Report statuses are a way for you to create workflows and actions off the back of the reports that volunteers submit. For example a volunteer may say there was an issue in a report. This may cause you or the team to want to call a volunteer and speak to them. This action can be raised, the action assigned and comments added to track the actions taken.
Note, these statuses, assignees and comments are internal only. Volunteers will not see these.
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How to filter reports by status
Here is how a typical report looks in the platform:
What does the status mean and it's purpose?
Most reports will automatically pick up "No action required", this really means it is a normal volunteer report whereby the volunteer has not added a safeguarding flag. If they have added a safeguarding flag, the report will default to "Action required".
If there is no action required, you may still review the content and decide there is an action required and you can update the status. Read on further to learn how to do so.
The statuses allow you and your team to ensure you address anything raised by volunteers, collaborate on things that require action and track where you stand with reports.
How to update the status and assignee
To update the status, find the relevant report you wish to update and click the drop down arrow next to the status. You can then select the relevant status.
To update the assignee, find the relevant report you wish to update and click the drop down arrow next to the "Assigned to" field. You can then select the relevant staff user to assign this report to. Please note that they will receive an email to notify them that they have been assigned with a report.
How to add comments and notify team members
When you look at a report, there is a messaging icon with a number in the bottom right corner, here is how it looks.
If there is a staff comment made on that report, the number will be 1 or more.
If you open the report, you will be able to see previous comments and add your own.
To add a comment, just write in the "Type a new message" box. Note that anyone in the "@" field will be those who are notified of new comments. If another staff member should see notifications for comments on this report, client the drop down arrow on the right of the "@" box and select the relevant staff members to be notified. You can also remove any users as well. This can be helpful if you feel they should no longer be notified.
How to filter reports by status
Open the "Reports" page on the left hand side of the Staff Dashboard. You can then use the filtering and sorting parameters as shown below. We recommend having managers and team leaders regularly checking to see what reports there are with "Action required" and "In progress" statuses so you have an understanding of important actions and outstanding risk.
If you require any further assistance, please use the support chat to ask a question to our friendly support team. We will be happy to help!