Grievance & Harassment Cases

The grievance register is a confidential place for employees to raise a grievance, harassment, discrimination or bullying concern, and for HR or a committee to investigate it, record the outcome and keep a defensible record.

Where to find it

• Sidebar → HR → Grievance cases (/account/workplace-cases). In the new interface: People → Workplace registers.
• Employees: Report a concern (same folder).
• Register settings: the gear button on the register (needs Manage Grievance Register).

The register belongs to the Workplace registers module. If you do not see it, the module is not in your plan or is switched off in Module settings.

For employees: reporting a concern

1. Click Report a concern.
2. Fill in a short Subject, pick a Category and describe What happened (when, where, who saw it).
3. Optionally choose the employee the concern is about, or type a name for someone outside the team, the date and the location.
4. Attach screenshots, messages or documents (up to 10 files, 20 MB each).
5. Tick Report anonymously if you do not want your name stored with the report (only when your company allows it).
6. Click Submit report. You get a case number such as CASE-0012.

Follow it under My reports. You see the status and, once resolved or dismissed, the outcome. You never see the investigators' private notes.

Anonymous reports

Your name is not stored with an anonymous report and is never shown — not on the case page, in exports, in the API or in the audit log. You can still find it under My reports. Because handlers cannot ask you questions, describe everything they need. Anonymous reports are always confidential.

For HR and the committee

On the case page:

• Acknowledge – confirms receipt to a named reporter and stops the acknowledgement reminder.
• Change status – moves the case on. Resolved and Dismissed need an Outcome.
• Case notes – private notes (interviews, evidence reviewed). Encrypted, never shown to the reporter.
• Handlers & committee – handlers work the case; committee members read it and add notes. The reporter and the person the case is about can never be added.
• Files – evidence. The reporter only sees the files they attached.
• Edit – correct the details, change priority or confidentiality.

Log a case records a concern raised by e-mail, phone or in person on behalf of an employee.

Confidentiality – who can see a case

Categories decide whether a new case is confidential by default (all except Grievance are).

Response times and reminders

Register settings → Acknowledge within (days) and Resolve within (days). Overdue cases show a red badge and the handlers (or, with none assigned, everyone with View Confidential Cases) get a reminder once a day.

Exporting the register

• Export (table) – Excel / CSV of the rows you can see.
• Export PDF – the register on your letterhead.

Descriptions and private notes are never exported.

Permissions

Admins have all of them.

Audit trail and API

Every action — created, opened by staff, status, handlers, notes, export, delete — is recorded in Reports → Audit log. The REST API (/api/v1/workplace-case) and the AI connector use exactly the same rules; anonymous reporters are never returned.

Tips

• Keep the committee small and trained.
• Write outcomes for the reporter: they read them.
• Never add the reporter's manager as a handler if the concern is about them.