This article explains how to submit a report of misconduct using Personio Whistleblowing. It also covers how to follow up on a case.  

Personio Whistleblowing provides workplaces with a safe and anonymous reporting channel that allows reporters to:

• Anonymously submit work-based misconduct reports and remain in full control of the information that they share. 
• Feel empowered to voice their concerns, contributing to a company culture where everyone feels safe to speak up without fear of retaliation.
• Stay updated on cases they've submitted and communicate with the case manager through a secure, password-protected postbox without ever having to expose their identity. 

If your company has the Whistleblowing feature, then this information will be relevant to most employees, and this article can be used by your organization as reporting guidelines.

 

Before you start

• Before getting started, familiarize yourself with Personio's Whistleblowing solution.
• When submitting a report, keep in mind that it's essential to save your unique password. 

 

Submit a report

You can access the reporting form via a link that your organization shares on their website. The location of the link has no influence on your anonymity as a reporter. The reporting form is completely separate from Personio, and no personal information about the reporter is tracked. 

To submit an anonymous report, follow the steps below:

1. Go to the reporting form link and review the information on the landing page. Be sure to expand and review each tab in the FAQ section before continuing.
2. Select the preferred language in the top right. The language of the reporting form also depends on your browser's language settings.
3. Click Report a new case.
4. Select a Branch, complete the CAPTCHA, and click Submit > Next.
   (The Branch determines the reporting channel that receives your report).
5. Optionally, select a Category that best describes your report and click Next.
6. Enter a Title, provide a Description of your experience, and click Next.
7. Optionally, upload any files that provide context to your description, then click Next.
8. Review the case details and click Submit case.
9. Be sure to save the unique password provided on the submission confirmation page. You'll need it any time you want to access your case for responses or updates in the future.

Note:
There is no way to recover a password that a reporter hasn't saved or has lost. Personio Whistleblowing doesn't store identifiers that can link the reporter to reports. 

 

Save your password

You won't receive any emails or notifications about responses or updates to your case, so saving your password is essential. You can follow up on your case via the reporting landing page and entering your case password. To save your password, do one or more of the following: 

• Take a screenshot of the confirmation page and store it in a safe place that you can access in the future.
• Click Copy password and paste it in a safe place that you can access in the future.
• Click Download to save a PDF version of the confirmation form. Store this in a safe place that you can access in the future. 
• Print the webpage and store it in a safe place that you can access in the future.
• In your browser, click File > Print > Save as PDF. Store this in a safe place that you can access in the future.
• Don't bookmark the page—it won't save the information.

Tip:
Scanning the QR code doesn't save your password. Use the QR code to access your case instantly, and bypass password entry. By downloading the password form, you can repeatedly use the QR code, eliminating the need to use the report landing page or manually enter your password.

View your case log

When you access your case, you can see a log with the following features:

Case information

• A progress bar at the top indicating the case's current stage. (Received, Assigned, In Progress, Resolved). 
• The assigned case manager, if applicable. 
• The time elapsed since the case was last updated.
• A full log of the case's progression, including time stamps, accessible via the Open details button. This log includes:
  
  • The time that the case was received.
  • When the case was assigned to a case manager, along with the case manager's name. (Including when it was re-assigned and to whom).
  • All updates made to the case's status and the corresponding timestamps.  
• Remove "report-case" from the URL of the confirmation page to return to the reporting form landing page. 

Note:
You don't receive notifications about updates. You must follow up on your case through the reporting form link.

 

Messaging history

• The messaging history between you and your case manager appears in a chat-like format, with each response or update listed along with its timestamp. The chat begins with the original report submission and is followed by all subsequent communication between you and your case manager(s). 
• You can directly communicate with the case manager or add additional information using the text box at the bottom. This includes an option to add attachments.

Access your case and view its progress

Access a case

To access a case you've submitted, follow the steps below:

1. Locate the unique case password provided to you when you submitted the case.
2. Go to the reporting form link and click Follow up on a case.
3. Enter your Unique case password  > Open case.
4. This opens your case log, displaying your original submission and any responses from the case manager. The progress bar at the top indicates the status of your case. See Case log for a description of all the features.

Tip:
If you downloaded the submission confirmation form, scan the QR code to bypass password entry and view your case log.

 

Respond to a case manager or add additional information

To respond to a case manager or add additional information, follow the steps below:

1. Locate the unique case password provided to you when you submitted the case.
2. Go to the reporting form link and click Follow up on a case.
3. Enter your Unique case password > Open case.
4. Read and respond to any messages from the case manager by entering an anonymous message in the text box.
5. To attach a file, click the Paperclip icon and select the document(s). The attached file will appear at the top of the text box. Click the X icon to remove the file.
6. Click Send. 

The response appears in the messaging history, along with any attachments. 

 

Resolve a case

After a case is resolved, you and any case managers can still see the case history, but no one can respond to it. To resolve a case, follow these steps:

1. Locate the unique case password provided to you when you submitted the case.
2. Go to the reporting form link and click Follow up on a case.
3. Enter your Unique case password  > Open case.
4. At the top of the log, click Open details > Resolve case.
5. In the confirmation window that appears, click Resolve case. 

The status of your case becomes Resolved, and you can no longer respond or add attachments. You can access the case and all its content, including messages and attachments, until it is deleted by a case manager.