Product
Cases recorded properly, and seen only by the people who should see them
HRHive records incidents, accidents, complaints, grievances, whistleblowing and other matters as cases. There are nine types and four confidentiality levels, with an access list, a timeline of notes and evidence, and an outcome. HRHive does not file RIDDOR reports, and it has no disciplinary letters or hearing workflow.
What problem does this solve?
Something happens on site: a near miss, a cut, a complaint. It goes in a notebook, in a text message, or in the memory of whoever was there. Weeks later nobody can say what was done about it, and the person who raised it never heard back. Sensitive matters are harder still. They must stay with a few people, and the people involved must never see them.
What HRHive does
- Records each matter as a case, with a reference such as INC-0001, a type, a priority, an owner, a status, a next action with a date, and an outcome. There are nine types: Complaint, Grievance, Incident, Accident, Disciplinary, Performance Concern, Whistleblowing, Absence Concern and Other.
- Lets people raise them. Employees can report an incident or accident, or raise a complaint, grievance, whistleblowing concern or something else, from the portal or a form. HR can record a case too.
- Decides who can see each case, with four confidentiality levels: Standard (HR and the case owner), HR only, Organisation owner only, and Restricted (named people only). Whistleblowing starts as Restricted. Grievance and disciplinary cases start as HR only.
- Keeps an access list. Named investigators and others can be added to a case. People involved in the case never get access, even if they are managers or in HR.
- Keeps a timeline of notes, meetings, actions and evidence. Each entry is internal, or shared with the person who raised the case. Entries cannot be edited or removed.
- Asks for an outcome before a case can be closed.
- Keeps the person who raised it informed. They get an acknowledgement, can see the status, shared notes and outcome, and can add information.
How it works
- Raise the case. An employee uses Report an incident or raise a concern in their portal. HR chooses Record a case. Add the type, subject, details, the date it happened, who it is about and who can see it.
- HRHive assigns an owner. If you do not choose one, HRHive uses the default case owner, who is never someone named in the case. A case an employee raises starts with the next action "Acknowledge and assign", and the owner is told straight away.
- Work the case. Add notes, record meetings, attach evidence and set a next action and date. HRHive reminds HR and admins two days before a next action and on the day, and an overdue one shows on Home.
- Record the outcome and close. Say what was decided and any actions agreed. Then close the case.
- Print it. Print the case record, print the register, or produce the Incident History.
What you see
Cases lists open, closed or all cases with the owner, the next action and its due date, and a padlock on anything confidential. Overdue next actions show in red. Each case shows its details, outcome and timeline, with its status, priority, owner, the people involved and who can see it.
The record it creates
A case is a dated record. Its timeline cannot be edited or removed, and viewing a case is recorded in the audit log. You can print any case, print the register, or produce the Incident History: incidents and accidents in date order, for the dates you choose, listing only the cases you are allowed to see.
Who can do what
Who can see a case depends on its confidentiality level, not just on a person's role.
What happens next
Open cases and overdue next actions show on Home for the people who can see them. The timeline of the person who raised a case shows only that they raised it, never the detail. When a case is closed, it is kept under the retention schedule for case records.