Accommodation Request Tracker

The problem this kills

Accommodation requests are some of the most sensitive, highest-stakes cases an HR team handles - and far too often they live in a tangle of email threads, a shared inbox, a couple of Word docs, and one person's memory. That's how requests slip past their deadlines, how the "interactive process" ends up undocumented, and how a manager who shouldn't sees medical details they were never supposed to see.

When a request goes sideways months later, the question is always the same: can you show what you did, when you did it, and who decided? If the answer is buried in someone's sent folder, you have a problem.

This tool replaces the scramble with one confidential, access-controlled workflow that walks each case through intake, documentation, the interactive process, options considered, and a signed-off decision - and keeps a tamper-evident record of every step.

What you'll build

A private web app, locked behind a login, where:

• An accommodation request is submitted (by the employee or by HR on their behalf) with a clear, plain-language intake form.
• Supporting documentation is uploaded to secure, access-limited storage - medical details are never exposed to managers or coworkers.
• The interactive process is tracked step by step: request received, documentation reviewed, options considered, decision.
• Options considered are documented (what was proposed, what was feasible, what was chosen and why).
• HR approves each stage before the status moves forward, and the final decision requires explicit sign-off - nothing is communicated until a person approves it.
• Everything is logged in an audit trail, and you can pull an access-controlled CSV export for reporting or counsel.

What's inside the Implementation Plan

The plan opens by interviewing you about your business - your current intake process, who handles cases, the systems and spreadsheets you use today, the exact fields and codes in your data, your typical and peak request volumes, your approval rules, and your messy edge cases. It reads a short tailored spec back to you and waits for your thumbs-up before building anything. You get a tool shaped to how your team actually works, not a generic template.

From there it's a step-by-step build, each step ending with a ready-to-paste prompt for your AI coding agent: the database and confidentiality model, secure document storage, the login and per-organization data isolation, the intake form, the interactive-process tracker, the options/decision templates, the HR approval gates, email notifications, the audit trail, and the CSV export. It closes with a "how to know it works" checklist and a no-API CSV fallback so you can run it today even with no integration to your HRIS.

The governance it includes (this is the point)

• Login so only your HR/ER team can get in.
• Row-level security so users only ever see their own organization's cases - and medical documentation is access-limited even within HR.
• A complete audit trail - who did what, and when - for every status change and decision.
• A hard human-in-the-loop approval gate at every stage: the tool drafts and organizes; a person reviews and approves; only then does the status advance, and the final decision is communicated only after explicit sign-off.
• Duplicate guards keyed on the request ID, with one active case per request, so the same request can't be processed twice.

This is documentation tooling, not legal or medical advice - but a clean, timely, well-documented good-faith interactive process is exactly what a defensible record looks like.

Who it's for

HR, Employee Relations, and benefits teams who handle accommodation requests (ADA-style and similar) without a consistent, documented, confidential process - and who need to handle them promptly and prove they did it right.

You've got this - paste the first prompt and let the plan interview you.