The phone reporting channel lets whistleblowers submit cases by calling a dedicated hotline number. When a call is completed, a case is created automatically in your case management dashboard, ready for your team to handle. This channel is especially useful for whistleblowers who do not have access to a computer or smartphone, or who prefer to speak rather than type.
💡 The phone channel is an add-on feature. Contact the support team if you would like to have it enabled for your account.
How reporting by phone works
Whistleblowers dial the hotline number assigned to your organisation's country. Each number is country-specific, meaning a Danish hotline number must be called from Denmark.
When the whistleblower calls, they will be asked to enter your organisation's company PIN code. This PIN connects them to your specific channel. Without it, they cannot submit a report. Make sure to share the hotline number and PIN with your employees through your internal communications.
After entering the PIN, the whistleblower will be asked whether they want to provide their phone number.
If they choose to provide their phone number: Their number will be used only to send them an SMS containing a password for their case. The phone number is not stored and will never be visible to the case handler.
To follow up on their case, they have to visit the web reporting link and click on "Follow up on existing report" using the password they received by SMS.
If they choose not to provide their phone number: No password will be sent and they will not be able to follow up on their case.
Once the call is completed, a case is created automatically in the platform and your case handlers will be notified.
Finding your phone number and company PIN
Go to Reporting channels and select your phone channel. Click on the Phone tab at the top.
You will see two sections:
Phone numbers: The hotline number or numbers assigned to your organisation, organised by country. Click Copy to copy the number. If you need a number for a country that is not listed, click Contact us today to request it.
Company PIN code: The PIN reporters must enter when calling to access your channel. Click Copy to share it with your team.
Configuring your hotline settings
Inside the phone channel settings, scroll to the Hotline settings section. Here you can:
Choose which departments cases reported through this hotline are assigned to. If no department is selected, all available departments will be assigned.
Choose the available categories for cases coming in through this hotline.
Voice distortion
The Anonymity settings section contains a toggle for Distort voice. When enabled, the caller's voice is automatically disorted in the recording to protect their identity.
The default behaviour depends on when your channel was set up:
Phone channels created before this feature was introduced (May 1st) have voice distortion turned off by default.
All new phone channels have voice distortion turned on by default.
Changing this setting only affects calls made after the change is saved. Existing recordings are never modified.
Custom audio introduction (optional)
In the Audio section, you can record or upload a custom introduction that plays to the reporter when they call. This is optional but can help set expectations for the reporter before they begin speaking.
You can record directly in the platform or upload an existing audio file. Introductions can be configured per language.
We’re here to support you. If you have questions reach out to us directly via the Messenger icon in the bottom right corner of your screen, or send us an email at [email protected]