HR case management

HR case management software

What is HR case management?

An HR case management system, also known as employee relations case management software, enables HR teams to efficiently record, manage, and track employees’ requests and inquiries, while remaining transparent with employees.

What is case management?

HR case management tools: record, manage and track HR cases

HR teams can:

  • Define workflows for each of your HR case types
  • Store correspondence records and supporting documents against individual cases
  • Specify default priorities and outcomes in line with your policies
  • Manage queries and cases within Ciphr HR
  • Create a secure, accurate record of each case’s history
  • Report on case data and analyse trends
  • Comply with GDPR requirements
Case management: Record, manage and track HR cases

Resolve employee relations cases quickly

With Ciphr’s HR case management software, you can create defined workflows, automatic alerts and reminders to help HR users, line managers and employees stay on track to complete actions and resolve human resources cases, within the required timeframe. Relevant documents and correspondence can also be stored securely against individual cases, meaning you no longer waste time looking for and collating information.

Resolve cases quickly

Effortlessly control access to your HR case management system

Do you want to give members of your HR team more control over who can access and contribute to specific HR cases? Ciphr’s HR case management software allows you to set default case owners and contributors and create different roles for groups such as workers, managers, and HR users. As a result, everyone can clearly contribute what they need to towards a case.

You can also restrict access to sensitive cases for specific users, helping you maintain control and adhere to privacy rules.

Gain more control

Create an auditable trail and enhance HR compliance

Ciphr’s HR software with case management functionality provides an auditable trail of evidence through secure, accurate records of each case’s history, which can be valuable to you if your case were to reach tribunal.

You can also store correspondence records and supporting documents against individual cases. A searchable history means you can easily find the documents you need and more readily comply with subject access requests (SARs), making Ciphr the GDPR compliant HR software of choice for hundreds of customers.

Creating an auditable trail

Why choose Ciphr as your HR case management software provider?

  • ISO 27001:2013 – Information Security accredited
  • Cyber Essential Plus accredited
  • Internal security forum regularly reviews our security measures
  • Integrated range of HR software, including: recruitment, onboarding, HR, learning and payroll – ensuring easy access to audit trails so you can demonstrate GDPR compliance and action employee requests on HR cases
  • Easily monitor and manage permissions, including updating expired permissions
  • Comply effortlessly with subject access requests (SARs)

Employee relations case management software supports strategic decisions

By analysing the data within Ciphr’s HR case management functionality, you can identify persistent issues, spot potential problems, manage grievances, and take evidence-backed disciplinary or preventative action.

You can also identify trends and changes within your organisation by linking and cross-referencing HR cases. As a result, you can make well-informed decisions to improve employee productivity, increase efficiency, and keep your workforce engaged.

Supporting strategic decisions
more convenient and efficient
dudley logo

“Using Ciphr is so much more convenient and efficient. You’re not relying on data from spreadsheets – you’re relying on data from one central system.”

HR case management software FAQs

HR case management software manages and helps organisations resolves complex, sensitive employee relations cases. It enables HR professionals to record, manage, and track cases securely and efficiently, providing a consistent, timely service designed to remove the serious risks around non-compliance.

Case management software lets you define workflows for different HR cases. You can store correspondence and supporting documents against individual cases securely, defaulting priorities and outcomes to dovetail with company policy. It’s easy to manage queries and cases themselves, build accurate case histories, report on case data, analyse trends, and comply with the GDPR’s requirements.

The best case management systems help you manage HR cases efficiently, effectively, and professionally in a timely way, according to legal requirements and your organisation's internal policies.

A quality case management system provides a seamless process, giving HR experts everything they need to resolve cases, from activity history to the best actions to take, plus all sorts of critical information you’d otherwise need to collate from different places.

First, figure out exactly what you want the system to do for your organisation. Then find software that delivers exactly what you need. Make sure it’s affordable, as well as supported by experts when you need help, and check it will be easily scalable as you grow. You’ll probably want to choose case management software that is part of your central HR system, or that integrates with that system, to improve efficiency and data accuracy.

HR cases can be tricky, and it’s important to resolve them efficiently and in line with company policies and government regulations. . HR case management software supports good decision-making, while protecting everyone’s interests. Security, privacy and discretion are a must. It’s important to only let the relevant people see cases and the data supporting them. A good system will also keep all the relevant documentation and correspondence in one place so there’s no need to spend time collating it from different sources, creating a robust audit trail if it’s required.

It makes sense to choose a trusted, widely-used system. It’s good to find a case management partner based in the UK so they’re focused on English and Scottish law, and are up to date with the UK’s rules and regulations. Choose a provider offering great support whenever you need it, all the functionality you need, plus good scalability.

Find out more

Request a demo of Ciphr’s HR case management system

To discuss how Ciphr could help your organisation, request a demo
of our employee relations HR case management tools, or
download a brochure to find out more.

    Your details

    By submitting this enquiry form you accept the terms of our Privacy Notice