Frequently Asked
Questions - Administrators
Q: Why did we implement My HR Confidant™ instead of using internal reporting channels?
A: My HR Confidant™ provides a neutral, third-party space for concerns to be raised safely. External administration increases trust, defensibility, encourages early reporting, and helps organizations address issues before they escalate.
Q: How does My HR Confidant™ reduce organizational risk?
A: By encouraging earlier communication, preserving documentation, and supporting consistent handling of concerns, the platform helps reduce legal, reputational, and cultural risk.
Q: What types of issues are appropriate to report within My HR Confidant™?
A: Accolades, feedback, suggestions or concerns related to workplace behavior, ethics, safety, compliance, customer experience, hazards, theft, abuse of power, or organizational practices may be submitted.
Q: What types of matters should not be submitted through the platform?
A: Some issues are better suited to be handled directly with your leadership team, such as routine scheduling requests, career development discussions, requests for time-off, or supply needs. Still, some of these matters may be appropriate for submission through My HR Confidant™ if they involve inappropriate behavior, treatment, pressure, or requests that raise concern. If you’ve done this and no reasonable resolution has been reached, or if it is a pervasive and ongoing issue, we encourage you to report it. If you are ever unsure, we would prefer you to submit your feedback or concern through My HR Confidant™.
Q: What is the difference between Super Admin, Admin, and Case Manager access?
A: The group collectively is often called “Admins”,“Administrators” or “Admin Users”. Each role is intentionally scoped to protect confidentiality: Super Admins oversee governance, Admins manage oversight and escalation, and Case Managers access only assigned cases.
Q: Why is administrative access intentionally limited?
A: Limiting access protects confidentiality, reinforces trust, and reduces the risk of misuse or inadvertent disclosure.
Q: How do we handle cases involving senior leadership or administrators?
A: My HR Confidant™has some built in protections for these types of issues. The system allowsreporters to exclude certain Admin Users from seeing a report if that Admin Userwas directly or indirectly involved in the concern being reported. And, anyadministrator who is unable to act impartially must recuse themselves, and thecase will be reassigned. Administrators must attempt to override system controls or make an inquiry to others to accessinformation in which they were implicated.
Q: What are our obligations regarding anonymous reports?
A: Anonymous reports must be reviewed responsibly andwithout attempts to identify the reporter. Information should only be shared with those who are in need-to-knowroles.
Q: Why are administrators required to sign an Administrative Trust & Ethics Agreement?
A: The agreement reinforces confidentiality, ethical stewardship, governance and responsible use of administrative access.
Q: How quickly are reports reviewed once submitted?
A: Reports should be reviewed as promptly as practicable based on their nature, urgency, and available information. Timing may vary depending on complexity and internal processes.
Q: Are administrators required to document actions taken on a case?
A: Yes. Administrators should document key actions and outcomes to support consistency, accountability, and governance standards. There are specific areas within each case, under Case Management, that are only visible to the assigned Case Manager, Admin and/or Super Admin. Admin Team members can add documents and notes within the electronic case file that are not visible to the employee or customer who submitted the case. All activity in each case is tracked showing the activity and who performed the activity, with a date stamp.
Q: What happens if a report is determined to be made inbad faith?
A: It is never appropriate to discourage employees from submitting concerns. However, knowingly false or malicious submissions may be addressed in accordance with internal policy without discouraging good-faith reporting. While it is inappropriate to attempt to identify the person making the complaint, it is appropriate to let the submitter of the report know that you were unable to substantiate the claim and that you are closing the case. Let the reporter know that if there is any further evidence that they can provide, that should create a new case and submit that information.
Q: How long are records retained in My HR Confidant™?
A: Record retention is governed by organizational policy, applicable laws, and contractual agreements. Super Admins, who oversee the governance, are your best source of information for your specific organization.
Q: What information entered by administrators is visible to the reporter?
A: Reporters can see only the information they submit and messages that an administrator intentionally shares with them through the platform’s Case Management communication feature. Internal notes, documents, administrative activity logs, and other system-level information are not visible to reporters. My HR Confidant™ clearly distinguishes between information intended for internal administrative use and information intended for reporter communication. Visibility indicators within the platform help administrator sunderstand what information is shared and what remains internal.
A: My HR Confidant™ provides a neutral, third-party space for concerns to be raised safely. External administration increases trust, defensibility, encourages early reporting, and helps organizations address issues before they escalate.
Q: How does My HR Confidant™ reduce organizational risk?
A: By encouraging earlier communication, preserving documentation, and supporting consistent handling of concerns, the platform helps reduce legal, reputational, and cultural risk.
Q: What types of issues are appropriate to report within My HR Confidant™?
A: Accolades, feedback, suggestions or concerns related to workplace behavior, ethics, safety, compliance, customer experience, hazards, theft, abuse of power, or organizational practices may be submitted.
Q: What types of matters should not be submitted through the platform?
A: Some issues are better suited to be handled directly with your leadership team, such as routine scheduling requests, career development discussions, requests for time-off, or supply needs. Still, some of these matters may be appropriate for submission through My HR Confidant™ if they involve inappropriate behavior, treatment, pressure, or requests that raise concern. If you’ve done this and no reasonable resolution has been reached, or if it is a pervasive and ongoing issue, we encourage you to report it. If you are ever unsure, we would prefer you to submit your feedback or concern through My HR Confidant™.
Q: What is the difference between Super Admin, Admin, and Case Manager access?
A: The group collectively is often called “Admins”,“Administrators” or “Admin Users”. Each role is intentionally scoped to protect confidentiality: Super Admins oversee governance, Admins manage oversight and escalation, and Case Managers access only assigned cases.
Q: Why is administrative access intentionally limited?
A: Limiting access protects confidentiality, reinforces trust, and reduces the risk of misuse or inadvertent disclosure.
Q: How do we handle cases involving senior leadership or administrators?
A: My HR Confidant™has some built in protections for these types of issues. The system allowsreporters to exclude certain Admin Users from seeing a report if that Admin Userwas directly or indirectly involved in the concern being reported. And, anyadministrator who is unable to act impartially must recuse themselves, and thecase will be reassigned. Administrators must attempt to override system controls or make an inquiry to others to accessinformation in which they were implicated.
Q: What are our obligations regarding anonymous reports?
A: Anonymous reports must be reviewed responsibly andwithout attempts to identify the reporter. Information should only be shared with those who are in need-to-knowroles.
Q: Why are administrators required to sign an Administrative Trust & Ethics Agreement?
A: The agreement reinforces confidentiality, ethical stewardship, governance and responsible use of administrative access.
Q: How quickly are reports reviewed once submitted?
A: Reports should be reviewed as promptly as practicable based on their nature, urgency, and available information. Timing may vary depending on complexity and internal processes.
Q: Are administrators required to document actions taken on a case?
A: Yes. Administrators should document key actions and outcomes to support consistency, accountability, and governance standards. There are specific areas within each case, under Case Management, that are only visible to the assigned Case Manager, Admin and/or Super Admin. Admin Team members can add documents and notes within the electronic case file that are not visible to the employee or customer who submitted the case. All activity in each case is tracked showing the activity and who performed the activity, with a date stamp.
Q: What happens if a report is determined to be made inbad faith?
A: It is never appropriate to discourage employees from submitting concerns. However, knowingly false or malicious submissions may be addressed in accordance with internal policy without discouraging good-faith reporting. While it is inappropriate to attempt to identify the person making the complaint, it is appropriate to let the submitter of the report know that you were unable to substantiate the claim and that you are closing the case. Let the reporter know that if there is any further evidence that they can provide, that should create a new case and submit that information.
Q: How long are records retained in My HR Confidant™?
A: Record retention is governed by organizational policy, applicable laws, and contractual agreements. Super Admins, who oversee the governance, are your best source of information for your specific organization.
Q: What information entered by administrators is visible to the reporter?
A: Reporters can see only the information they submit and messages that an administrator intentionally shares with them through the platform’s Case Management communication feature. Internal notes, documents, administrative activity logs, and other system-level information are not visible to reporters. My HR Confidant™ clearly distinguishes between information intended for internal administrative use and information intended for reporter communication. Visibility indicators within the platform help administrator sunderstand what information is shared and what remains internal.
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