Workplace Accommodation Request Intake and Routing
An accommodation request often arrives informally — an email to a manager, a comment in a one-on-one — rather than through a formal intake channel, and by the time it reaches HR or whoever actually manages the interactive process, days or weeks have passed with the employee not knowing whether their request is even being considered. Medical or disability-related detail attached to the request frequently gets shared more broadly than it should be, simply because the informal channel it arrived through wasn't built to scope sensitive information, and the interactive-process timeline that's supposed to structure a documented, good-faith response has nothing tracking it.
STARTING PRICE
From €299
Standard tier · Multi-step workflow with AI extraction/decisioning and 2-3 integrations.
Get a quote →Saves roughly 2-4 hrs per case for HR, plus a materially more defensible, better-documented interactive process.
How the automation works
We give accommodation requests a formal, trackable intake path and route each one immediately to the specific person responsible for managing the interactive process, rather than letting requests arrive informally through a manager who may not know the correct next step. Medical and disability-related detail is scoped only to the people who need it for that specific case — typically HR and, where relevant, occupational health — and explicitly kept out of the employee's general personnel file and away from managers who don't need clinical detail to implement an approved accommodation. The interactive-process timeline is tracked against the request's actual dates, with a check-in if a case sits without a documented next step for longer than policy allows, so the process stays both compliant and visibly moving for the employee waiting on it.
Process flow
- 01
Request submitted through formal channel trigger
A workplace accommodation request enters a structured intake path, giving the employee a clear channel that doesn't depend on informally catching a manager's attention.
- 02
Scope sensitive detail to authorized reviewers ai
Medical and disability-related detail attached to the request is visible only to the specific people managing that case — typically HR and occupational health — and is explicitly kept out of the general personnel file and away from unauthorized managers.
- 03
Route to the interactive-process owner output
The request routes immediately to whoever is responsible for managing the interactive process for that case, rather than sitting in a general inbox until someone happens to notice and claim it.
- 04
Track interactive-process timeline ai
Each required step in the interactive process — acknowledgment, information gathering, proposed accommodation, implementation — is tracked against its expected timeline, flagging a case with no documented next step for longer than policy allows.
- 05
Route implementation instructions without clinical detail output
Once an accommodation is approved, the manager or team responsible for implementing it receives clear instructions on what to do, without unnecessary clinical or diagnostic detail attached.
Inputs
- Formal accommodation request intake data
- Interactive-process policy and expected timeline
- Case reviewer/owner assignment
- Approved accommodation implementation details (non-clinical)
Outputs
- Structured, trackable accommodation case record
- Scoped access to sensitive medical/disability detail
- Interactive-process timeline tracking and stall alerts
- Manager implementation instructions without clinical detail
Works with
Prefer a fully custom build instead of an off-the-shelf integration? We scope both options during your free consultation — most jobs like this one work fine on standard connectors, but higher-volume or non-standard systems sometimes need bespoke API work, reflected in the complex tier.
Where this goes wrong if you get it wrong
- Accommodation requests that arrive informally to a manager, rather than through a defined intake channel, routinely stall because the manager doesn't know the correct next step or the correct person to escalate to — the delay itself can become a compliance problem independent of whatever the underlying accommodation decision ends up being.
- Medical or disability-related detail attached to a request that isn't scoped correctly can end up visible to a manager, a general HR inbox, or a personnel file it should never have reached, creating real privacy exposure that has nothing to do with whether the accommodation itself was reasonable or granted.
- An interactive process with no tracked timeline has no way to catch a case that's silently stalled — an employee waiting weeks with no update doesn't know whether their request is being actively worked or has simply been forgotten, and both the employee experience and the legal defensibility of the process depend on it visibly moving.
- Passing clinical or diagnostic detail to a manager responsible for implementing an approved accommodation, rather than giving them only the operational instructions they actually need, both violates the scoping the process is supposed to maintain and gives the manager information that isn't necessary for them to do their part correctly.
Frequently asked questions
Who can see the medical detail attached to a request?
Only the specific people managing that case, typically HR and, where relevant, occupational health — it's explicitly kept out of the employee's general personnel file and away from managers who don't need clinical detail to implement the accommodation.
Does the employee know their request is being actively worked on?
The interactive-process timeline is tracked against expected steps, and a case with no documented progress for longer than policy allows is flagged, so requests don't silently stall without anyone noticing.
What does a manager see once an accommodation is approved?
Clear operational implementation instructions — what needs to change and how — without unnecessary clinical or diagnostic detail attached.
Can employees submit a request without going through their manager first?
Yes, the formal intake path is designed to work independent of whether a manager is the first point of contact, since requests informally raised only to a manager are exactly what tends to stall.