Organizing Deputies for Holidays and Vacation Periods in the Whistleblower System

Upcoming holidays and vacation periods present many companies with the challenge of ensuring the whistleblower system is managed even when key personnel are absent. To prevent incoming reports from going unanswered and to comply with legal deadlines, it is advisable to identify absences early and organize deputies as needed.

Additionally, the hintcatcher whistleblower system offers an automatic receipt confirmation feature, providing a practical way to send automatic confirmations to whistleblowers during absences.

What should be considered?

• Clarify early on who will be responsible for processing and managing reports in your whistleblower system during the absence of individual team members
• Ensure that deputies have access to the whistleblower system and all relevant information
• Document the deputy arrangement and inform your team accordingly
• Activate the automatic receipt confirmation in your hintcatcher system if needed, so whistleblowers receive a confirmation even during absences

Granting Deputies Access to the hintcatcher Whistleblower System

To ensure deputies can act in your hintcatcher whistleblower system during team members’ absences, they should be invited as case workers by existing administrator case workers before the absence and join the system as case workers if they are not already part of it.

This ensures that even during the absence of primary case workers, reports in your hintcatcher system can be processed on time by deputies.

In hintcatcher, existing administrator case workers can easily invite new case workers, including deputies, via user management. This feature allows you to quickly and easily add temporary or permanent case workers without complicated setup processes.

For more information on inviting case workers and user management, see our Knowledgebase on User Management.

Automatic Receipt Confirmation with hintcatcher

Another option is to use the automatic receipt confirmation in hintcatcher. This feature is available starting with the hintcatcher PLUS plan and allows you to automatically send a receipt confirmation to whistleblowers after their report is received.

This way, whistleblowers receive an automatic confirmation upon submitting their report, even if no case worker is currently available. This ensures that legal deadlines for receipt confirmation are always met, even during absences.

You can easily activate the automatic receipt confirmation in your hintcatcher system settings. For more information on configuring automatic receipt confirmation, see our Knowledgebase on Automatic Receipt Confirmation.

Tip: You can also deactivate the automatic receipt confirmation at any time. This allows you to temporarily enable it during holidays and disable it again afterwards as needed.

Conclusion

Plan your absences and deputies early and take advantage of the automatic receipt confirmation to ensure smooth operation of the whistleblower system and compliance with deadlines during holidays and vacation periods.

Note: Despite careful research, this is not legal advice, information is partly based on draft legislation. Subject to change without notice.