Union software evaluation checklist
Questions to Ask Before Buying Union Software
Use these questions as a meeting agenda for officers, stewards and administrative staff. Ask vendors to demonstrate the answers and record what remains unresolved before choosing a system.
LaborNexa Systems, Inc. · Updated October 26, 2026
Can we follow our own example from intake to closure?
Bring a fictional matter with more than a title and an open status. Include an initial allegation, requested remedy, assigned representative, relevant contract reference, an employer response and an unfinished follow-up action. Ask the vendor to work through the sequence instead of presenting only a dashboard.
- Where do we distinguish intake from a filed grievance?
- How do we identify individual, group or class scope?
- Can the assigned representative and next action owner differ?
- Where do we record a noncontractual representation matter?
- What remains with a closed case?
Record whether the workflow was shown in the current product or described as future configuration. LaborNexa’s case-management overview explains the connected-record approach to evaluate.
How will our agreement and deadlines be reviewed?
Ask for the governing rule, trigger and calculation behind a due date. A prefilled calendar is not an explanation. Your union must verify the applicable CBA, policy, statute and jurisdiction and any relevant service, holiday or extension rules.
- Can different matter types enter at different procedural steps?
- What happens when a response is received later than expected?
- How do we retain the original date and an approved adjustment?
- Can we record uncertainty while a rule or trigger is reviewed?
- Who may change the procedure configuration?
Use the deadline tracking guide to prepare the example. Do not ask software to make an unreviewed legal interpretation on the union’s behalf.
Can another representative understand the record?
Have someone who did not enter the case find its current response and next action. Then ask where they would find the supporting document, the member’s account and the contract provision. The system should not require the original representative to explain which folder contains the answer.
- How are drafts distinguished from final or sent documents?
- Can we keep internal preparation separate from an employer packet?
- Where do we preserve the source of a statement?
- Can relevant prior matters be reviewed without assuming they control this case?
- How are agreed remedies and fulfillment tracked separately?
The handoff worksheet provides a practical check on continuity, whether you choose dedicated software or another organized process.
What can each role see, change and share?
Ask to use representative and administrator views, not just the vendor’s demonstration account. Sensitive matters may need a different audience from a general workload report. Discuss the way your union assigns responsibility before choosing account permissions.
- How are organizations and user roles separated?
- What authentication and recovery options are available?
- How are access changes and departures handled?
- Which changes and disclosures have an audit record?
- Which enabled features involve third-party processing?
Request relevant documentation and read external-processing disclosures. Do not equate a hosting provider’s certification with certification of the software or your organization. The security and trust page sets out LaborNexa’s stated capabilities and questions to discuss.
What are we buying, and what work remains ours?
Ask for a written description of the applications, user scope, implementation support and ongoing services included. If the quote uses member counts or seats, agree on their definition and how changes are measured. Include the expected contract term, renewal and cancellation arrangements.
- Are setup, migration and training separate?
- Who reviews import exceptions, duplicates and incomplete records?
- Are attachments and historical cases included in migration?
- Which add-ons or usage charges could apply?
- What support is included after launch?
Compare the first-year and continuing commitments using the same assumptions. The cost guide explains a worksheet approach without fabricated vendor prices.
How will we prove readiness and retain control of records?
Agree on acceptance criteria before importing a large archive or depending on a new procedure configuration. Test a limited set of fictional or properly authorized records, check document access and identify who will approve rollout. Write down any limitations that affect your workflow.
- What record exports are available, in which formats?
- What backup and recovery arrangements apply to our service?
- What happens to access and records at the end of the agreement?
- Who are our primary and backup administrators?
- How will we review whether the new process is being maintained?
Keep answers, observed demonstration results and unresolved items together for the board. A deliberate decision is easier to defend and hand over than an impression that one presentation looked more modern. Start with a workflow-based buyer’s guide if you need help defining the criteria.