Whistleblower

Overview

The Whistleblower feature in Wrenly provides a secure and confidential way for employees to report incidents such as bullying, discrimination, or data privacy issues. This guide will help admins set up and manage the whistleblower reports, while also informing employees on how to submit their concerns anonymously.

Launch & Setup

For Admins

1. Create a Whistleblower Form
   1. Define Title and Description: Clearly communicate the purpose of the form to employees by providing a relevant title and description.
   2. Customize Descriptions and Guidelines: Include detailed descriptions and guidelines to ensure that employees understand the reporting process, encouraging them to provide thorough reports.
   3. Establish Relevant Categories: Set up specific categories (e.g., "Bullying," "Discrimination," "Data Privacy") for employees to select when submitting their reports, helping to categorize incidents for easier management.
   4. Designate Communication Channels: Choose where notifications about new reports will be sent (e.g., Slack, Microsoft Teams).
   5. Edit Form Questions: Add, edit, or remove questions in each form to tailor the reporting process to your organization’s needs. You can also specify optional questions based on categories.
   6. Allow Attachments: Decide if attachments are permitted for specific questions, enabling reporters to include evidence along with their submissions.
2. Distribute the form link with your team to facilitate secure report submissions.

How to Use Whistleblower Reporting

For Admins

• Form Management:
  • Create Multiple Forms: You can create various whistleblower forms to cater to different organizational needs, ensuring flexibility.
  • Update Form Details: Maintain current form information, including title, description, categories, and questions, to ensure ongoing effectiveness.
  • Activate or Deactivate Forms: Control the availability of forms based on organizational needs.
• Provide the whistleblower form link or a QR code to your team to submit reports in case of any incident.
• Handling Whistleblower Reports:
  • View Report Overview: Access a comprehensive overview of all reports, including their status, categories, owners, priority, due date, reported date, and last updated time.
  • Detailed Report Access: Click on each report to view specific incident details.
  • Download Attachments: Review any attachments submitted by the reporter.
  • Update Report Settings: Modify settings such as status, priority, owners, and due dates.
  • Communicate Anonymously: Engage with the reporter for additional information while maintaining their anonymity.
  • Add Internal Notes: Document actions taken on each report with internal notes.
• Stay notified about new reports or messages from reporters.

For Employees

• Submitting a Report: Employees can report incidents without signing into the platform. Use the link provided by admins to access the reporting form directly from a browser
• Anonymity and Attachment: Answer the questions thoroughly and attach any relevant files for further context. All metadata is stripped from uploaded files to safeguard anonymity.
• Accessibility: Transcribe responses for better accessibility if necessary.
• Track Report Status: After submitting, a unique access key will be provided to track the status of the report. This key can also be used to ask admins for further clarification.

Data and reports

• Viewing Reports: Admins can view and filter all submitted reports to manage them effectively.
• Detailed Incident Reports: Obtain detailed reports of incidents, including access to any files or documents submitted along with the reports.

Conclusion

The Whistleblower feature in Wrenly enables organizations to create a safe and compliant environment for employees to report serious concerns. By following this guide, admins can set up and manage reporting forms efficiently while employees can report incidents confidently.