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Whistleblowing

Create and customize whistleblowing channels, manage cases, set access levels, and ensure anonymous, secure reporting.

Updated over a week ago

When anyone (an employee or an external stakeholder with no account) wishes to report anonymously something they think is wrong within the company (harassment, discrimination, financial irregularities…) they can use the whistleblowing feature. This allows them anonymity and for employers to ensure the safety of the person’s information while undertaking an investigation if the claims are valid. With our whistleblowing feature you can easily offer different channels and categories depending on the claim and communicate anonymously with the whistleblower.

Creating a channel

A whistleblowing channel is an avenue for employees to report back to. You can create different ones depending on your needs.

1. Navigate to Settings > Whistleblowing.

2. Click Add Whistleblowing channel to create your first channel by giving it a name.

3. Click Next step to proceed.

💡 Tip: You can give your channel the name of your company or one for each department.

Customization

4. Write a header and welcome message for the people who are about to use this channel, and click Next step.

Categories

5. We have pre-entered five categories of whistleblowing:

  • Harassment

  • Discrimination

  • Financial irregularities

  • Data breach

  • Other

Rename the categories as you fit or click Add category to enter more categories. Click Next step to proceed.

Custom access levels

📌 Note: By default, administrators do not have access to whistleblower cases. Access to cases within this channel is granted only to individuals and groups with view and/or edit access levels. Administrators can still archive, remove and manage permissions on the channel.

6. Determine who has access to the channel by adding a custom level access.

7. Select the authorized parties who will have access to the channel. You can select:

  • a specific Employee, or

  • an entire Department or group

8. For each party you've added, select their access level:

  • View: Users can browse cases and read messages sent within, but are not allowed to reply to whistleblowers, or nor to manage the cases.

  • View and edit: Users can reply to whistleblower and manage and edit the cases of a particular channel.

9. Click Add custom access level, then click Save whistleblowing channel to finalize the creation of your channel.

📌 Note: Learn more about custom access levels in User roles and access levels.

Access levels (Permissions and access)

Administrators can find a detailed overview of channel access by navigating to Settings > Permissions and access > Access levels > Whistleblowing.

⚠️ Important: If a channel has no case manager, whistleblowers can still submit reports, but those reports will not be addressed.

Editing a whistleblowing channel

  • Whistleblowing page: Copy the public link to share it directly with employees, edit the header or the message.

  • Categories: Edit or add new categories.

  • Access levels: Edit access level.

  • Manage: Edit the name of the channel or archive the channel.

Archiving a whistleblowing channel

When an Administrator archives a channel, the channel is no longer visible and accessible for users.

An archived channel can be:

  • Unarchived: all of the existing data are restored and the whistleblowing page is functioning again.

  • Deleted (permanently): All of the data stored within this whistleblowing channel will be permanently removed. This action cannot be undone.

Using the whistleblowing channel

When an employee wants to submit a report, the page opens on a new tab to allow anyone to submit a report anonymously. This can be done in two ways:

  • Via the left side menu: Company data > Whistleblowing > Open channel

  • Public link: using the shared public link

Open a new case (as a whistleblower)

  1. Click on Open a new case

  2. Select a Category

  3. Write a message to describe your case. You can include links to external sources in your message.

  4. Optional: upload an attachment to a file.

  5. Enter your email address. The address is anonymized and used only to send updates about your case so the people responsible for handling it do not have access to it to protect your identity.

  6. Once you complete the Captcha and click Submit, a Private case access code will be displayed for you. Use this code to follow up on your case at any time.

💡 Tip: If you ever forget your "private case access code", search your inbox for "Your whistleblowing case" as it contains the private case access code.
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Following up on a case (as a whistleblower)

  • Via the left side menu: Company data > Whistleblowing > Open channel

  • Public link: using the shared public link

  1. Click on Follow up on case.

  2. Enter your Private case access code and click Submit.

  3. You can then see your case’s progress. To ask for updates or answer messages, write in the Add comment box and click Send.

Following a case (as an case manager)

  1. Navigate to Settings > Whistleblowing.

  2. You can access the channels marked Managed by you. Click on a channel and you'll see an overview of all the cases entered whistleblowers.

    1. Use the filters "Sort by" and "Order" to adjust the overview

  3. Click on a case to interact:

    1. change the case’s status

    2. answer messages

    3. edit the category

    4. delete case⸺ Permanently deleted cases and related data cannot be restored. Proceed with caution.

  4. As a case manager you will receive a notification about a new whistleblowing case in the platform, and an email in your inbox.

Platform

Mailbox

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