑built connector list and request realistic timelines tied to milestones.

Contract negotiation priorities: data portability and an exit‑data extract format; SLA uptime and security incident notification timelines; indemnity and liability caps that reflect potential PHI exposure; and a defined implementation timeline with penalties or credits for missed milestones. Practical final step: require a pre‑sales architecture & security Q&A document and a signed, redacted contract appendix showing the data and security clauses before the pilot begins.

2026 vendor landscape: quick employee wellness software options and how to pick 3–5 to test

Markets are noisy. Pick vendors that match your prioritized outcomes, not the loudest demo. Short profiles below are brief orientation points—use them to seed your shortlist.

Wellable — Best for:   mid‑sized employers looking for a flexible, holistic program. What they do: fitness, sleep, nutrition, mindfulness challenges, on‑demand classes, coaching, rewards, and broad device integrations. Pricing cues: often quoted in the low single‑digit PEPM range for basic packages; custom for expanded services. Integrations/security: strong API posture and HRIS connectors for common systems.

Virgin Pulse — Best for:   large global enterprises needing scale and multilingual support. What they do: enterprise reporting, personalized nudges, device integrations, and points‑based reward systems. Pricing cues: enterprise pricing in the mid‑to‑high PEPM range; custom quotes typical. Integrations/security: designed for complex enterprise environments.

Woliba — Best for:   culture and engagement‑led programs. What they do: gamified challenges, social recognition, content libraries and tools for building participation and recognition. Pricing cues: varies by scope; good for companies prioritizing engagement mechanics.

Personify Health — Best for:   employers wanting tight integration with health plans and condition management. What they do: population health analytics, benefit navigation, and condition management programs. Pricing cues: enterprise / quote‑based; integration with health plan data common.

Wellness360 — Best for:   organizations seeking a comprehensive, integration‑heavy platform. What they do: multi‑pillar programs, deep HRIS and SSO connectors, device support, and advanced compliance posture. Pricing cues: quote‑based for mid‑market and enterprise customers.

Specialists to know:   MoveSpring (step/challenge engines), Calm (mental wellness content and guided programs), Terryberry (recognition‑centric engagement). Each fills a focused need that can be combined with broader platforms.

therappai — Best for:   teams where mental health access and scalable clinical engagement are primary goals. What it does: a lifelike video AI therapist for guided sessions, 24/7 chat for conversational support, daily mood tracking and journaling, evidence‑based coping strategies, crisis buddy alerts, and progress insights. Pricing cues: positioned as an affordable mental‑health module or add‑on; evaluate it where improving clinical engagement and 24/7 access are priorities.

Shortlisting guidance by size: under 100 employees, prioritize lightweight, low‑setup PEPM vendors and single‑vendor solutions; 100–999, shortlist platforms with proven HRIS connectors and a balance of engagement + clinical options; 1,000+, require enterprise connectors, global language support, and robust security attestations.

Quick rules of thumb: if your priority is mental health access and clinical engagement, shortlist therappai plus one general mental‑wellness content provider and one platform with coaching; if you need global scale and benefits integration, shortlist Virgin Pulse and Personify Health; for culture and participation, shortlist Woliba and Wellable.

Closing — next steps and resources

Actionable next steps: produce your one‑page Selection Brief, run three vendor demos using the same demo script, and launch a 90‑day pilot with the KPI set above. Ask each vendor for a modeled 12‑month TCO at 10%, 25% and 50% adoption; require pre‑sales security documentation and a redacted contract appendix before any pilot begins.

Download the Selection Brief template, the shortlisting checklist, a 90‑day pilot blueprint, and a sample vendor question script to reuse on your procurement page. If you want a mental‑health pilot template or a sample integration checklist for a mental‑health module like therappai, download the example pack — it includes a pilot sign‑off template and a communications calendar you can copy.

Two key takeaways to keep at your desk: 1) be outcome‑first — tie every vendor conversation to a measurable KPI; and 2) model costs at multiple adoption rates so you see how usage moves TCO. With those two guardrails, you’ll shortlist with confidence and run pilots that actually prove value.