Where to File
Go to Workplace → Submissions and click New Submission. Depending on your store you will see Incident Report, Grievance / Complaint, Resignation Letter and any forms your HR team has added. A Response to Notice is started from the notice itself — see below.
Filling In a Form
- Answer the fields. Required ones are marked with a star. For incidents, describe what happened in the order it happened and stick to what you saw and did.
- Attach supporting files if you have them — photos, documents, witness statements (PDF, Word, Excel, images; 10 MB each).
- Read and tick the declaration, then sign in the box with your finger or mouse.
- Click Submit. You get a reference number like INC-2026-8-0001 — keep it. If you are not finished, Save as draft keeps it private until you submit.
Once submitted, your answers cannot be changed — that protects you as much as the company. You can still add attachments, send messages to HR, and when the case is resolved, file an addendum that links to the original. Filed something by mistake? You can withdraw it while HR has not started reviewing; the record stays, marked as withdrawn.
Responding to a Notice to Explain
When HR issues you a Notice to Explain, Show-Cause Memo or Return-to-Work Order:
- Open the notice from the link you were sent or from Workplace → Documents, read it, and sign to acknowledge receipt. This only confirms you received it — it is not agreement.
- Go to Workplace → Submissions. Notices waiting for your reply are listed at the top with the deadline. Click Write Response.
- Choose what you are submitting: a written explanation, a request for extension (give the date you can submit by), or a request for an administrative hearing (give your availability, and say if you intend to bring a representative). Attach supporting documents, sign, and submit.
If the deadline has passed you can still respond — it is recorded with a late mark rather than refused. HR is notified immediately; if they grant an extension or schedule a hearing you will see it on the submission's timeline and, if your Telegram is linked, as a message.
Grievances and Anonymity
Grievances are read by HR reviewers only — never by department heads or colleagues. You can tick Hide my name so that anyone other than HR sees “Anonymous employee”. HR still knows who filed it so they can follow up and protect you from retaliation.
After You File
- Submitted → Received (HR has it) → Under Review (a reviewer is assigned) → Resolved (an outcome and notes) → Closed (a PDF copy goes into your employee record under Documents → HR Records).
- Messages from HR appear on the timeline; reply there. Internal HR notes are not shown to you.
- Download a PDF of any submission at any time — statement, signature, timeline and proof of filing.
If HR Recorded Something for You
When you handed in a paper form or reported something verbally, HR may record it on your behalf. It will appear in your Submissions with a notice asking you to confirm it. Read it, then sign to confirm it is accurate — or mark it as not accurate and explain what is wrong. Either way, your answer is kept on the record alongside HR's version.