Seeking online counselling software (EAP – Employee Assistance Programme)

As an organisation, we form part of a major national provider of youth, social and educational services. With around 3,000 staff across just under 200 locations, we offer a wide range of educational, advisory, care and support services for people in various life circumstances. We are planning to introduce a digital counselling platform (EAP – Employee Assistance Programme). As part of our service portfolio, we offer counselling services to corporate clients and their employees.

The aim is to select a suitable software solution for online counselling.

The software we are seeking must meet the following requirements:

General requirements

• GDPR compliance (General Data Protection Regulation)
• Guarantee of data protection and data security
• Cloud-based solution (SaaS)
• Hosting on servers in Germany or the EU
• Modular and scalable to meet growing requirements (multilingual support, additional functions)
• Multi-client capability – can be used by multiple counselling centres
• Role-based access control
• Individual accounts for those seeking advice, optionally available for anonymous use
• Compatibility with various devices (desktop, tablet, smartphone)
• User-friendly and intuitive operation
• Integration into existing websites (e.g. landing page)

Functional requirements

• Counselling
• Chat counselling
• Email counselling
• Video counselling (integrated or compatible with existing video conferencing systems, e.g. MS Teams)
• Option for anonymous counselling
Appointment management Appointment booking function for usersCalendar function for counsellorsPlanning of counselling sessionsAd hoc appointments or appointments available at short notice (spontaneous)Management of time allowancesOverview for organisations regarding time allowances usedDocumentationCreation and management of digital case filesFlexible documentation of counselling sessionsReporting and analysis Generation of reports for corporate clientsCreation of custom reportsBilling and contract management
• Contract management including terms and conditions
Billing based on booked counselling packages or counselling quotas – optionalStorage of financial master data (e.g. cost centres, cost objects, clients, general ledger accounts) – optional
• Invoicing in PDF format and as an e-invoice (ZUGFeRD), integrated invoicing – optional
• Flexible export options for billing data (e.g. .csv, MS Excel, XML)
• Data protection
• Option to configure deletion mechanisms

Please provide details of your pricing model (licence costs, maintenance costs, usage costs). Please email us by 30 June 2026 a brief introduction to your company, information about your software solution, and a quotation for the implementation, use and maintenance of your software solution.

We require flexible scaling here. Initially, 5 to 10 licences will be required for consultants. The number must be open-ended. The system runs on MS Windows.