Nowadays, Human Resource (HR) departments are responsible for much more than just attendance and payments. Their responsibilities now include employee well-being, legal compliance, and addressing workplace concerns with sensitivity and thoughtfulness. Now, HR teams are also responsible for handling an increasing number of employee queries, grievances, and documentation as the companies grow.

When HR teams heavily depend on email chains or spreadsheets to handle employee concerns, many times, important information gets overlooked, and follow-ups are missed. To avoid such incidents from happening, many companies have been implementing structured case management systems to streamline how complaints are tracked and resolved. These platforms integrate all information, like reports, responses, and resolution timelines, into a single structured hub.

Sometimes, justifying the cost of a premium case management software can become a bit difficult for HR teams, especially in smaller companies. Fortunately, there are some free solutions available that incorporate all the necessary functions for documenting, handling, and resolving employee concerns quickly.

In the following sections, we have compiled a list of seven reputable free software options for you, that provide HR teams with better insights and control over their case management processes.

7 Best Free HR Case Management Software

Software

Ratings

Best For

Features

Twikkie

3/5 

Anonymous harassment reporting

  • Analytics and Reporting
  • Compensation Data Management
  • Transparent Audit Trails
  • Change Histories

HR.my

4.4/5

Workplace incident documentation

  • Incident management
  • Powerful Approval Workflows
  • Leave Management
  • Expense Claim Management

FaceUp

4.8/5

Anonymous reporting and whistleblowing management

  • Anonymous Reporting
  • Whistleblower Hotline
  • Case Management 
  • Disclosure Management

Zoho People

4.3/5

Employee relations management

  • Cases (HR Help Desk)
  • Compensation Management
  • Leave Management
  • HR Analytics

PurelyHR

4.5/5 

HR case escalation workflows

  • Time Sheet Management
  • Incident reporting 
  • Infractions Tracking
  • Staff Management 

Kenjo

4.8/5

Confidential employee feedback

  • Shift Planning
  • Absence Management
  • Whistle Blowing
  • Secure Reporting Channels

ReloTalent

5/5

Policy violation reporting

  • Relocation Management
  • Assignment Tracking
  • Initiation Services
  • Activity Tracking

1. Twikkie – Centralized HR, Document, And Team Management

Twikkie helps HR teams handle employee requests, documents with higher efficiency by bringing together all cases into a single location. With everything organized in one place, managers can easily monitor employee performance, manage employee concerns faster, and manage compliance without having to deal with multiple emails and spreadsheets.

Its automated workflows and reporting tools make recurring tasks easier, increase visibility, and create a more engaging employee experience. Twikkie provides a smooth structure and clarity for HR professionals and keeps operations running smoothly.

Salient Features

  • Change History And Data Auditing: Twikkie tracks every action carried out on employee records and cases, including who made the changes, when, and how. This audit trail facilitates compliance checks and transparent HR case documentation.
  • Secure Document Storage: Allows HR teams to store employee records, cases, and relevant documents into a single, secure location, improving visibility and significantly reducing reliance on multiple spreadsheets and emails.
  • Transparent Audit Trail: Tracks all changes made to employee records and HR cases, including who made the change and when it occurred. This ensures accountability, promotes compliance, and provides complete visibility into case activities, resulting in accurate and transparent HR documentation.

Pros And Cons

Pros

Cons

The HR dashboard is clear and intuitive, making employee management easier

Advanced customization options for workflows and approvals

Supports audit trail tracking and data history for compliance and evaluation

Real-time notifications are inconsistent or delayed

Report generation options are limited in the normal view

What Makes Twikkie A Good Fit?

Twikkie is an ideal solution for teams wanting to adopt a customizable, open-source platform for managing their HR documentation and internal communication. Users admire its flexibility, secure collaboration, and plugin support.

2. HR.my – Best For Workplace Incident Documentation

HR.my is a free, cloud-based HR platform that provides unlimited employees and data storage. It includes an Incident Management module that enables organizations to report, track, and investigate employee misconduct, workplace safety events, and other incidents, supporting structured, auditable workflows from case submission to resolution.

With document workflows, self-service portals, and approval routing, HR.my helps HR teams manage untracked email chains and paper files into organized case records.

Salient Features

  • Incident Reporting: The platform allows employees to report workplace incidents, misconduct, safety concerns, and policy violations. Reports can be submitted anonymously, which means that all issues are documented for HR review.
  • Incident Investigation: Allow employees to explain and provide evidence before a decision is made. To draw management’s attention to the need for improving relevant SOPs, employees can also raise workplace safety concerns.
  • Employee Self Service E-Claim And E-Leave: Employees’ expense claims and leave requests can be submitted directly via the portal. To reduce paperwork and increase transparency in HR case management, each submission is automatically routed for approval, documentation, and tracking.

Pros And Cons

Pros

Cons

Attendance tracking includes clock-in/clock-out and geolocation

Incident management allows for anonymous reporting of workplace issues

Allows multi-user access with role-based permissions

The user interface design appears to be outdated and basic

Reporting dashboards provide limited visual analytics options

What Makes HR.my A Good Fit?

HR.my is a reliable choice for companies as it simplifies incident reporting, investigations, employee e-claims, and leaves. This allows HR teams to manage cases in a transparent manner while keeping audit-ready records and ensuring workplace accountability.

3. FaceUp – Anonymous Reporting And Whistleblowing Management

FaceUp Whistleblowing System provides a secure platform for HR and compliance professionals to effectively process employee concerns. Everything, from reports and support documents to ongoing case details, is stored in an organized system rather than having to deal with multiple communication channels.

The anonymous reporting features in the platform promote open communication, whereas the organized workflows and audit-ready records help HR teams in responsibly resolving sensitive issues and making sure that no instance goes undetected.

Salient Features

  • Disclosure Management: Allows employees to self-report expenditures, gifts, and other disclosures, while providing automated approval workflows, compliance visibility, and end-to-end encryption for secure and auditable case handling.
  • Speak-Up Culture: Fosters an open culture where employees can report concerns in a safe and transparent space. This lets HR teams quickly take necessary actions to develop trust and accountability in the company.
  • Online Suggestion Box: Incorporates an online suggestion box to centralize employee feedback. This allows management to intelligently assess, act on, and track complaints, in the meantime, facilitating improvements and engagement.

Pros And Cons

Pros

Cons

Strong anonymity features to help promote employee trust

Quick and smooth setup and implementation

Effective activity logs and audit trail capabilities

Report form customization is somewhat limited

The retrieval of activity logs can sometimes feel limited

What Makes FaceUp A Good Fit?

FaceUp works well when companies want a safe, anonymous reporting and case-workflow system for employee case management. It offers a unified portal that helps users scale between locations, accepts custom intake forms, and evaluates each case's duration.

4. Zoho People – Best For Employee Relations Management

Zoho People is a cloud-based HR software solution. It offers a comprehensive suite of services, including onboarding, time and attendance, performance, learning management, cases, document management, employee engagement, and reports, to assist businesses in efficiently managing their HR processes.

The platform’s HR Help Desk (Cases) service is an advanced employee query management system that permits managers to efficiently deal with employee queries and requests within the company.

Salient Features

  • Cases (HR Help Desk): Allows HR teams to systematically track and manage employee inquiries, requests, and complaints, to ensure that all cases are addressed and recorded in an orderly manner.
  • Audit Logs / Records Of Processing Activities: Keeps detailed logs of all changes/updates made to employee data. This allows HR teams to monitor changes and maintain accountability for data handling.
  • Data Security And Encryption: Protects sensitive employee information with tailored access permissions, field-level encryption, and location-based restrictions to warrant secure data storage and processing.

Pros And Cons

Pros

Cons

Effective attendance and leave tracking features

Customizable workflows and form automations

Centralized employee data and records management

Some workflows require detailed visual analytics

Advanced agent routing capabilities are somewhat limited

What Makes Zoho People A Good Fit?

Zoho People provides HR teams with a secure, integrated HR platform. It offers case-style workflows (Cases/Help Desk module), audit logging and data tracking (records of processing activities), and advanced data security and encryption controls. This makes it a good fit for managing employee disputes, queries, and data compliance tasks.

5. PurelyHR – HR Case Escalation Workflows

PurelyHR is a modular HR platform for small to medium-sized teams wanting to centralize important HR tasks while making room for progressive expansion. The software’s 'Warnings' module allows you to send, manage, and store disciplinary infractions, with custom violation types and required digital signatures.

Some other PurelyHR features include custom violation kinds, digital signatures, and complete incident histories. These features help HR teams maintain consistency, visibility, and audit-ready records of employee-relations concerns from a single location.

Salient Features

  • Instance Reporting: Simplifies the process of documenting employee incidents. It allows HR teams to record all relevant information in a structured and auditable format.
  • Digital Signatures: Allows HR to track and analyze employee violations over time, providing insight into trends and ensuring consistent follow-up for improved compliance and workforce management.
  • Tracking Infractions: Verifies that all warnings and infractions are formally acknowledged by employees to make records legally compliant and fully traceable for audits and reviews.

Pros And Cons

Pros

Cons

Clear time-off policies with visibility for employees and management

Customizable to meet labor laws across multiple jurisdictions

Timeclock and timesheet features simplify the recording of hours and attendance

The reporting interface lacks a clear overview of each row by type

The performance review module needs admins to reopen it before completion

What Makes PurelyHR A Good Fit?

Suitable for small to mid-sized teams looking for a modular HR platform, PurelyHR focuses on leave tracking, incident reporting, and employee self-service at low/no cost. This is especially beneficial for organizations with changing case-management requirements.

6. Kenjo – Confidential Employee Feedback

Kenjo is an all-in-one HR platform for small and medium-sized companies trying to simplify their HR activities and track employee issues. It unifies employee data and automates time tracking, absence management, document publishing, and performance tracking workflows.

Kenjo's 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.

Salient Features

  • Whistleblowing And Secure Reporting Channel: Supports a compliant, anonymous reporting portal where employees can report issues, attach evidence, and have discussions with case handlers. The system generates unique access codes, sends automatic alerts, and lets HR manage secure reports.
  • Employee Surveys And Insights: Helps HR conduct anonymous, mobile-friendly surveys (including eNPS) to track concerns regarding employee wellbeing and office culture. HR teams can analyze survey results and take targeted team-focused disciplinary actions where required.

Pros And Cons

Pros

Cons

Modern interface and an excellent user experience in everyday use

Well implemented timekeeping and absence management functions

Quick and timely customer service response

When dealing with complex data, dashboard visuals can be limiting

Session logins often require repeated authentication

What Makes Kenjo A Good Fit? 

Kenjo is a good fit for businesses that require centralized HR management, employee surveys, and anonymous whistleblowing features. The software allows HR teams to manage case instances, track concerns, and maintain compliance.

7. ReloTalent – Policy Violation Reporting

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.

Salient Features

  • Assignment Tracking: Centralizes every step of a global assignment, from initiation to relocation, giving HR complete visibility into progress, milestones, and documentation. This organized monitoring promotes consistent case handling, tracks each assignment instance, and lowers the possibility of important steps being overlooked.
  • Employee Experience: Employees can use a dedicated self-service portal where they can track relocation processes and complete assigned tasks. Employees can also upload required documents and communicate directly with HR to stay informed throughout the process. This results in a structured and transparent relocation experience.
  • Initiation Services: HR teams can initiate new cases with a few clicks. Each assignment request is quickly initiated and tracked from start to finish using built-in templates, automatic workflows, and real-time task tracking, helping HR to retain visibility and consistency in all mobility situations.

Pros And Cons

Pros

Cons

Offers real-time visibility into global relocation cases

Effective documentation and process standardization for mobility

Reduces tool-stack complexity, allowing for time and cost savings

The retrieval and access to the document library are limited

Integration capabilities for non-relocation modules are less advanced

What Makes ReloTalent A Good Fit?

ReloTalent is a perfect fit for HR departments that manage global mobility and relocations. Its user-friendly interface makes it easy for managers to document and handle employee concerns and complaints, share documents, and communicate with assignees during international relocation projects.

The Bottom Line

Selecting and implementing the right HR case management software can make all the difference between a reactive and proactive HR department. The top seven free HR case management platforms mentioned here allow companies to efficiently track and resolve their employee conflicts and concerns without having to think about expenses or deal with complex systems.

Even though each software offers unique strengths and features, their basic purpose remains the same, i.e., to assist HR teams in managing employee complaints, maintaining confidentiality, and empathy. Exploring these free options can be a good starting point for you to develop a transparent and well-structured employee relations system.

If you are still unable to zero down on any of the platforms mentioned above, you can also explore EmployeeConnect, WorkSight, and Ciphr to get more insights and assess which can be the best match for your needs.