4 HR Case Management Software Features That Will Make Your Life Easier

It’s no secret that HR and ER professionals are feeling burnout at work, especially those on smaller teams. In fact, one study found that 97 percent of HR pros have felt emotionally fatigued due to their work in the past year.

Many HR and ER professionals lean on technology to help reduce their workload, but sometimes the software and apps they choose just doesn’t cut it, or hinders more than it helps. That’s where an all-in-one case management platform comes in. Look for an HR/ER case management platform with the following four features to streamline your workplace investigations processes and make your job easier.

1. HR Case Templates

Are you worried about inconsistencies across your HR case management? Are you struggling to get through a high volume of cases? Have you recently or do you plan to change your investigative processes? Do you simply need a way to handle your investigations more efficiently?

Are you not even sure how to start creating an investigative process? Not sure what data to capture, what questions to ask, or what workflows make sense?

If you answered “yes” to any of these questions, then case templates should be your top priority when reviewing HR case management features.

Using input from industry leaders, Case IQ has created pre-set case file templates for HR investigation types including accommodation, workplace safety, employee question, and performance management. After you select the case type, a file will be created with relevant fields (e.g., “location” for a safety case or “medical documentation” for an accommodation case). This allows your team to:

• Follow best practices of the industry for documenting and investigating HR cases
• Save time and effort (no need to create your own templates or remember how to handle an incident each time)
• Create consistent documentation and investigative processes for faster, easier case management
• Reduce your risk of lawsuits due to inconsistent or unsatisfactory handling of an issue

2. AI-Powered Report Writing

You’ve gathered evidence, conducted interviews, and reached a conclusion in your HR investigation. Now comes the most dreaded part for many investigators: writing the final summary report.

Whether it’s your first report or you’ve written them for years, creating a “perfect” case summary is always challenging. You have to make sure it contains all the important information, adheres to any relevant regulatory requirements, is error-free, and conveys your conclusion in a way all stakeholders can easily understand.

Save your team stress and time by using a platform with a report writing assistant. Case IQ’s new AI-powered Summarization Copilot compiles case information into a pre-set template (either one created by your team or provided on the platform), creating a complete, compliant summary in minutes. You can then edit the report to ensure all information is correct and share it with stakeholders.

This feature provides consistency across reports for similar case types and reduces human errors like typos, grammar mistakes, and forgotten details. It also helps upskill new or inexperienced team members on your reporting style without a long mentoring process.

3. Automated Translation

Imagine having to communicate about a serious matter in a language other than the one you prefer to use. It would be scary, disheartening, and confusing. However, this is the reality for many employees.

Because of staff limitations, HR and ER teams might require all employees to communicate with them in one language or if they do allow reporting in other languages, outsource translation to a third-party service. Both of these scenarios are stressful for HR staff and employees alike. One of the most helpful HR case management features for a multilingual workforce is automated translation.

Case IQ’s new Translation Copilot uses AI to automatically translate whistleblower reports and employee complaints, and subsequent communications between the employee and the HR team. The tool detects the entry’s language and automatically translates it to the user’s default language.

Knowing that they can communicate in their language of choice empowers employees to speak up when they have a problem, building trust while also ensuring you catch issues early. With automated translation, your team can resolve cases using less time and money by eliminating the need for a manual translator.

READ MORE: How to Promote a Speak Up Culture in Your Multilingual Workforce

4. Integration with Existing Systems

When you’re filling in a new case file, the data entry can eat up time better spent on more complex investigative tasks. Even copying and pasting from your employee database or reporting mechanism can cause issues and take a while. That’s why integration with your existing systems is one of the top must-have HR case management features.

Look for a platform that integrates with your HRIS and your whistleblower hotline or other reporting system(s); Case IQ, for example, integrates with Workday, BambooHR, SAP Success Factors, PeopleSoft, ADP, and more.

Not only will you save time on manual data entry, you’ll also reduce the risk of errors. Obviously this means spelling and grammar mistakes, but you also won’t run the risk of inputting incorrect employee information, either. For instance, if an employee changes their job title, department, or name, their new information will populate into the case file you create.

In other words, information will appear in the case management system the same way as it does in your other systems, so there’s no need to worry about forgetting employee updates like these and entering them incorrectly.

READ MORE: The Best Case Management Software Has These 5 Features

How Case IQ Can Help

Case IQ’s investigative case management and omnichannel intake solution help enable HR professionals to conduct more efficient, effective workplace investigations. With the features described above, teams can protect employees and the organization from risk, streamline processes, and inform preventive action, all on one platform. Learn more here.