8 essential HR case management software features every employer needs 

HR Case Management Software from Empactis

When it comes to HR case management software, there are plenty of options for employers to consider. Some are aimed at specific industries, whilst others can be used by businesses in any sector. How will you choose the right HR case management software for your organisation? 

So, what should you be looking for? We explore the essential HR case management software features that large employers need to effectively manage their workforce.  

What are HR case management software systems? 

A case management system is software designed to process and administer any situation to do with employees. Also known as Employee Relations (ER) cases, these may be handled by the HR team or by a dedicated ER staff. They can include onboarding, leave requests, grievances, performance, disciplinaries, absence and many other circumstances.  

With so many ER case types to manage, HR teams need flexible HR software that can deliver a full and accurate case management perspective.  

Employers need to take for a holistic approach when choosing a HR case management system. They should seek one that not only takes every kind of HR case into account, but can also link to other critical employee information and workflows such as absence management and employee health management. 

‘Whole person’ ER case management: why does it matter? 

In large organisations, taking a ‘whole person’ view can reveal patterns and trends that are otherwise invisible.  

For example: Employee absence isn’t just a one-off event. Absence can signal a health concern or even mask a performance problem. But without software to highlight the patterns, they’re difficult for HR managers to identify – especially during early stages.  That identification is essential if it is to be possible to move smoothly into an ER management activity.  

With the right HR case management software at their fingertips, line managers gain an in-depth understanding of their workforce that enables them to connect information about employees together. They can detect trends in employee behaviour to address health, absence, and grievance issues before they lead to employee health cases. 

Large organisations need an advanced system to provide deeper insights and a ‘whole-person’ approach to employee health and performance. Identifying patterns has become particularly relevant post-COVID.  A line manager facing resistance from an employee in returning to the office faces a combination of absence and health management challenges, but it may also mask a performance issue, or manifest itself as a grievance  

Types of HR case management software used for UK businesses 

To maintain good ER case management, employers need appropriate systems in place. Some businesses fall into the trap of trying to handle HR cases without the right software. But muddling through or making do only paves the way for future employment tribunals. 

Of the many systems available, several are designed for ‘pure HR’ only. They track traditional personnel activities, rather than taking a whole employee or workforce management approach. Others focus on specific industries, which can be restrictive. 

Some enterprise-level HR technologies don’t connect as seamlessly with other business functions as they claim. And while they may help you manage live HR cases, they don’t connect to other workflows, which means they may miss underlying causes or influences.   

So how do you choose the best HR case management software in the UK? How will you get the functionality you need to understand the bigger picture for your workforce? 

It’s a question of looking for the right features to give you the insights you need. 

What features should you look for in HR case management solution? 

Basic HR tech might be adequate for traditional personnel activities. But in a modern workplace, dealing with every HR case on an item-by-item basis means you’re missing crucial insights. 

What are the essential features that large employers should consider when choosing a case management system? 

  1. Connect ER cases to absence, health, and other employee case types: 

Keeping an eye on employee absence and making links to employee behaviour can identify trends early. A single person might be the subject of multiple HR cases during their employment, but handling these on a case-by-case basis doesn’t allow you to track patterns. Instead, a ‘whole person’ approach connects absence with health and all other ER cases

High-level views of status and progress catches trends early so employers can support workers with their health for better workplace productivity.  

  1. Track trends over time 

Timeline features in HR case management software allow you to monitor trends and patterns at employee, department, and company level. It enables employers to identify improvements to support individuals or the wider workforce. 

  1. Complete audit trails of all HR case interactions 

Accurate, detailed records reduce complexity, risk, and potential liability when managing employee relations cases. Audit trails are essential in ER case relations, so choosing software that guides users through processes and keeps full records will protect your organisation in the event of a tribunal. 

  1. High security and multiple user access 

With sensitive and personal data at stake, organisations need a secure HR case management system that gives access permissions without being shareable. Employers need HR case management software that is highly secure, and which manages employee data on a ‘need to know’ basis within a defined management hierarchy.  

Closely controlled systems mean HR professionals, case managers, team leaders, investigating officers and resource managers have the relevant, real-time information they need to work effectively. Software like Empactis HR Case Manager has GDPR and data security at its core, with permission management to keep confidentiality and usability high. 

  1. Seamless integration with HR management software and enterprise systems 

When looking to upgrade an HR management software solution, one of the best ways to achieve advanced case management is to choose software that integrates fully with enterprise platforms already i place 

The best HR case management systems integrate fully with technology from other suppliers across the HR software landscape to support the workforce and manage HR cases to keep your workforce happy, healthy and productive. 

Empactis HR case management software integrates seamlessly with many mainstream HR management information systems and enterprise ERP systems, delivering complementary capabilities for any organisation. It also draws data directly from the NHS ESR system and integrates with key rostering and recruitment platforms used widely by NHS organisations.   

  1. Configurable to your unique organisation 

For an HR case management system to bring real value, it must adapt to your unique requirements and workflows.  

Flexible options like Empactis HR case management software work with an employer’s current systems. They capture the hierarchy and employee groupings, and using your organisation’s existing forms, checklists and templates for a smooth integration and transition. 

  1. Capacity to support business through pandemic situations 

When major disruptions hit your workforce, you need the capability to deal with rapid, sustained increases in employee relations cases. The COVID-19 pandemic saw a boom in employee issues that were not restricted to health – with huge spikes in absence, and significant numbers of grievance cases emerging around perceived treatment of employees.   

The pandemic has not yet receded and, while COVID is becoming endemic, further spikes are possible.  

HR managers need to be empowered to track COVID-connected ER cases as well as absence and health cases, access organisation-wide visibility of COVID risk and vaccination status, and manage swift and safe returns to work – this is only possible with a connected Employee Health Management System like Empactis.   

  1. Easy and Intuitive user interface 

As with any tech, a company will get the best results from its HR case management software if it’s intuitive, with a familiar user interface.  

Choose a HR case management platform that integrates with enterprise systems like Office365, with cloud storage and mobile optimisation so staff can learn the software quickly and access functionality from anywhere. 

Empactis HR case management offers seamless integration, giving an accessible user experience across any large organisation. 

The bottom line for HR case management software 

HR case management isn’t a standalone challenge. HR cases come in many different types and from many different sources. They influence and are affected by every area of the business.  

This means organisations need to take a wider view on workforce management, connecting data about health to workflows and key business processes with a purpose-built case management system. When HR and workforce owners are empowered, they can create the right working environment and tackle issues early. 

Employers need HR case management software that connects strongly across different workforce management workflows to achieve a fully capable solution. The software you select must integrate with other systems your organisation uses to get the best results for your individual employees, your entire workforce and your organisation. 

Discover how Empactis HR case management software can help you see the bigger picture around employee relations and employee health engagement across your organisation