Introducing an employee app: What to consider when involving the works council

When introducing a new internal communication platform—like an employee app—it’s important to involve the works council (Betriebsrat) early in the process. In many German companies, the works council plays a key role in decisions that affect the organization and its employees, especially when it comes to digital tools and workplace communication.

This article outlines what to keep in mind when launching an employee app with works council collaboration in mind.

Why the works council matters

In Germany and other countries with similar labor regulations, the works council has a legal right of co-determination (Mitbestimmung) on various matters, including the use of technologies that may impact employee behavior, monitoring, or data protection.

This means that tools like employee apps, especially if they include features such as analytics, user engagement tracking, or chat functions, often fall under topics that require approval or agreement from the works council.

Best practices for a smooth introduction

Here’s how to approach the process strategically and collaboratively:

1. Start the conversation early

The earlier you inform and involve the works council, the better. Transparency builds trust and avoids delays later in the process. Present the app’s purpose clearly: improving communication, strengthening internal culture, and giving employees easier access to relevant information.

2. Clarify the purpose and scope

Make it clear that the app is not a control or surveillance tool, but a positive communication platform. It’s helpful to emphasize voluntary use, user privacy, and the value for both employees and leadership.

3. Discuss data protection upfront

One of the most sensitive areas is data protection and privacy. Provide documentation (e.g. a data protection impact assessment or technical concept) that shows how the app complies with GDPR and protects personal data. Be transparent about:

• What data is collected

• Who can access it

• How long data is stored

• What analytics (if any) are used

4. Highlight customization options

With Tchop, clients have full control over app features, user roles, and permissions. This flexibility allows companies to adjust the app according to the works council’s expectations, whether that means disabling certain features or anonymizing usage data.

5. Involve IT and legal teams

Make sure your internal IT and legal teams are aligned and available to support the conversation with the works council. This builds credibility and helps address concerns professionally and efficiently.

6. Document agreements

If required, a formal agreement (e.g. a works agreement or Betriebsvereinbarung) can be drafted to clarify usage terms, responsibilities, and boundaries. Same applies for "Bring your own device" agreements that are often required. We’re happy to support you in this process with templates and best practices from other companies.