You can't navigate your company's intranet using a keyboard. The HR portal isn't compatible with your screen reader. PDFs from internal training modules are image scans with no text layer. You're spending hours trying to work around tools that your coworkers use without thinking.

This isn't a technical inconvenience you have to accept. Under the Americans with Disabilities Act (ADA) Title I, employers are required to provide accessible workplace software as a reasonable accommodation. That includes the intranet, communication platforms like Slack or Microsoft Teams, internal HR systems, project management tools, and any software you need to do your job.

Here's what accessible software means, how to request it, and what to do when IT pushes back.

What Accessible Software Means

Accessible workplace software meets technical standards that allow employees with disabilities to use it independently. The Web Content Accessibility Guidelines (WCAG) 2.1 Level AA is the benchmark most employers follow, though the ADA doesn't mandate a specific standard. It requires that employees with disabilities can perform job functions using the same tools as their peers.

Key accessibility features include:

• Screen reader compatibility: Software must expose interface elements, buttons, and form fields to screen readers like JAWS, NVDA, or VoiceOver. Unlabeled buttons and images without alt text make tools unusable.
• Keyboard navigation: All functions accessible by mouse must also be accessible by keyboard alone. Employees who can't use a mouse due to mobility limitations rely on Tab, Enter, and arrow keys.
• Accessible document formats: PDFs must have text layers and proper heading structure, not scanned images. Word documents should use built-in heading styles, not manually bolded text.
• Captioned video: Training videos and recorded meetings need accurate captions, not auto-generated transcripts full of errors.
• Color contrast and resizable text: Interfaces must have sufficient contrast ratios, at least 4.5:1 for body text, and allow users to zoom without breaking layouts.

If your company's tools don't meet these standards, you can request accessible alternatives or modifications.

Your Rights Under ADA Title I

The ADA requires employers with 15 or more employees to provide reasonable accommodations unless doing so would cause undue hardship. Accessible software is almost always reasonable. Courts have consistently ruled that modifying existing software, purchasing accessible alternatives, or providing assistive technology are baseline accommodations, not extraordinary expenses.

You don't have to disclose your specific diagnosis to request accommodations. You need to explain what you can't do with current tools and what you need to perform your job. "I use a screen reader and can't access the company intranet" is enough to trigger the interactive process.

The interactive process is a back-and-forth conversation between you and your employer to identify effective accommodations. Your employer must engage in it even if they can't provide the exact solution you initially request. "We don't support that" isn't a legal answer. It's the start of the conversation, not the end.

Common Workplace Software Accessibility Gaps

Intranets and internal portals: Many company intranets were built years ago without accessibility in mind. Navigation menus that require a mouse hover, forms with unlabeled fields, and custom JavaScript widgets that don't expose information to screen readers are common problems.

Communication platforms: Slack, Microsoft Teams, and Zoom generally meet accessibility standards, but custom integrations and third-party bots often don't. If your team uses a tool that isn't accessible, request that IT either fix it or provide an accessible alternative for your role.

HR and payroll systems: Requesting time off, reviewing pay stubs, and enrolling in benefits shouldn't require sighted assistance. If your company's HR portal isn't accessible, ask for an alternative submission method or an accessible platform.

Project management and collaboration tools: Tools like Asana, Trello, and Monday.com vary in accessibility. Some have excellent keyboard navigation and screen reader support. Others don't. If the tool your team uses isn't accessible, IT can often enable accessibility features already built in, or your team can switch to a more accessible option.

Document sharing: PDFs that are image scans, PowerPoint decks without alt text, and spreadsheets with unlabeled data are accessibility barriers. You can request that coworkers provide accessible formats, and your employer can require it as part of company-wide document standards.

How to Request Accessible Software

Start with a written request to HR or your manager. Email creates a record and triggers formal accommodation obligations.

Your request should include:

• What tool or software you can't access: Be specific. "The company intranet" is clearer than "some systems."
• What accessibility barrier you're encountering: "I use a screen reader and the navigation menu doesn't expose button labels" is actionable. "It's not accessible" is too vague.
• What you need: If you know an accessible alternative exists, name it. If not, state what you need the tool to do: "I need to be able to submit expense reports using keyboard navigation and a screen reader."

You don't need to diagnose the technical problem or propose a fix. That's IT's job. Your job is to explain what you can't do and what you need to do your job.

For more guidance on framing accommodation requests without jeopardizing your position, see How to Request Workplace Accommodations Under the ADA Without Risking Your Job.

When IT Says "We Don't Support That"

IT departments often respond to accessibility requests with "we don't support that software" or "our system isn't compatible with screen readers." Neither response is a denial. Both are information. The interactive process requires your employer to explore alternatives.

Possible solutions include:

• Enabling built-in accessibility features: Many enterprise tools have accessibility modes or keyboard shortcuts that aren't enabled by default. IT may not know they exist.
• Providing assistive technology: If the company software can't be modified, your employer can provide assistive technology like screen reader software or browser extensions that bridge the gap.
• Switching to an accessible alternative: If your role requires a tool that isn't accessible, your employer can switch to one that is. Many accessible alternatives exist at comparable or lower cost.
• Manual workarounds as a temporary measure: If fixing the software takes time, your employer can provide interim support, like having someone submit forms on your behalf while IT implements a permanent solution. This isn't ideal, but it can keep you working while the accommodation is resolved.

What your employer cannot do is ignore the request, tell you to figure it out yourself, or claim accessibility is too expensive without documentation. Undue hardship has a high legal bar. For most software accommodations, it doesn't apply.

What to Do When Accommodation Requests Stall

If your employer doesn't respond within a reasonable timeframe, generally two weeks to a month depending on complexity, or if they deny your request without engaging in the interactive process, you have options.

Document everything: Save all emails, meeting notes, and responses from HR or IT. If you end up filing a complaint, this record is critical.

Escalate internally: If your manager or IT isn't responsive, go to HR or your company's ADA coordinator. Larger employers often have a designated person who handles accommodation requests.

Request written denial: If your employer says no, ask for it in writing with an explanation of why the accommodation would cause undue hardship. Verbal denials are easier to walk back later. Written ones create accountability.

File a complaint: You can file a charge with the Equal Employment Opportunity Commission (EEOC) within 180 days of the denial, or 300 days in some states. The EEOC investigates and may require your employer to provide the accommodation or pay damages. You don't need a lawyer to file, though consulting one can help.

For more on responding to retaliation after requesting accommodations, see When Your Employer Retaliates: Recognizing and Responding to Workplace Retaliation After Requesting Accommodations.

Proactive Steps Employers Should Take

If you're advocating for accessible software at your company, these are the standards your IT department should be following:

• Conduct accessibility audits: Test internal tools with screen readers, keyboard navigation, and other assistive technologies before rolling them out.
• Require vendor accessibility statements: When purchasing software, ask vendors for Voluntary Product Accessibility Templates (VPATs) that document WCAG compliance.
• Train staff on accessible document creation: Teach employees how to create accessible PDFs, use heading styles in Word, and add alt text to images.
• Establish clear accommodation processes: Employees shouldn't have to guess who to ask or how to request accessible tools.

These steps reduce the need for individual accommodation requests and create a more inclusive workplace from the start.

FAQ

Do I have to tell my employer my diagnosis to request accessible software?

No. You need to explain that you have a disability and what barriers you're facing, but you don't have to disclose your specific condition. "I use a screen reader due to a visual impairment" is sufficient to request accommodations.

Can my employer require medical documentation?

Yes, if the disability and need for accommodation aren't obvious. If you're requesting screen reader compatibility and your visual impairment is apparent, they likely can't require documentation. If the connection between your disability and the requested accommodation isn't clear, they can ask for a letter from your doctor confirming the need.

What if the only accessible alternative is more expensive?

Cost alone doesn't establish undue hardship. Courts look at the employer's overall budget, resources, and the impact on operations. For most software accommodations, the cost difference between accessible and inaccessible tools is minimal or nonexistent.

Can my employer tell me to use my personal assistive technology instead of providing it?

No. Your employer is responsible for providing accommodations, not requiring you to use your own resources. If you already own assistive technology and prefer to use it, that's fine, but they can't make it a condition of employment.

What if my coworkers complain that accessible tools slow down their workflow?

Your employer can't deny your accommodation because it inconveniences others. If the accessible tool requires your team to adjust their process, that's part of providing reasonable accommodations. However, your employer can work with you to find solutions that meet your needs without disrupting essential job functions for others.

Can I request accommodations if I'm a remote employee?

Yes. The ADA applies to remote employees. If your company provides software tools for remote work, those tools must be accessible. If they aren't, you can request accessible alternatives or assistive technology just as you would in an office setting.

Next Steps

If you're encountering inaccessible workplace software, start with a written request to HR. Be specific about what you can't access, what barrier you're facing, and what you need to do your job. Document the response. If your employer doesn't engage or denies the request without exploring alternatives, escalate internally or file an EEOC complaint.

For a step-by-step guide to the full accommodation request process, see How to Request Workplace Accommodations: The Complete Process from Start to Finish.

Accessible workplace software isn't a perk. It's a legal right, and you can advocate for it without putting your job at risk.