Updated in February - 2025 | Subscribe to watch greytHR how-to video
Addressing employee grievances in a structured and efficient manner is critical for maintaining a positive and transparent workplace environment. Unstructured grievance handling processes can lead to delays, lack of accountability, and dissatisfaction among employees, which may escalate conflicts and impact workplace morale
With greytHR Request Hub, organizations can automate the process and ensure timely action, improve accountability and enhance employee trust and satisfaction. It allows employees to formally submit grievances, ensuring prompt resolution.
Managing grievance submissions involves collecting detailed information about the concern, routing it to the appropriate authority for review, and ensuring a timely resolution. Automating this process ensures efficiency, consistency, and transparency in addressing employee concerns.
Employee: Submits the grievance.
Manager (Optional): Reviews the grievance, if required, based on organizational policy.
HR Team or Grievance Committee: Reviews, investigates, and resolves the grievance.
As an admin, you can configure a customized workflow for grievance submissions within the Request Hub.
From the Admin portal, go to Workflow > Setup > Workflow Levels.
Click Add Workflow Levels.
Under General Settings:
Select the Workflow Type as Request Hub.
Add the Policy Name as Employee Grievance Submission Policy and provide a Policy Description.
Select the Request Type as Grievance Submission.
Note: You can click the Edit icon to add or modify request types according to your company’s requirements.
Choose the desired Employee Filter.
Click Save Policy and Next to proceed to the Workflow Levels settings.
Select the Workflow Initiator as Employee.
Click Add Task to create a task list for the initiator. Tasks may include:
Submit Grievance Details.
Click Add Form to create a customized form for the reviewer.
Click Save.
Select the Make Attachments Mandatory for Reviewer checkbox if applicable.
Click Save to finalize the task creation.
Similarly, you can create a task list for the selected reviewer.
Click Add Task. Tasks may include:
Review the grievance.
Conduct investigations.
Determine a resolution.
Note: Repeat these steps to add more tasks for reviewers.
Select the required number of Levels (1 Level/2 Levels/3 Levels/4 Levels/5 Levels).
Select Application Actions based on your requirements. Available actions for reviewers include:
Approve & Forward: Approve the request and forward it to the next reviewer (available when multiple reviewers exist).
Reject: Reject the request (available for all reviewer levels).
Auto-forward Due Days: Specify the number of days after which, if no action is taken by the reviewer, the task automatically moves to the next-level reviewer.
Click Next to proceed to Workflow Policy settings.
Select the Escalation Duration and Escalation Point. If the final reviewer does not take action within the specified duration, the request escalates to the designated escalation point.
Enable Initiator Actions, such as:
Initiator can reopen the workflow.
Enable auto-close based on your requirements.
Info: If you enable auto-close, define the auto-close duration. The system calculates the duration from the request initiation date.
Click Review and Submit to finalize and create the workflow policy for training requirement request activities.
After creating a Request Hub policy, you need to activate it to reflect in the greytHR ESS portal. Click the Activate button on the policy card and choose the required date.
You cannot edit the policy after activation, but you can delete it by clicking Delete. The request also gets deleted from the greytHR ESS portal.
After creating a workflow for grievance submissions, employees can initiate requests using the Request Hub.
Employees can initiate a grievance submission from the ESS portal by navigating to Request Hub.
Select the Request Type as Grievance Submission.
Add Remarks and set the Priority Level.
Add a CC to notify the manager, if necessary.
Complete the task, Mark as Completed, and save the changes.
Click Submit.
The grievance is routed to the relevant authority (such as HR Team or Grievance Committee) for review.
To review and take action on an employee’s grievance, log in to the greytHR ESS portal and go to To Do > Review.
Click Request Hub.
Select the required grievance and click View Details.
On the Review Request page, complete the assigned task if any.
Note: You can view the previous actions under the Event Timeline section.
Click Accept/Reject.
The employee receives a notification with the resolution and any follow-up actions. This structured process ensures that grievances are addressed efficiently and transparently, fostering trust and a positive workplace environment.