How do I set up the Whistleblowing System in HR WORKS?

Table of Contents

1. Basics and Scope of Functions
2. Enabling Integration with Vispato
3. Assigning Roles for the Whistleblowing System
4. Accessing the Whistleblowing System
5. Disabling the Whistleblowing Integration
6. Frequently Asked Questions (FAQ)

 

 

 

 

1. Basics and Scope of Functions

What is the whistleblower system in HR WORKS?

You can connect the established whistleblowing software Vispato to HR WORKS via an interface. HR WORKS acts as the leading system and automatically transfers the relevant user information (e.g., administrators, contact persons) to Vispato. The Vispato account is created and initially configured directly from HR WORKS.

 

Prerequisites in HR WORKS

To set up the whistleblowing system, you need the “Master administrator” role to access the integration settings. In addition, you should define at company level who will act as the “Whistleblowing system administrator” and who will be designated as the “Whistleblowing contact person.”

 

 

2. Enabling Integration with Vispato

Log in to HR WORKS as a Master Administrator. From the admin menu, navigate to "Basics/Integrations/Whistleblowing system". If no Vispato account has yet been created via HR WORKS, click "Activate whistleblowing system".

The setup dialog will now open. Here you can specify the following parameters:

• Account title

  • Name of the Vispato account (e.g., your company name).
  • Must be between 3 and 50 characters long.
• Portal title
  • Name of the first whistleblowing portal (e.g., “Whistleblowing system – Group of companies”).
  • Must also be between 3 and 50 characters long.
• Subdomain
  • Part of the future portal link (e.g., mycompany in mycompany.vispato.com).
  • The subdomain must be unique; if the subdomain is already taken, you will receive an error message.

Then click “OK” to complete the setup of the account and portal.

 

 

 

3. Assigning Roles for the Whistleblowing System

Once the whistleblower system has been successfully set up, the roles “Whistleblowing system administrator” and “Whistleblowing system contact person” are available in HR WORKS. 

You assign the roles as usual by opening the relevant person via the admin menu “Persons/Persons”, selecting them with a double-click, and then activating and saving the appropriate whistleblowing system role under “Master data/Roles and authorizations".

Once the role has been assigned, the employee receives an email with the option to log in directly to Vispato.

 

Transferring Persons to Vispato

As soon as you assign a whistleblowing system role to a person for the first time, HR WORKS automatically transfers the person to Vispato.

The following attributes are synchronized:

• Email address

• First and last name

• Profile picture

• Role/status (e.g., active, inactive)

 

 

4. Accessing the Whistleblowing System

People with the roles “Whistleblowing system administrator” or “Whistleblowing system contact person” will see an additional menu item, “Personnel administration/Whistleblowing system,” in the user interface. This menu item allows them to switch directly to Vispato.

In addition, authorized persons will see a tile in the personnel area dashboard that also allows them to jump directly to the whistleblowing system.

 

First Login in Vispato

When logging into Vispato for the first time, the person is asked to set a security key. This security key is required to view and edit reports. 

 

 

5. Disabling the Whistleblowing Integration

You can deactivate the integration at any time. To do so, open the admin menu “Basics/Integrations/Whistleblowing system” and click “Deactivate the whistleblowing integration.”

Please read the note on permanently deleting your Vispato account and on the legal retention obligations. Confirm with “Yes” if you want to continue.

 

 

6. Frequently Asked Questions (FAQ)

When do I need a whistleblowing system?

Companies with 50 or more employees, as well as certain industries regardless of their number of employees (e.g., the finance and insurance sector or municipalities with 10,000 or more inhabitants), are required to provide an internal reporting channel, such as a whistleblowing system.

With the HR WORKS–Vispato integration, you can technically support and fulfill this obligation.

Are there any additional costs for integration?

The whistleblowing solution from Vispato is available to all HR WORKS customers at no additional cost, provided that the account is created via HR WORKS.

How many portals can I use in Vispato?

The package provided via HR WORKS allows you to use up to three active portals in Vispato; at least one portal must be active.

Can I edit the persons synchronized from HR WORKS in Vispato?

For persons who are synchronized from HR WORKS, certain attributes (e.g., email, name, status, and rights) may not be changed directly in Vispato; these are controlled via HR WORKS.

What happens when I delete an HR WORKS account?

If an HR WORKS account is deleted, the associated Vispato account will also be deleted.
For demo and test accounts, this deactivation occurs automatically after 30 days.

Where can employees submit hints?

Employees can submit hints using a form without logging in. You can find the link to the form in your Vispato account in the Portals and Categories section.

The link to the form is not automatically stored in HR WORKS for employees. Please ensure that the link is saved in a central location that is accessible to all employees, such as your company intranet.

Alternatively, you can make the link directly available to your employees in HR WORKS. To do so, go to the admin menu under “Basics/Settings” and enter the link in the “Company message” field.