How to enable our Whistleblowing feature

Note: You need to be an Owner in Simployer One to be able to enable and edit this feature.

Having a process or system for any possible Whistleblowing cases are becoming a requirement for more and more companies, especially with updates in laws and legislations which can't be ignored.

The whistleblowing feature in Simployer One is available in all of our packages, is a great way to easily introduce this process and the best part of it all, it only takes a few minutes to set up!

For security and privacy reasons, the Whistleblowing Portal in Simployer One is not showcased in our regular menu bar with our other features but it is also to allow you to share the link externally with other contacts besides employees, e.g. candidates or providers etc., as required by law. You can read more about how to distribute the Whistleblowing portal here. 

You can also find our other guides related to Whistleblowing down below. These articles are public articles meaning you can freely share these guides to both your employees but possible external stakeholders if needed.

• Guide for the Case Handler

• Guide for the Reporter

Now let's get started!

How to set up your company Whistleblowing portal

1. Go to Settings > Whistleblowing and click on the toggle to enable this feature.

2. Company token: This will be part of your unique company URL. Your URL should look something like "whistle.alexishr.com/report/YOUR_COMPANY_TOKEN".

3. Case handler email: The email to the person who will receive the notifications for new cases, updates and is the one who can access all cases for handling.

   1. Please note that this field is uppercase sensitive so be mindful with how you input the data. We recommend you put it in lowercases only as this is the most common way emails are setup.

   2. Simployer One currently only support one case handler. This can however be both an external person or a current employee with an account in Simployer One.

4. Title and Description: This will be showcased in your portal and is a way for you to communicate further instructions if needed.

5. Don't forget to click on "Save whistleblowing settings" before leaving the page. 

Distributing the URL to your Whistleblowing Portal

Once you've set up your Whistleblowing portal as described above then the next step is to ensure both the link to the portal but also our article guides are distributed or available to all required parties. There are multiple ways on how to do so and perhaps you have already an idea on how your organization would like to do it. 

We have however collected some suggestions from our end in the section below. You can of course use more than one way to do so. 

Please keep in mind that it is your responsibility as the organization to make sure employees and other parties are well-informed and know how to easily navigate themselves to access the portal if they ever need to report a case.

For employees:

Option 1: Add the links to the URL and the two guides (found on the top of the article or in our Help Center) to your Company documents in Documents > Company documents.

Option 2: Make it an announcement in the Dashboard. You can read more about Announcements in general here.

Option 3: Make it part of your company handbooks with a clear section for employees to find information about whistleblowing. You can read more about building handbooks in Simployer One here if you haven't gotten started with it yet.

For external parties:

Having your employees informed is one thing but having non-employed contacts e.g. candidates, stakeholders, providers, required by law informed is also important.

Distribute your whistleblowing link in your available channels to make it available to people that you work with externally. Some examples here: 

1. In your footer on your web page(s)

2. On a dedicated sub page on your website(s)

3. On your careers page(s)

4. In your email signature(s).

Security and Privacy Notes

To be fully anonymous, this service is hosted outside of Simployer One's main application. It also has no tracking and logging in/verification is done using a password-less system where no information is saved about the user(s) - unless they willingly enter their contact information.

The case handler is verified via a link sent to their email to enable external parties that do not have an Simployer One user to be assigned as case handler. This also makes it vital that the email set in the settings above is always correct and available to the person responsible for handling your incoming cases.