Best Free HR Case Management Software

Employee issues generally start small, but they can escalate and turn risky in no time, especially where there is no clear system to track them. Without structured case management, similar issues may be logged inconsistently, investigated unevenly, or resolved without clear timelines or proper documentation. 

For many teams with limited budgets, investing in enterprise Human Resources (HR) software is unrealistic. That’s where free HR case management software helps. These tools help the users with the whole process lifecycle: logging, investigation, and resolution. They ensure consistent and compliant handling of employee issues that result in faster resolution. 

This guide covers the best free HR case management tools that bring structure to HR case handling. So, let's get into it. 

Zoho People is a cloud-based HR platform that includes an HR Helpdesk and case management system. It acts as a central hub where employee questions and complaints are handled. HR teams can assign cases to specific agents based on categories, departments, or groups, making sure each issue goes to the right person. 

The platform also supports SLA tracking, which helps set clear timelines for case resolution and triggers escalation when deadlines are missed. Zoho People’s case module can connect to FAQs and knowledge resources. This significantly helps reduce repeated questions. It also offers analytics to track trends and identify bottlenecks in the resolution process. 

Pros And Cons 

Best For 

Zoho People’s HR Helpdesk and case management system is ideal for small to mid-sized HR teams. 

Key Features 

• Categorized ticket organization 
• Case insights and pattern analysis 
• Employee case submission and updates 
• Resolution feedback collection 
• Centralized knowledge base 

Free Plan Limitations 

Zoho People offers a forever-free plan for up to five users that covers basic HR needs, including an employee database and leave management. That said, the free plan does not support advanced case management features. Tools like the HR helpdesk, query handling, and ticket-based support are only available in the higher-tier paid plans, which start at $1.50 per user per month. 

Disclaimer: The pricing is subject to change. 

Why We Like It 

We like Zoho People for its automated case escalation, which ensures employee inquiries are addressed and closed on time by monitoring service levels and triggering actions when timelines are missed. For smaller HR teams, the ticketing feature makes it easier to handle complaints, policy questions, and document requests without losing track of what’s pending or resolved. 

User Ratings

4.3/5 rating based on user reviews. Many reviewers appreciate Zoho People for centralizing employee requests and HR case tracking in one place. However, some users find its case-related workflows and support features less intuitive or limited. 

FaceUp is a specialized whistleblowing and ethics reporting platform. While not traditional HR case management software, it is included here for its case tracking and investigation management capabilities that are specific to compliance issues, workplace misconduct, and ethical violations.

The platform provides an anonymous form that can be accessed via QR codes across different digital channels. It provides structured case workflows for investigating whistleblower claims and maintains secure documentation trails that are essential features for HR teams managing sensitive employee relations cases.

Pros And Cons 

Best For 

FaceUp is best suited for small to mid-sized organizations that want a compliant way to handle whistleblowing and internal reporting without heavy setup or IT effort. 

Key Features 

• Anonymous Reporting 
• Whistleblower Hotline 
• Case Management 
• Smart Surveys 
• AI Assistant 

Free Plan Limitations 

FaceUp appears to offer a free trial that allows organizations to explore features such as anonymous online reporting, secure case management with an audit trail, and encrypted two-way communication with reporters. Based on common industry practices and third-party listings, access to these capabilities is typically limited to the trial period, after which users are expected to move to a paid plan to continue using them. 

Why We Like It 

We like FaceUp because it brings enterprise‑grade case governance to HR compliance, especially with its multi‑entity oversight. It lets each business unit have tailored workflows while still giving group‑level visibility. This makes it perfect for companies that manage sensitive investigations across regions or departments. Since each case is managed systematically, it gives HR secure and traceable records. 

User Ratings 

The software holds a 4.8/5 rating based on several user reviews. Users often praise FaceUp for being simple to use and for enabling truly anonymous reporting, which helps employees feel safe. However, some users feel the analytics and reporting section is limited and could offer clearer, high-level insights for decision-making. 

OrangeHRM is an open-source HR platform that offers a ‘Discipline’ module for handling employee cases. The system guides how organizations should handle misconduct, policy violations, and workplace investigations by replacing scattered emails with a more structured and end-to-end case management workflow. 

The platform also offers controlled access and built-in confidentiality measures, so only authorized users can view sensitive case information. At the same time, it keeps detailed audit trails for transparency. These features help ensure sensitive cases remain secure while maintaining clear accountability and traceability throughout the case lifecycle. 

Pros And Cons 

Best For 

OrangeHRM Employee Discipling Management is best for mid-sized HR teams. It is a good option for companies that need a formal and documented discipline process, particularly those operating across multiple locations or following standardized procedures. 

Key Features 

• Configurable workflow steps
• Document generation 
• Assigned case access 
• Audit trail and action history 
• Role-based permissions 

Free Plan Limitations 

OrangeHRM provides a fully free open-source Starter edition, along with a 30-day free trial of its Advanced plan. The Starter version covers basic needs but does not include advanced case management features like workflow automation, in-depth reporting, or dedicated investigation tools. Teams that need complete discipline and case tracking capabilities may need to upgrade after the trial. 

Why We Like It 

We chose OrangeHRM for its configurable workflow steps that ensure every case follows a standardized and fair process from logging through resolution. Small HR teams that handle sensitive workplace investigations can benefit from its investigator assignment capabilities. It allows HR to assign impartial third-party investigators with privileged access to specific cases. 

User Ratings 

The platform is rated 4.5/5, based on multiple reviews. Many users like OrangeHRM for its intuitive friendly interface and straightforward reporting for employee issues. That said, some also point out that the system can be challenging to set up and fall short on advanced features when compared to most modern HR case management software. 

HR.my is an online HR management platform that includes basic HR case management through its ‘Incident Management’ module. This feature can be used for tracking employee misconduct, workplace safety issues, and complaints. The system allows organizations to report, track, and investigate employee-related incidents, including bullying, harassment, performance issues, and safety concerns. 

Employees can anonymously report non-compliant workplace issues, while managers document cases with supporting evidence and attachments. The platform provides structured incident investigations where employees involved can explain and provide evidence before decisions are made. 

Pros And Cons 

Best For 

HR.my is a smart choice for small businesses and startups (5–50 employees). It works especially well for retail stores, small offices, service-based businesses, and startups where HR is handled by founders or managers. 

Key Features 

• Incident reporting 
• Anonymous reporting 
• Incident tracking 
• Powerful approval workflows 
• Expense claim management 

Free Plan Limitations 

HR.my is free to use forever, though the platform is supported by ads by default. Users who want an ad-free experience, additional storage, or more HR roles can opt for a paid sponsorship at $5 per month, which also includes early access to preview features. 

Disclaimer: The pricing is subject to change. 

Why We Like It 

HR.my works well for startups and nonprofits that want basic investigation workflows, anonymous reporting, and audit-ready records. For example, a small clinic can easily use it to log misconduct reports and close cases in one place using its truly free incident and case tracking system. Users can use the incident management feature to document employee issues without needing a paid HR suite. 

User Ratings 

Rated 4.4/5 based on user reviews. HR.my is often praised for being free to use while still covering essential HR needs. However, users often mention distracting ads and note that the platform lacks advanced features and a more polished user interface. 

Leena AI is an AI-powered HR case management platform that helps centralize employee complaints, investigations, and HR requests through conversational interfaces. The system automatically captures cases via Microsoft Teams, Slack, WhatsApp, or web portals. It then categorizes and routes them to appropriate HR personnel.

The software offers a range of case tracking features, including structured intake forms, status tracking workflows, secure documentation storage, assignment rules, and SLA monitoring. These help ensure cases are resolved on time. 

Pros And Cons 

Best For 

Leena AI is best for medium-sized and enterprise HR teams that need to handle a high volume of employee cases across multiple channels. 

Key Features 

• Centralized help desk dashboard 
• AI-powered virtual assistant 
• Conversational ticketing interface 
• Multi-channel support 
• Case analytics and reporting 

Free Plan Limitations 

The platform offers a 14-day free trial before requiring a paid subscription, and after the trial ends, users must upgrade to continue using its HR case management features. 

Disclaimer: The pricing is subject to change. 

Why We Like It 

We like Leena AI because it brings structure and speed to HR case handling. It manages that through an AI-powered centralized help desk that automates routine ticket triage and resolution without overwhelming small teams. We see it working best for growing companies that need a centralized way to manage employee queries and issues across Slack or Teams.

User Ratings

Holds a 4.5/5 rating from user feedback. Reviewers most often highlight Leena AI’s ability to significantly reduce HR query handling time through automation and centralized case handling. However, the most common criticism is that reporting depth and workflow configuration feel limited. 

Kenjo is an all-in-one HR platform that provides EU-compliant Whistleblowing software for organized case management. The system provides secure and anonymous reporting channels where employees can report misconduct, harassment, or compliance violations without fear of retaliation. 

Its ‘Whistleblowing’ module helps HR teams receive and categorize reports of wrongdoing, assign cases to the right channels, track their status (open/in-progress/closed), and communicate securely with the reporter and case handler. The system supports automated alerts, encrypted storage, and case dashboards to maintain transparency and compliance. 

Pros And Cons 

Best For 

It works best for small and medium-sized companies. It is especially useful in industries such as health, manufacturing, education, retail, and operations-led teams, where HR teams need to stay organized and responsive.

Key Features 

• Secure anonymous reporting 
• GDPR-compliant reporting channel 
• Encrypted data protection 
• Automatic notifications 
• Confidential file attachments 

Free Plan Limitations 

Kenjo offers a free 14-day trial, so users can test its features, including HR and whistleblowing tools, but it does not have a permanent free tier. Its base plan, that is, Starter, costs €6.0 per employee per month. 

Disclaimer: The pricing is subject to change. 

Why We Like It

For organizations that need to handle sensitive misconduct reports while protecting employee anonymity, Kenjo is a good choice. We like it for its unique case access codes, which allow reporters to follow up on their case and communicate without revealing their identity. We chose this because ongoing and anonymous dialogue is important for resolving sensitive issues properly. 

User Ratings

A strong 4.8/5 rating across user reviews. Most users like Kenjo’s intuitive and easy-to-use interface and the way it organizes HR workflows. Some users find that certain setup steps and navigation within the platform are not intuitive or harder to find initially. 

PurelyHR is a modular HR platform that helps centralize important HR tasks while making room for progressive expansion. The software’s 'Warnings' module allows users to send, manage, and store disciplinary infractions, with custom violation types and required digital signatures.

All warnings require employee signatures to complete the process. The platform also includes pre-approval workflows before warnings are sent to employees to maintain oversight and documentation standards. 

Pros And Cons 

Best For 

PurelyHR works great for small to mid-sized businesses that want quick setups without the complexity of enterprise systems. 

Key Features 

• Comprehensive incident record 
• Digital signatures for warnings 
• Comment visibility controls 
• Email notifications throughout the warning process 
• Custom violation types, actions, and consequences 

Free Plan Limitations 

PurelyHR offers a 21-day free trial with full access to its HR modules so users can test features like warnings and case tracking without a credit card. After the trial ends, continued use requires a paid subscription starting at $3.45/employee/month, which can vary depending on the chosen modules. 

Disclaimer: The pricing is subject to change. 

Why We Like It 

We chose PurelyHR for its mandatory employee signature requirement and pre-approval workflows. These ensure disciplinary documentation is thorough and legally defensible. That said, small teams that have to manage performance issues can benefit from transparent tracking of all infractions with comprehensive historical records. A startup, for example, documenting repeated tardiness can require manager pre-approval before warnings are issued, then mandate employee signatures to finalize the disciplinary process.

User Ratings 

Based on users’ reviews, it has an average rating of 4.5/5. Experienced users mostly like PurelyHR for its easy-to-use interface and simplicity that reduces HR admin burden. At the same time, some reviewers note that its interface feels outdated and lacks advanced customization or reporting features. 

ReloTalent is a global mobility and relocation case management platform for HR teams working with no fixed locations or time zones. It combines all assignment data, such as relocation details, visa and immigration information, and cost estimates, as well as vendor services like relocation agencies, housing providers, immigration consultants, and documentation, into a secure portal. This warrants smooth collaboration between HR and task assignees. 

With accessible dashboards, automated workflows, and analytics, teams can manage, audit, and resolve their relocation, immigration, and mobility cases more easily. This is valuable for managers to hold complete visibility and control over the system. 

Pros And Cons 

Best For 

ReloTalent is best suited for mid-market to large enterprises that deal with frequent employee relocation and need structured workflows. 

Key Features 

• Real-time milestone tracking 
• Initiate services 
• Ongoing monitoring 
• Secure document sharing 
• Approval flows 

Free Plan Limitations 

ReloTalent offers a 14-day free trial that begins once users complete the signup form and access the environment. It lets users explore its global mobility and relocation features. After the trial ends, users need to get a paid subscription starting at €299/month for continued usage. 

Disclaimer: The pricing is subject to change. 

Why We Like It 

We like ReloTalent for its centralized milestone tracking, which keeps every relocation task and deadline visible in one place. Global mobility cases usually involve many moving parts, and this feature of ReloTalent ensures consistent case progress without the need for constant follow-ups. It’s especially helpful when HR needs to monitor multiple assignments at once and ensure each step is completed on schedule. 

User Ratings 

Holds a whopping 5/5 rating from user reviews. Users appreciate ReloTalent for its intuitive interface and ability to make relocation tracking easy and efficient. However, some users note challenges in adapting the platform to specific workflows. 

How To Choose The Right Free HR Case Management Tool? 

When evaluating free HR case management tools, look for the ones that provide structured case intake. They should have a clear status tracking feature and secure documentation for sensitive employee issues. Users should also look for consistent case management workflows that guide cases from intake to resolution, along with access controls to help protect confidentiality. 

Since free plans often come with limits, do not forget to assess restrictions around users, case volume, storage, and reporting. Other than that, be very cautious of the ease of setup, particularly if the team is small, as they usually do not have dedicated HR systems. Finally, consider whether the tool can scale or transition easily to a paid plan as your case volume, compliance needs, or team size grow. 

What Not To Overlook 

Case intake options and channels 

• Case workflow automation and status tracking 
• Access controls and confidentiality safeguards 
• Reporting and audit-ready documentation 
• Integration with HR systems and communication tools 
• Scalability as the team grows 
• Limitations of free plans (users, storage, cases) 
• Vendor support, onboarding, and community resources 
• Total cost beyond the free tier 

When evaluating free HR case management software, it’s essential to look beyond basic features and consider whether the system supports efficient case handling, maintains confidentiality, and offers audit-ready records. The right tool should also scale with growing case volumes and provide clear paths for support and upgrades without hidden costs.