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Whistleblower software QA

How to work with ComplyCloud's Whistleblower solution

Table of contents

  1. How do I log in to the whistleblower system for the first time?

  2. How do I invite new users to the system?

  3. How do I create new categories?

  4. How can I set it so that whistleblowers cannot see who is processing their reports?

  5. Where can I customize the introductory text in the system?

  6. How do I process a report correctly?

  7. How do I invite external persons to a report?

  8. What can I view in the reports and what functions are available to me?

  9. How do I export reports?

  10. How do I manage roles and permissions?

  11. How can I customize my logo and colors in the whistleblower system?

  12. How can I create new languages for whistleblowers?

  13. How can I change the language in my profile?

  14. How can I inform my employees about the new system?

  15. Why should I store at least two contact persons in each category? 

1. How do I log in to the whistleblower system for the first time?

Steps:

  1. Access the platform

    • Open the following URL in your browser: www.[Insert your company name].complycloud-whistleblowing.com/

  2. Request access link

    • Click on "Registration for contact persons"

    • Enter your email address

    • You will then receive a link via email that you can use to log in

  3. Set up encryption

    • After logging in for the first time, you must set up encryption

    • This works similarly to a password, with the important difference that it cannot be recovered

  4. Save security key

    • After setup, you will receive a security file

    • IMPORTANT: Store this file securely, as it serves as a backup for your encryption

    • If you forget your password, you can use this key to set a new password, otherwise you will lose access to the notes

  5. Use the whistleblower system

    • Once these steps are complete, follow the further instructions in the system and you will be able to use the whistleblower system to its full extent

2. How do I invite new users to the system?

Steps:

  1. Navigate to the user area

    • In the administrative view, switch to the "Portals & Categories" tab

    • Click on "Users" and then on "Add User" in the top right corner

  2. Enter email address

    • Enter the email address of the future contact person

    • Click on "Continue"

  3. Add user information

    • Fill in the following fields:

      • User name

      • Description (optional)

      • User interface language

      • Login via portal (only required if there are multiple portals to choose from)

    • Then click on "Send invitation"

  4. Assign rights and categories

    • After sending the invitation, you can assign specific administrative rights and access to certain categories to the user

    • As an administrator, you can access the settings (on the right) for each contact person at any time via the "Users" menu item and adjust and update both the access rights and the categories in the required languages

3. How do I create new categories?

Steps:

  1. Navigate to the category area

    • In the administrative view, switch to the "Portals & Categories" tab

    • Click on "Categories"

  2. Add a new category

    • Click on "Add New Category" in the top right corner

  3. Create a category or use a template

    • You can either create a custom category or select a predefined template

  4. Save

    • Once you have made the desired settings, save the new category

4. How can I set it so that whistleblowers cannot see who is processing their reports?

Steps:

  1. Navigate to the categories area

    • In the Administrative View, switch to the "Portals & Categories" tab

    • Click on "Categories"

  2. Select a category

    • Find the category for which you want to change this setting

    • Open the settings (on the right)

  3. Make adjustments

    • Uncheck the box next to "Tipsters see the contact persons for this category when submitting tips"

    • Click on "Save" to apply the changes

5. Where can I customize the introductory text in the system?

Steps:

  1. Navigate to the introduction area

    • Open the "Portals & Categories" tab

    • Click on the "Introductions" tab

  2. Add a new introduction or edit an existing one

    • Click on "Add new introduction" in the top right-hand corner

    • Or choose to edit an existing one

  3. Customize the introduction text

    • Select the desired language

    • Enter a headline and introduction text

  4. Make advanced adjustments

    • You have the option to insert links and format the text further

  5. Save

    • Save the changes so they are applied in the system


6. How do I process a report correctly?

Steps:

  1. Decrypt the note

    • Open the report

    • Enter the password you created during first login

  2. Process the report

    • Change the status (New / In progress / Completed / Rejected)

    • Add title or case number if needed

    • Add labels (properties)

  3. Send confirmation of receipt

    • Required within 7 days

    • Use this template:

      Dear whistleblower,
      Thank you for your report. The next step is evaluation and feedback within 90 days.

  4. Internal processing and communication

    • Use the "Internal Documentation" section

    • Invite others to collaborate if necessary

  5. Feedback to the whistleblower

    • Must be provided within 90 days

    • Mark as "Feedback provided" when done

  6. Export or delete report

    • Export as PDF or ZIP

    • Delete starts a 30-day countdown

    • Others are notified

    • You can reverse deletion during this period

    • After 30 days, the report is permanently deleted

7. How do I invite external persons to a report?

Steps:

  1. Open the report

    • Follow instructions from question 16

  2. Add a person

    • Scroll to "Invited persons" and click on "Add person"

    • Enter their email address

  3. Functions for invited persons

    • Can read, add internal notes, and reply

    • Cannot edit, export, or delete

    • Can be removed at any time

  4. Send invitation

    • Fill in the required fields and click "Send invitation"

  5. Access

    • They receive an email

    • Must confirm via "Registration for contact persons"

  6. Setup

    • They set up encryption like new users

  7. Confirmation

    • You confirm that setup is complete

8. What can I view in the reports and what functions are available to me?

  • View total number of reports

  • Filter by:

    • Portal

    • Language

    • Time period

    • Properties (e.g., priority)

  • Navigate to the "Reports" tab for access

9. How do I export reports?

Steps:

  1. Go to the "Reports" tab

  2. Use your computer’s print function to save as PDF or print directly

10. How do I manage roles and permissions?

Steps:

  1. Open the "System" tab

  2. Manage roles and permissions

    • As administrator, you determine which functions each user can perform

  3. Roles:

    • Administrator: Full rights

    • Contact person: Assigned to categories, receives notifications

    • Inactive: Cannot log in, but notifications are retained

  4. Adjust access rights

    • Modify permissions as needed

11. How can I customize my logo and colors in the whistleblower system?

  • Starting from the Intermediate package, customization is possible

  • This includes colors and logo

  • The setup is done by your personal contact person at ComplyCloud

  • Inform them about your preferences, and they’ll implement it within technical limitations

12. How can I create new languages for whistleblowers?

Steps:

  1. Navigate to "Portals & Categories" > "Categories"

  2. Click "Add new category"

  3. Select a language from the template dropdown

    • Choose which categories to translate

  4. Save

  5. Assign contact persons

    • Go to "Users" and assign users to categories in the new language

13. How can I change the language in my profile?

Steps:

  1. Click "Edit profile" (top right near your email address)

  2. Under "Language", choose your preferred language

  3. Save the changes

14. How can I inform my employees about the new system?

Steps:

  1. Email communication

    • Send a circular email with relevant information

  2. Internal platforms

    • Use the intranet for announcements

  3. Physical notices or internal mail

    • Place posters or written notices in the office

  4. Meetings and training

    • Arrange team meetings or training sessions


15. Why should I store at least two contact persons in each category?

Reasons:

  • Ensure availability: If one is unavailable, the other can respond

  • Dual control principle: Two people allow for more objective evaluation

  • Avoid bottlenecks: Workload can be shared

  • Protection against manipulation: One person can’t act alone

  • Better quality assurance: Shared review reduces errors

  • Compliance: Two contact persons meet professional and legal requirements