Employee Relations Case Tracker Template
Three documents and three sheets that tag every case by the employee's manager, not the HR lead, and turn the count into a rate.
Free download · No account needed
Pattern Analysis
Two managers' teams file cases at 2.0x the rate of everyone else
Marloe Logistics, fictional 240-person warehouse software company. 45 cases over 18 months, tagged by manager of record, not the HR lead who handled them.
| Manager | Team | Cases | Rate per 100 |
|---|---|---|---|
| M. Alvarez | 24 | 9 | 37.5 |
| R. Kessler | 31 | 8 | 25.8 |
| Company-wide | 240 | 45 | 18.8 |
Alvarez and Kessler combined: 17 cases across 55 employees, 30.9 per 100, against 28 cases across the other 185 employees, 15.1 per 100. Twice the rate, even though neither manager's individual case files look unusual on their own.
An employee relations case tracker usually gives one row per case, a status column, and a pivot table by case type or by the HR lead who worked it. That covers workload, not pattern. A disproportionate share of cases tracing to one manager points at a systemic problem: a training gap, a management style, a cultural hot spot (Workpro's guide to data-driven HR case management). Almost none of the downloadable trackers compute that. They track who is handling the caseload, not where it originates.
At Marloe Logistics, 45 cases over 18 months tagged by the employee's manager of record, not the HR lead, show a company-wide rate of 18.8 cases per 100 headcount. M. Alvarez's 24-person team filed 9, a rate of 37.5, twice the company figure. R. Kessler's 31-person team filed 8, a rate of 25.8. Combined, the two teams account for 17 of 45 cases across 55 employees, 30.9 per 100, against 15.1 per 100 for the other 185 people, a pattern no individual case file shows, since each one reads as unremarkable in isolation.
The Pattern Analysis states the exact count and team size behind every rate, only flagging a manager whose rate holds across the full window, not a single spike. Resolution Time runs a separate cut: harassment and discrimination complaints closed in a median 23 days against a 21-day target, the slowest type here. A rate over 1.5x that persists across two windows is its own escalation trigger, distinct from any case's severity. The same file discipline behind a defensible handbook applies here, checked next with a manager effectiveness review once flagged.
What is in the pack
Case Procedure
The path a case follows from intake to close, with a target number of days per step, the same targets the Resolution Time sheet checks real cases against.
Documentation Standard
What a complete case file contains: what was reported, by whom, what was done, and when. A file from six months ago meets the same bar as one from last week, the same bar a leave case's interactive-process log is held to.
Escalation Criteria
Specific triggers to a formal investigation, to counsel, or to executive visibility, including a trigger that fires on a sustained pattern across review windows rather than any single case's severity.
Case Register
Every case tagged by the employee's manager of record at the time, not the HR lead who handled it, plus that manager's team size, which is what makes a rate computable at all.
Pattern Analysis
Each manager's case rate per 100 headcount against the company rate, with the exact count and team size stated next to every figure and only a sustained pattern flagged.
Resolution Time
Median days to close by case type against this company's own target, with the case count behind each median so a thin sample is never read with false confidence.
How it works
- 1
Send existing case records
Prior investigation files, an informal complaint log, or a manager's own notes about something that should have been logged as a case.
- 2
Get the Case Register
Every case tagged by the employee's manager of record and that manager's team size at the time, the join that makes a rate possible.
- 3
Get the Pattern Analysis
A rate per 100 headcount per manager against the company rate, with any manager whose rate holds elevated across the full window flagged directly.
- 4
Get Resolution Time and the Escalation Criteria
Median days to close by case type against your own target, and the specific triggers that move a pattern or a case to formal escalation.
Frequently asked questions
Is this template free?
Yes. The whole pack, the Case Procedure, Documentation Standard and Escalation Criteria, plus all three sheets, downloads as real files with no signup. Edit with AI is a separate, optional path that creates a free account and installs the same pack as a private workspace.
How is this different from a normal employee relations case tracker?
A normal one tracks status and shows a pivot table by case type or by the HR lead handling the caseload. This pack tags each case by the employee's manager of record and divides case count by that manager's team size. A real pattern by manager surfaces as a rate this way, not a raw count that a bigger team would produce anyway.
Does a high rate mean a manager did something wrong?
No. A flagged rate means the pattern is worth a conversation, not a finding of fault. The worked example's two flagged managers each have case files that read as unremarkable individually; the pattern is only visible once cases are tagged by manager and normalized by team size.
What if a manager only has a couple of cases?
The Pattern Analysis states the exact case count behind every rate, since a rate from 2 cases is far less reliable than one from 9. A manager is only flagged when their rate holds elevated across the full lookback window, never from a single case swinging a small denominator.
How does this connect to escalation?
The Escalation Criteria names a sustained elevated rate across two consecutive review windows as its own trigger to executive visibility, separate from any single case's severity. A pattern that never resolves on its own is exactly what that trigger exists to catch.
What format are the downloaded files?
Word documents for the Case Procedure, Documentation Standard and Escalation Criteria, and CSV spreadsheets for the Case Register, Pattern Analysis and Resolution Time. All open natively in Word, Google Docs, Excel or Sheets, and re-import cleanly once a fresher case export replaces the last one.
Find out if your cases cluster under one manager
Send whatever case records you already have. The Pattern Analysis comes back with a real rate per manager, not a raw count that a bigger team would produce anyway.
Build my pattern analysis