How does Grape Care work?

grape Care helps companies identify absences early and respond effectively. The logic behind it is simple: Based on your organization's configuration, employees reach Care levels – depending on the frequency and duration of their absences due to illness or accident.

As soon as a care level is reached, the system automatically triggers a care task . This is usually assigned to the responsible line manager, who is then notified by email.

Receive email notification

As soon as you are assigned a care task, you will automatically receive an email. This informs you that an employee has reached a new care level and contains a direct link to the corresponding task on the grape platform. A click on the link will take you directly there.

Understanding the task

Main area

Each task contains the following elements:

• Title : Names the type and care level of the conversation
• Description : Explains the goal of the conversation and provides guidance on how to conduct it, if necessary.
• Digital conversation form : Integrated directly into the task (for tasks with a conversation template)
• Notes field : For internal notes and preparation – these will not appear in the official protocol PDF.
• File attachment : Option to upload documents (e.g., signed PDF scans)

Tab: Details (right side)

Here you can view and edit the following fields:

• Task status (Open / Completed / Discarded)
• Due date
• Responsible person
• Reason : Indicates why the task was triggered. This is a snapshot – the employee's current care level may have changed since then. You can always find the current status in the Health tab of the employee file.

Tab: Activities (right side)

Here you can see who made changes to the task and when, e.g., changes to the due date or the responsible person.

Fill out the interview form

For tasks that require a conversation, a digital form is integrated directly into the task. The process is simple:

1. Preparation

Please read the description and the form before the interview. You can find the employee's current absence history and care level in the "Health" tab of their employee file.

2. Fill out the form

Fill out the form during or immediately after the conversation. Your entries will be saved automatically – you can close your browser and continue working later without losing anything.

3. Have it signed digitally

Once the form is fully completed, all parties involved can sign it digitally. With the first signature, the form is locked and cannot be changed.

4. Complete task

Once the form is finalized, mark the task as completed . This can be done in two ways:

• In the task list: Click on the small circle in the status column.
• Within the task itself: Click on the status button on the right in the Details tab.

You can export the final PDF report directly from the task at any time. It is usually archived in the employee file of your HR system.

4. Complete task without a digital form

For tasks without a conversation form (e.g., reminder tasks or manually created tasks), you use the notes field for your documentation and can attach files if necessary.

The process is completed in the same way as described above.

5. Document the conversation on paper

If the conversation is documented on paper for specific reasons:

1. Download the blank form as a PDF and print it out.
2. Conduct the conversation and have all parties involved sign.
3. Scan the document and upload the scan as a file attachment to the assignment.
4. The digital form will remain empty in this case – the system will notify you of this when you complete the task. Confirm the message.
   

6. Create a new task

In addition to the tasks automatically triggered by the system, you can also create a task manually – for example, for an additional conversation or as a reminder of a pending item.

This can be done in two places:

• In the employee file (Tab: Tasks) → button «Create task»
• In the task overview (main navigation) → button «Create task»

Required fields when creating a task:

• Responsible person
• Employee:
• Title of the task

Optional:

• Due date
• Conversation template

7. Frequently Asked Questions

What does the "reason" mean in a task?

The reason for triggering the task is related to a specific care level. This is a snapshot in time; the current care level may have changed since then. You can always find the current status in the Health tab of the employee file.

Can I change a completed task?

Yes. Click on the status and set the task back to "Active". Caution: Changes to the form will invalidate existing signatures.

Will my entries be lost if I close the browser?

No. The form saves automatically. If you reopen the task later, all your entries will be there.

How do I get from a task to previous conversations?

In the task, click the arrow icon next to the employee's name to go directly to their personnel file. You'll find the complete history in the "Tasks" tab.