TryMosaic Frequently Asked Questions

TryMosaic is reasonable adjustment management software for UK employers. It gives employees a clear way to request workplace adjustments, managers a structured way to respond, and HR one place to track, review and audit the entire process.

It replaces scattered emails, spreadsheets and informal conversations with one clear workflow trusted by employees, managers and HR.

TryMosaic is for any UK organisation that needs to manage reasonable adjustments properly: employees, managers and HR all use it.

Employees get a clear, low-pressure way to communicate what they need. Managers get guidance to respond with confidence. HR and DEI teams get aggregated, anonymised organisational data, consistent processes and audit-ready records.

TryMosaic manages the full reasonable adjustment lifecycle: employees identify barriers and request adjustments, managers review and respond with a recorded decision, agreed adjustments are tracked through to implementation, and reviews are scheduled when reassessment is due.

HR maintains appropriate oversight across the organisation through anonymised analytics and a complete audit trail. Every step is timestamped and stored in one place.

Reasonable adjustment management software is a dedicated tool for handling the full lifecycle of workplace adjustments, from an employee identifying a barrier through to request, discussion, decision, implementation, review and organisational audit.

It differs from a spreadsheet or document template because it has a structured workflow: each step routes to the right person, decisions are recorded alongside their rationale, and the system produces a timestamped record that supports later review.

TryMosaic includes passport-style functionality: employees build a living record of their agreed adjustments that can be shared with a new manager where appropriate. The record helps the new manager understand the support already agreed.

TryMosaic also manages the workflow behind the passport, from the first request through discussion, decision, implementation and review. A static passport records the outcome; TryMosaic manages the process that produces it.

Yes. Employees use TryMosaic to identify barriers they face at work from a library of over 177 adjustments across 18 categories, and to propose the adjustments they believe would help. Guided templates make it easier to describe needs without requiring legal language or a formal diagnosis.

The request is routed to a named owner with a tracked status, so employees can see what is happening rather than waiting in uncertainty.

Yes. Managers receive and review requests within TryMosaic, can ask questions, explore alternatives with the employee, and record a decision. The decision and the reasoning behind it are stored alongside the request.

Yes. Where a specific requested adjustment is not practicable, managers can record an alternative proposal, a different adjustment that addresses the same barrier. The discussion and the outcome are both captured.

Yes. TryMosaic allows managers to record a decline where a specific request cannot be accommodated. The rationale is recorded alongside the decision.

The software does not determine whether a decline is lawful, that depends on the specific facts of the situation and would ultimately be assessed by a tribunal if challenged. Declining one request does not end the employer's duty: the employer must still consider whether there is another way to address the disadvantage. TryMosaic ensures the reasoning is documented either way.

Yes. Every step in the adjustment lifecycle, request, discussion, decision, rationale, implementation action, review, is timestamped and stored. Authorised HR staff and managers can access relevant adjustment records within the platform.

The audit trail is what matters if a decision is ever challenged. TryMosaic produces it automatically as requests move through the workflow.

Yes. HR can view anonymised, aggregated data: adjustment rates, common barriers, response times, denial reasons and trends. Authorised HR staff and managers may access relevant adjustment information based on their role and their organisation's configuration.

Yes. Adjustments can be scheduled for review and the system prompts both employees and managers when a review is due. Completed reviews update the record and keep the audit trail current.

This matters because circumstances change: a condition may evolve, a role may change, or an adjustment that worked well in one context may no longer be the right one.

No. TryMosaic complements HR systems rather than replacing them. Most HRIS platforms manage contracts, payroll and core employee data; they are not designed for the structured workflow of requesting, discussing, deciding, implementing and reviewing adjustments.

TryMosaic handles the adjustment workflow in depth. CSV exports and admin dashboards are available today, and direct HRIS integrations are on the product roadmap.

A spreadsheet has no workflow. It cannot route a request to a named owner, record a decision with its rationale, trigger a review when an adjustment is due for reassessment, or produce a timestamped audit trail.

TryMosaic handles all of these. Both record information; only one structures the process of getting there.

No. TryMosaic complements occupational health and clinical processes. It provides a structured workflow for requesting, agreeing and tracking adjustments, but it is not a medical or diagnostic tool.

Where occupational health assessments are involved, their recommendations can flow into the same system so agreed actions are tracked through to implementation rather than sitting in a report that nobody opens.

A Workplace Passport is a living record of an employee's agreed adjustments and working preferences that moves with them through the organisation. Instead of re-explaining their needs every time a manager changes, the employee shares their Passport, and the agreed support carries over.

TryMosaic includes Workplace Passport functionality as part of a broader adjustment management workflow.

TryMosaic includes a growing library of workplace adjustments across 18 categories: flexible hours, quiet spaces, ergonomic equipment, communication preferences, changes to how work is organised, assistive technology, and more. The library is continuously expanding, though no tool can capture every possible need.

Yes. HR can view anonymised, aggregated trends, adjustment rates, common barriers, denial reasons, to understand what is working and where gaps exist. Access to individual adjustment records is determined by role and organisation configuration.

Today, TryMosaic provides CSV exports and admin dashboards. Direct integrations with HRIS platforms are on the roadmap. Discuss identity-provider requirements with us; we will confirm supported options and scope before agreeing a deployment.

Yes. TryMosaic is built for UK employers and is designed around the Equality Act 2010 framework for reasonable adjustments. Personal data is stored at rest in the UK (Google Cloud, London region).

The Equality Act 2010 places a legal duty on UK employers to make reasonable adjustments for disabled employees and job applicants. TryMosaic provides a structured process for working through that duty: employees can request adjustments, managers can review and respond, and every step is recorded.

TryMosaic is not a legal compliance tool and cannot determine whether any particular decision is lawful. Whether an adjustment is reasonable in a specific situation depends on facts that only a person can assess. Organisations with specific legal questions should take independent legal advice.

No. No software can guarantee that an employer's individual decisions comply with the Equality Act 2010. Whether a particular adjustment is reasonable in a particular situation depends on the nature of the disadvantage, the practicality of the adjustment, the employer's resources and other facts that only a person can assess, and that would ultimately be judged by a tribunal if challenged.

What TryMosaic provides is a structured process for working through those questions consistently, and a clear record of what was considered and decided. That record is what matters if a decision is ever challenged.

A reasonable adjustment is any change to the workplace, working arrangements, or how things are done that removes or reduces a disadvantage faced by a disabled person at work.

Common examples include flexible working hours, changes to the physical workspace, assistive technology, adjusted communication styles, and changes to policies or processes. Under the Equality Act 2010, employers must make adjustments that are reasonable in the circumstances, considering effectiveness, practicality and cost relative to the organisation's resources.

The Equality Act 2010 duty can apply where a disabled employee or job applicant is put at a substantial disadvantage. Disability is defined as a physical or mental impairment with a substantial, long-term adverse effect on normal day-to-day activities.

This can include neurodivergent people, people with long-term physical or mental health conditions, employees and job applicants. Whether the duty applies depends on the individual facts.

A formal diagnosis is not always required before an employer considers a reasonable adjustment request. The legal test concerns disability and substantial disadvantage, while an employer's knowledge and the individual facts also matter. Specific cases may require independent legal advice.

An employer may decide that a specific requested adjustment is not reasonable in the circumstances. Relevant factors can include whether it would reduce the disadvantage, practicality, safety, cost and the employer's resources. The reasoning should be considered and recorded rather than assumed.

A decision about one request does not necessarily end the conversation. An alternative adjustment may still address the disadvantage. What is reasonable depends on the individual facts, so organisations should take advice on specific legal questions.

The employer pays. Under the Equality Act 2010, employers cannot pass the cost of a reasonable adjustment to the employee. External funding, most notably the UK government's Access to Work scheme, can help cover costs beyond what is reasonable for the employer alone, but it supplements the employer's duty rather than replacing it.

Yes. The duty to make reasonable adjustments applies to all employers, regardless of size: there is no minimum headcount and no small-business exemption. What changes is what counts as "reasonable": cost and practicality are judged relative to the organisation's resources, and around half of all adjustments cost nothing at all.

UK law does not set one fixed deadline for every request. Employers should respond without unreasonable delay, keep the employee informed, and record the steps taken. What counts as reasonable depends on the circumstances.

Access to Work is a UK government scheme that may help with practical support at work, such as specialist equipment, support workers, travel assistance or job coaching. Eligibility, the application route and any employer contribution depend on the circumstances. It does not replace an employer's Equality Act duties.

Put your request in writing, describe the barrier you are facing, and propose the adjustment you believe would help. You do not need legal language or a diagnosis letter to start the conversation.

If your organisation uses TryMosaic, guided templates walk you through describing your needs once, and your request routes to a named owner with a tracked status.

Ask for the decision and the reasons in writing, and ask whether an alternative adjustment has been considered. Keeping a record of the request and response can help if the issue needs to be reviewed.

If the response is silence or a blanket refusal, you can use the organisation's internal process and consider advice from ACAS, a union representative or a legal adviser. This is general information, not legal advice.

An adjustment is reasonable when it effectively reduces the disadvantage, is practical to implement, and is proportionate in cost relative to the employer's resources. Tribunals weigh effectiveness, practicality, cost, the availability of external support such as Access to Work, and impact on the business, based on evidence, not intentions.

Keep a clear written record of what was requested, what was considered, what was agreed or declined and why, and whether agreed actions happened. That record can help the organisation explain its process if a decision is later reviewed or challenged.

TryMosaic builds this audit trail as requests move from submission through to decision, implementation and review.

An employment tribunal considers the facts and evidence in the individual case. Records of what was requested, how the employer responded, which options were considered and the reasons for a decision may be relevant. Missing or incomplete records can make it harder for an organisation to explain what happened. Organisations facing a dispute should take legal advice.

Effective adjustments can help experienced people stay in work, reduce avoidable disruption and give managers a clearer way to support their teams. Many adjustments are low-cost or involve changes to working arrangements rather than new equipment.

A consistent process also helps HR see recurring barriers and whether agreed actions are being completed. Outcomes vary by organisation and by individual adjustment.

TryMosaic is designed with role-based access controls so that authorised HR staff and managers can access relevant adjustment information based on their role and their organisation's configuration. Organisation-level reporting uses aggregated, anonymised data.

Personal data is stored at rest in the UK (Google Cloud, London region). The platform includes two-factor authentication, OTP-secured passport sharing, and encryption in transit and at rest. For full details, see the TryMosaic privacy notice.

Adjustment data may include health and disability information, which is treated as special category data under UK GDPR. TryMosaic is designed to support UK GDPR obligations, with role-based access controls, two-factor authentication, OTP-secured sharing, and encryption in transit and at rest.

Personal data is stored at rest in the UK. Where any sub-processor involves processing outside the UK, appropriate safeguards, including Standard Contractual Clauses and/or the UK IDTA, are applied. For full details, see our privacy notice.

TryMosaic is designed to support UK GDPR obligations. Controls include role-based access, two-factor authentication, OTP-secured sharing, encryption in transit and at rest, and audit logging. Personal data is stored at rest in the UK.

Your organisation, as Data Controller, is responsible for its own compliance. TryMosaic processes data on your instructions as a Data Processor. For full details of the controls and safeguards in place, see our privacy notice.

Workplace Passport sharing is OTP-secured. Access to individual adjustment records more broadly is determined by role and organisation configuration, as set by the employer as Data Controller. Organisation-level reporting uses aggregated, anonymised data.

Starter is a fixed package for one organisation on the shared TryMosaic app, from £495 per year. For now, book a call to review Starter coverage, price and terms. Professional and Enterprise are £2 per person per month, subject to a minimum contract size agreed on enquiry. Enterprise also has an onboarding fee to be agreed. These are unit rates, not promises of monthly billing or cancellation; billing terms are agreed during the sales process.

Starter is a fixed package for one organisation and is selected by workforce band. Professional and Enterprise use a £2 per person per month unit rate, both subject to a minimum contract size agreed on enquiry. Neither unit rate promises monthly payment or cancellation.

Choose the named band that seems closest, then book a call to review workforce coverage, price and terms. Starter confirmation is not available yet, and no payment is taken on the marketing page.

Timelines depend on the package and agreed scope. Book a call to discuss your organisation's needs and a realistic timeline.