HR case management for grievances, discipline, and employee relations
Grievance notes in a shared folder, disciplinary letters in someone's email, investigation records with no clear access controls. Sensitive HR matters need a workspace where every action is logged, documents are controlled, and the case history holds together from first report to final outcome.
Sound familiar?
HR cases handled in email leave your organisation exposed
If a grievance reaches a tribunal, "I think I sent that somewhere" is not an answer. Here's the difference.
- Case notes in Word docs saved across different people's drives
- Sensitive documents in a shared folder anyone in HR can see
- No traceable record of who accessed what and when
- Deadlines tracked in a spreadsheet or someone's calendar
- Reconstructing a timeline at tribunal means searching email
- All notes, documents, and decisions in one case record
- Per-case access — only invited team members can see this matter
- Every file access logged automatically with timestamp and user
- Tasks with due dates flagged on the dashboard before they lapse
- A complete, dated timeline built automatically as the case progresses
Built for HR case management
Handle every matter with the rigour it requires
Grievances and disciplinary processes are some of the most legally sensitive things an organisation handles. Every tool below exists to make that work defensible.
Matter-level access control
Each HR case is visible only to the team members you invite. A grievance case for one employee doesn't contaminate another's. Access changes are logged as they happen.
Full, tamper-evident audit trail
Every action on a case — file access, note added, task completed, permission changed — is recorded with a timestamp and user. The log cannot be altered. Built-in accountability.
Secure document storage
Formal grievance letters, investigation notes, written statements — uploaded to the case, encrypted at rest, and access-logged. No more sensitive documents in a shared drive.
Dated case timeline
Every step of a process — initial report, fact-finding meeting, outcome, appeal — logged as dated notes on the case. The full history is always intact, in order, and attributed.
Deadline tracking & task management
Set tasks for response deadlines, appeal windows, and outcome letters with due dates and priority. The SLA dashboard flags overdue items across all active matters.
Parties & contact management
Add the employee, line manager, witnesses, union representatives, and external advisors as contacts on the case with private notes for each — without mixing them into a general contacts list.
Internal collaboration
Threaded case comments for HR team discussion — attributed, timestamped, and permanently attached to the matter. Keep team deliberation out of email and in the record.
Controlled external sharing
Share specific documents with external HR counsel or an employment solicitor via a secure, expiring portal link — without giving them access to other cases or your account.
Case classification & analytics
Tag cases by type (grievance, disciplinary, capability, absence), department, or outcome. Filter and report across your full HR caseload without opening every record.
Workflow
From first report to final outcome
A consistent structure that keeps every HR matter organised, properly documented, and defensible end to end.
Open the case
Create a case for the matter, classify it, set importance, and invite only the HR team members who need access — with precisely the role they need.
Build the record as you go
Upload formal documents, log meeting notes and decisions as dated timeline entries, add tasks for follow-up actions. Everything attached to the case, automatically timestamped.
Track deadlines & obligations
Set tasks for appeal windows, outcome letters, and review meetings. The dashboard flags what's overdue or due soon across all active HR matters.
Close with a complete record
Log the outcome, close the case. If it's ever challenged at tribunal — or needs to be reopened — the complete, dated record is ready to export or share with counsel.
FAQ
Questions HR teams ask
What HR case management software is best for grievances and disciplinary processes?
The right tool keeps all case documents, notes, decisions, and communications in one place with per-case access controls and an immutable audit trail. Herarx does this: each HR matter is a case with its own documents, timeline, tasks, and contacts — visible only to the team members you invite, with every action automatically logged.
Can I keep different HR cases separated so one employee can't see another's?
Yes — access is granted per case, per user. A grievance for one employee is completely separate from another's, and only the team members you explicitly invite can see each case. Access changes are logged as they happen.
Will Herarx help if a matter goes to tribunal?
Because Herarx logs every action automatically — who added which document, when notes were written, when decisions were made — you have a timestamped, attributed case history built as you work. You can export the full record or share specific documents via a secure portal link with external counsel. Herarx is not yet independently security-audited, so verify it fits your organisation's requirements for regulated environments.
Can multiple HR team members collaborate on the same case?
Yes. Invite as many team members as needed with specific roles. Internal comments, tasks, and notes are all attributed and timestamped, so the full collaboration history is intact in one place — not scattered across email chains.
Is Herarx free for HR teams?
There's a free tier with no credit card required. Paid plans add team features for larger HR operations. Encryption, 2FA, and the full audit trail are included on every plan, including free.
Every HR matter deserves a proper, protected record.
Always free to get started. No credit card. Audit logging and per-case access control from day one.