Running a whistleblowing channel with WeMoral, from signup to a closed case

Running a whistleblowing channel with WeMoral, from signup to a closed case, is mostly the work that starts after you pick the software. Putting a form on the intranet takes an afternoon. After that, a named person reads each report and answers inside the legal deadline. The company then records what it did and keeps the proof. This piece follows one channel from the first setup screen to a closed case. It ends with what staff should be told about reporting outside the company.

What must a company do when a whistleblower report is received

When a whistleblower report is received, a company must confirm receipt within 7 days and give feedback within 3 months. It must keep the reporter's identity inside the handling team, and keep a written record of how the case was worked.

Directive (EU) 2019/1937 sets those duties, and each EU country then writes them into its own law. Several of those national laws go further than the directive asks. The national version is the one that binds an employer.

The 7-day reply is the easiest duty to miss. It falls due while the investigation is still being set up, and a week goes by quickly. A channel that shows the handler how many days are left keeps that reply on time.

How to configure a whistleblowing reporting channel

To configure a whistleblowing reporting channel you make four decisions. The account can take all four in one sitting.

1. Decide anonymous or named. Out of the box the form asks for no name and no address. Add a name or email field and mark it required. The same channel then takes named reports.
2. Shape the form to the business. Labels, helper lines, answer options and the twelve standard categories can all be rewritten. Flag every field that collects personal data before the channel opens.
3. Choose who handles what. Name the case handlers and give each role its own rights. Hold the personal-data fields back from handlers who do not need them.
4. Put the link where staff are. Office workers reach a branded page. An intranet embed suits people who are already logged in. On a warehouse floor, print the same link as a QR code.

A fifth job sits outside the software. Someone writes the whistleblowing procedure and briefs the handlers on it, which usually takes the rest of the week.

How does a case manager handle a whistleblowing report

A case manager handles a whistleblowing report through three states: new, in progress and closed. The panel shows how many cases stand in each state. Cases filter by status, by channel, by category and by the handler carrying them.

Asking the reporter a question decides whether an anonymous case can go anywhere at all. The thread stays inside the case and stays encrypted, so neither side gives up an email address or a phone number. The reporter returns with a one-time code, reads the question and answers it, and stays as anonymous afterwards as before.

Closing a case leaves one more job. The corrective-actions registry records what changed, such as a supplier dropped, a rule rewritten or a manager retrained. That register is what shows an auditor the channel led to real fixes.

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What whistleblowing statistics should a board see

The whistleblowing statistics a board should see are case volume, the split by status, the trend over time, and the source of each report inside the group. The trend can be drawn by week, by month, by year, or over the whole life of the channel.

For a parent company the last of those carries the weight. Filters run per company and per subsidiary, and the result exports for an audit committee pack. WeMoral Enterprise puts several company accounts under one login. It also gives unlimited submission forms and single sign-on on your own domain. One system then reports entity by entity.

Intake stays unified across the group today, so every report reaches the same queue. Sending a case to a different handler per company is on the roadmap for a later release. The audit log carries a dated line for each read and each change, with the account named. A board and a regulator read the same history from it.

Can an employee report wrongdoing outside the company

An employee can report wrongdoing outside the company. The law gives every worker that right, and the policy should say so plainly. Every EU country offers a route to an authority and a route to the public. Staff who hear about those routes from a lawyer, rather than from you, trust the internal channel less.

Two things belong in the policy. One is the authority that takes external reports, named specifically. That answer differs by country and by subject. France lists dozens of bodies across many fields. Croatia routes everything through its Ombudsman. Ireland keeps a long list of prescribed persons.

The other is where to find independent help. OGList is a directory of non-profit organisations that support whistleblowers. It also lists groups working on transparency and anti-corruption, press freedom, human rights and digital rights. Its whistleblower entries offer lawyers, secure channels of their own, hardship grants and help with the press. A policy that names those routes gives staff the full picture, which makes the internal channel easier to trust.

How much does it cost to run a whistleblowing channel

It costs €79 a month to run a whistleblowing channel on the WeMoral PRO plan. The rate is net, and the year is paid at the start. WeMoral is compliant whistleblowing software, a subscription you can start on a 30-day trial that opens every feature. There is no setup fee and no fee to cancel.

Five people can hold panel seats on PRO, and Enterprise removes the limit. Updates arrive free, new components included. Case data is kept in Frankfurt, Germany, encrypted on the way in and encrypted in storage. The reporting form takes reports in 103 languages. The panel runs in 25 languages. So a group in several countries runs one channel for everyone, and staff report in their own language.

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