When anyone (an employee or an external stakeholder with no KiwiHR 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.

1. Go to Settings > Configuration > Company data > Whistleblowing

2. Click Add Whistleblowing channel to create your first channel

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

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

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

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

Rename the categories as you fit and click Add category to enter more categories. Then, once you are done, click Next step.

5. Determine who has access to the channel.

⚠️ By default, no one, not even Administrators, have access to what is reported on the channel once it is created. Administrators can still archive, remove and manage permissions on the channel.

To learn more about Custom access levels, check our help article.

Users can either View and Edit or just View:

Only authorized users or members of an authorized team can view and/or edit cases submitted within a particular whistleblowing channel.

📌 Administrator can have an overview of who has access to the different channels in Settings > Configuration > Permissions and Access > Access levels > Whistleblowing.

⚠️ Without anyone as a case manager in a channel, whistleblowers can still report cases but no one can answer them.

After its creation, the whistleblowing channel is available in Settings > Configuration > Company data > Whistleblowing and employees can report their whistleblowing in Company data > Whistleblowing.

Administrators can edit a whistleblowing channel after its creation in Settings > Configuration > Company data > Whistleblowing.

1. Click on the channel you want to edit.

2. Edit any part of the channel

When an Administrator archive a channel, the channel is no longer available in the system, the whistleblowing page is not accessible to whistleblowers and it its not possible to submit new cases. An archived channel can be either unarchived (all of the existing data are restored and the whistleblowing page is functioning again) or permanently removed (all of the cases are deleted. Removing a channel is irreversible.

When someone wants to submit a report, the page opens on a new tab to allow anyone to submit a report.

1. Click on Company data > Whistleblowing and click on the appropriate channel.

2. Click Open the channel.

3. Start writing your report or copy and paste the web address at the top.

1. Select a category in those defined in Creating a channel > Categories

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

3. Add an attachment to a file, if necessary.

4. 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.

5. Once you tick the Captcha and click Submit, a private access code is displayed to follow up privately on your case.

When you enter an email address, you also receive the private access code to receive updates as your case’s progress.

1. Go to Company data > Whistleblowing, click on the relevant channel, and click on Open channel, or use the whistleblowing channel link you were provided.

2. Click on Follow up on case.

3. Enter the private access code.

4. You can then see your case’s progress.

To ask for updates or answer messages, write in the Add comment box and click Send.

1. Click on Company data > Whistleblowing. When you have been granted the Access level toV View and Edit, or View, you can access the channels marked Managed by you.

2. You can see all the cases entered on the channel by whistleblowers.

3. Click on a case to interact (edit the category, change the case’s status, answer messages, archive the case) with it.

4. Case managers can see if they have received notifications about their case on the top right corner when a number is displayed.