One concern, start to finish

What you see as the employer, from the employee's submission to your reply and the dated record. The screens below follow the Employer Portal as built.

Fictional example. The employee, the company and the concern on this page are invented for it. Nothing here is a real concern, a real employer, a real person or a real record. Days are counted from the submission, and the times are made up.

1. The employee writes the concern Day 1

An employee opens your intake page, the link you posted where staff see it, and writes the concern. No one at Wiser Workplace reads it first. We do not give you their name or contact details unless the law or a court order requires it. What they write may identify them.

Your primary contact gets an email saying a concern has arrived, with its date. The concern itself is read in the portal.

Fictional example: what reaches your inbox

Subject

Wiser Workplace: new concern

The email names the company and the date. It does not carry the concern.

2. The concern in your portal Day 1

The concern appears under Concerns, dated. You see what the employee wrote, the category the employee chose, and what the employee would like to happen.

Fictional example: the concern as submitted

Concern #EXAMPL Employer Notified

Submitted: Day 1, 8:41 a.m. · Sent to you: Day 1, 8:41 a.m. · Category: Wage Claims

The concern as submitted

Since the schedule changed in the spring, I have been asked to stay past the end of my shift two or three times a week. The extra time is not on my pay statement. I raised it with my supervisor once and was told it would be looked into, and nothing changed. I would like the hours checked and paid.

Ongoing: Yes

What the employee would like to happen: The hours checked and paid, and the schedule change explained.

3. Choose how to respond Day 3

Under Section 7.2.1 of the Terms you may take any of these steps. The Terms require none of them. Any duty the law places on you is separate. If you mean to acknowledge receipt, do it first: once your reply under Section 7.2.1(c) is recorded, the acknowledgment is no longer offered.

In this example, Day 3

Acknowledge receipt

Sends the fixed acknowledgment the platform provides: the concern was received. Nothing more is sent. It is not a response on the merits, and it cannot be undone.

Invite mediation

Invites the employee to mediate with an independent California mediator under Section 13 of the Terms. Mediation is voluntary. If the employee also agrees, each of you ranks the same slate, and neither side picks alone. Mediation may open after the rest of the platform.

Reply in writing

Writes to the employee through the platform, outside any mediation. The employee can read it, and it becomes part of the record of this concern. The platform records it as your reply under Section 7.2.1(c) only if you tick the box that says so. Otherwise it is a message.

Other steps

Neither of these is a reply on the merits. Each is dated in the record.

Ask for identifying information

Sends the employee this request, exactly as written, once:

Your employer asks whether you are willing to share your name or other identifying information with it. You do not have to. The concern stays open whether or not you do.

Addressed outside the platform

Records that you addressed this concern outside the platform, with the date. Both of you see it in the record. It is not a reply on the merits, and the record does not count it as an acknowledgment, a mediation invitation or a written reply.

Fictional example: the record after the acknowledgment

Day 1, 8:41 a.m.Concern submitted through the intake page
Day 1, 8:41 a.m.Employer notified
Day 3, 10:12 a.m.Employer acknowledged receipt of the concern

4. The reply Day 9

Before your first message outside mediation, the portal shows a notice about what the message is under the Terms and records that you read it. You decide whether to record the message as your reply under Section 7.2.1(c) of the Terms; otherwise it is a message. The employee can read it, and it becomes part of the record. How the record works says who may see it and how either side may use it later.

Fictional example: the employer's reply

Your reply under Section 7.2.1(c)

Sent outside mediation on Day 9, 4:30 p.m.

We received your concern and have looked at the time records for the weeks you describe. Some hours after the shift change were recorded under the old schedule code. Payroll is correcting them, and the corrected amounts will appear on your pay statement. If anything is still missing after that, write to us here.

5. The dated record Day 9

Every step is dated, and you can download your copy from the portal at any time. The employee can download theirs. Ours is scheduled to be anonymized starting 90 days after the concern closes, unless a legal hold applies.

Fictional example: your copy of the record, as downloaded

WISER WORKPLACE LLC
RECORD OF A WORKPLACE CONCERN
Prepared for the employer (Your company)
Reference: #EXAMPL

CONCERN
Reference: #EXAMPL
Submitted: Day 1, 8:41 a.m.
Employer: Your company
Employee: not disclosed by the platform (Terms Sections 5 and 7.5)
Category: Wage Claims
Description:
Since the schedule changed in the spring, I have been asked to stay
past the end of my shift two or three times a week. The extra time is
not on my pay statement. I raised it with my supervisor once and was
told it would be looked into, and nothing changed. I would like the
hours checked and paid.
Issue ongoing: Yes
What the employee would like to happen:
The hours checked and paid, and the schedule change explained.

STATUS
Case status: Employer Notified
Employer notified: Day 1, 8:41 a.m.
Employer acknowledged receipt: Day 3, 10:12 a.m.
Employer replied in writing outside mediation: Day 9, 4:30 p.m.
Employer reply:
We received your concern and have looked at the time records for the
weeks you describe. Some hours after the shift change were recorded
under the old schedule code. Payroll is correcting them, and the
corrected amounts will appear on your pay statement. If anything is
still missing after that, write to us here.

What this page does not show. Nothing said off the platform is in the record. Whether an employee raises a concern at all, and what the employee or the employer does with the record afterwards, is up to them. Wiser Workplace is not a law firm and gives no legal advice.