Employee reporting channel
An employee reporting channel that makes your duty of care demonstrable
As an employer you must be able to demonstrate that your reporting channel works: deadline tracking, an auditable log and aggregated insight give you that evidence. And because employees feel confident enough to use the reporting channel, you receive reliable signals instead of an empty mailbox.
Where would you like to start?
There is no wrong choice.
The real intake: not a form, but choices in plain language.
For every employee
Approachable for anyone who wants to report
Whether it is a question, a concern or wrongdoing: every employee finds a safe, confidential way in. So signals reach you early, not as case files.
A safe reporting channel within the company
A low threshold gives you usable signals
A reporting system that stalls at the form stays empty. Soterna lowers the threshold for the employee, so that you gain earlier and more complete insight into what is going on.
Anonymous and confidential contact
In the guided intake, employees choose for themselves: report under their name, confidentially with a confidential adviser, or fully anonymously with two-way communication. When reporting under their name, the name and contact details stay in a separate, encrypted Identity Vault, kept apart from the report content.
No complicated form
A clickable intake in plain language, at the employee's own pace. Pausing, adjusting and stopping is possible at any moment.
Clickable intake with route advice
The Safe Route Advisor shows, for each situation, which routes are available, from asking for advice to making a formal report.
Anonymous inbox
Even with an anonymous report, contact remains possible: questions, additions and feedback through an anonymous inbox with encrypted messages. The case handler's internal notes are kept separate from what the reporter sees.
Privacy Coach
Before every step, the Privacy Coach explains who gets to see what and what the reporter keeps in their own hands.
Trust Center for employees
One place where employees see, in plain language, how the reporting channel works, what their rights are and how their privacy is safeguarded, with named intake channels and QR codes for, say, the warehouse or HQ.
How it works
From doubt to report, in four safe steps
Employees decide for themselves how far they go, and every step is reversible. That room is what turns doubt into a report rather than silence.
How are you doing now?
A short, confidential check-in, two weeks after your report.
Even without a report, signals still reach you: the anonymous check-in.
Get your bearings in the Trust Center
The employee sees anonymously how the reporting channel works, who has access to what and which routes are available.
Guided intake
The clickable intake helps order the situation. The Safe Route Advisor shows suitable routes, and the employee chooses.
Report or talk first
A confidential conversation with a confidential adviser, an anonymous report with an inbox or a formal report: whatever fits.
Follow-up and protection
Acknowledgement of receipt within seven days, handling within deadlines and Retaliation Watch, which uses content-free check-ins to track whether the reporter suffers any disadvantage.
For the board, HR and compliance
One reporting channel that brings governance and culture together
Inappropriate behaviour and transgressive conduct, integrity matters and whistleblower reports come together in a single procedure, with automatic routing, deadline tracking and aggregated insight. This way you serve compliance (the Dutch Whistleblower Protection Act, the Working Conditions Act) while at the same time strengthening a speak-up culture.
- One recognisable place for all types of reports and questions
- Automatic routing to the right case handler, with Conflict of Interest Routing
- Deadline tracking in line with internal procedures and legislation
- Aggregated reporting on the reporting climate without traceability
- Alignment with psychosocial workload policy, complaints procedure and whistleblower procedure
Frequently asked questions
Questions about the employee reporting channel
What is an anonymous reporting channel for employees?
An anonymous reporting channel allows employees to raise a concern without revealing their identity, while still enabling two-way communication through an anonymous inbox with encrypted messages. The reporter completes the guided intake with a SOT reference and an access code (plus a recovery code) and uses these to return, read questions and answer them, without the organisation knowing who the reporter is.
Does an anonymous report really stay anonymous?
Technically, yes: for an anonymous report the intake records no IP address and Soterna stores no identifying data, so there is nothing to disclose either. The content of a report can still make someone recognisable, for example in a small team. That is why the Privacy Coach warns about this and helps the reporter weigh up what to share and what not. We call this practical anonymity.
Is a digital reporting channel mandatory for companies?
Organisations with 50 or more employees are required under the Dutch Whistleblower Protection Act to have an internal reporting channel for suspected wrongdoing. In addition, the Working Conditions Act calls for a policy against psychosocial workload, of which an accessible reporting channel is a logical part.
What happens after an employee makes a report?
The reporter sees exactly which steps follow: an acknowledgement of receipt within seven days for every report, handling by an authorised, independent case handler and, for formal whistleblower reports, feedback within three months. With the SOT reference and access code the reporter returns to the reporter portal to track the status and respond, including for anonymous reports.
Further reading: what is an anonymous reporting channel? and articles on reporting culture.
Begin
Want to see how you fulfil your duty of care demonstrably?
In 30 minutes we show you the entire chain, from the guided intake for the employee to deadline tracking, an auditable log and aggregated insight for the board and supervisory body.