Major Reasons Why Your Company Needs an HR Case Management Tool

HR management is a crucial function in any organization to develop and manage an effective workforce. A significant chunk of HR professional duties revolve around answering employee questions related to shift schedules, timesheets, leave encashment, compensation, and benefits. In today’s existing remote work era, it is challenging to manage these inquiries through manual paperwork or emails. You would need a much better employee management system to provide a high employee experience. This is where your company will need an HR case management tool.

What is an HR Case Management Tool?

In HR terminology, a case is made when an employee submits an HR request related to an HR function like payroll, timesheets, leave quota, performance management, etc. Case management involves how your HRs manage employee inquiries. Earlier, this was done when an employee physically consulted an HR representative or manually filled out a form or even email distribution lists.

In the modern world, organizations use case management technology. It provides software tools for employees where they can submit requests, and then they can be automatically routed to the right HR agent.HR Case Management uses advanced management features, such as workflow automation, case tracking, and reporting & analytics. These AI-based functions can easily track, manage and resolve employee issues, questions and requests.

Why Do You Need an HR Case Management Tool?

HR Case Management software comes with a dedicated case management system. It helps streamline the flow of employee requests in a better manner. The tool allows your HR team to communicate with employees across multiple channels, such as self-service portals, email, phone, and Live Chat. This allows your HR team to focus on more significant issues without consuming much time.

Here are some reasons why your company needs an HR Case Management tool: 

Easy Access with Employee Self-service

An HR Case Management tool provides a self-service portal that provides a single place for all employees of your organization to access information. HR employees can also manage their daily life through the portal. The self-service section has full functionality to manage the complete life cycle of employee requests from initial request through closure. 

This reduces the placement of tickets. Employees can easily search for answers to their questions and get the correct information. This improves the information accessibility for employees from anywhere and at any time. 

Automated Workflows

Efficient HR Case Management software can effectively automate key HR processes in your organization. This helps reduce administrative tasks and improves consistency to ensure policy compliance and SLAs.

You can create customized workflows and case forms to register all details of an HR case. You get access to a centralized system of data storage which provides a consistent method for the management and investigation of your cases. With the help of this tool, HR teams can streamline a wide range of HR processes by automating them. They can even utilize the in-built business intelligence of the tool to send out alerts when a task is about to violate the company policy or SLA.

Real-Time Insights

This case management tool has full functionality to turn your HR cases into visible stages that are manageable. The software generally has a real-time dashboard that displays content based on an employee's unique data-driven profile. They feature letter templates, integrated emails, and reminder alerts. You can also assign actions and case tasks that you can easily track along with due dates.

You can easily track and monitor various data and seek information on a real-time basis, improving employee engagement and job satisfaction. 

Detailed Reporting and Data Analysis

As an HR professional, you would like to have clarity on the status of the requests you receive. This whole thing can get overwhelming if done manually. A case management system provides An HR Case Management tool exclusively designed for HRs to review data all in one place and easily track case outcomes with consistent workflows. You also get detailed real-time analytics and insights into your employee and organization data. 

HR Case Management software can provide you access to several informative reports on the state of the inquiries. These reports can range from those that provide the status of HR cases, the number of escalated reports, overall feedback received, and more. 

This helps to close the requests on time and also improves the quality of the service. They help you respond to HR requests efficiently and encourage you to make smart, strategic actions for your organization.

Easy Integration with your existing HR software

Most organizations already have some HR management software in place, which may not necessarily include case management.  You can easily integrate a case management system with your HR software. This will centralize all HR operations and data on a single platform with streamlined communication between employees and the HR team.

Your employees just need to select their query category to submit their requests. If required, they can also attach any applicable documents along with the case request. You can then choose a deadline and assign the case. The whole process is automated, which eliminates any need for filling out tedious paperwork. 


No matter how good a business tool is, it may lose its luster if it is not cost-effective in proportion to the services it offers. HR case management tools take care of a wide range of tasks like they improve business communication and streamline workflows providing swift query resolution. 

Streamlined case management increases efficiency throughout your HR team as it offers precision tracking of documentation and information on all complaints throughout the company. This reduces the time spent on issues and hence the cost. If you invest money in the technology, you will find it pays for itself ten times over in one lost cause.

Summing Up

An HR Case Management tool goes a long way in simplifying your organization's employee case management process. From case creation, investigation, and tracking to providing detailed dashboard analytics in real-time, this tool can prove to be highly beneficial for your HR department. You can drop the spreadsheets now and shift to recording, managing, and reporting all your employee relations on a centralized portal. As a result, you get a chance to simplify your HR case management and save hundreds of man-hours for your HR team.

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Wolken Software