How sygnadesk works: from a report to evidence for an inspection
Eight steps, one path. The reporter submits, the system registers the case and watches the deadlines, the team handles it, and every step stays in the audit log. Below, the same path in words.
1. The reporter writes the report
They open the reporting page under your company brand, on your domain. No account, no login. They pick a category, describe what happened and can add files or a voice recording. Contact details only if they want to; by default the report is anonymous.
The page stores no IP address, loads no external resources and does not track. A report received in a conversation, by phone, e-mail or letter is entered by an employee with the receipt date, and the same deadlines run from that date as for online reports.
2. The system registers the case
At the moment of sending, the system assigns a case number and PIN, records the receipt date and starts the statutory deadline counters. It strips metadata (EXIF, author) from attachments and scans files for malware. The number and PIN are the reporter’s only key to the case: there is no account to protect.
3. The team gets the case in the panel
The case goes to the right person or team according to rules you set once: category, form, branch. The notification arrives in the panel, by e-mail or SMS, according to role. The team sees the content of the report, never the reporter’s activity; the reporter sees “case team”, never names.
4. Confirmation of receipt within 7 days
The Act gives 7 days to confirm receipt of a report. The team sends it from a template or the system does it automatically at the moment of submission. When the deadline approaches and there is no confirmation, the system reminds and escalates. The confirmation waits in the case, so it also reaches an anonymous reporter who gave no address.
5. The reporter returns and talks
With the case number and PIN the reporter returns to the case, reads the confirmation and answers questions in an anonymous chat. They see the team typing, but the team does not see their activity; they set their own inactivity limit and can log out of the thread. They can ask for a meeting; the team then has 14 days to propose a date and form.
6. The team handles the case
Statuses, priorities, notes and history are visible only to the case team. A case can be handed over to another team (HR, compliance, audit); the hand-over leaves a trace, and someone outside the team does not even see that the case exists. Disclosing the reporter’s identity requires a request approved by a second authorised person and goes into a separate register.
7. Feedback within 3 months
The reporter must receive feedback no later than 3 months after confirmation: what was established, what actions were taken or planned and why. The system counts this deadline, reminds and does not let the case close without a reply.
8. Closure and evidence for 3 years
A closed case is final; reopening is an explicit change recorded in the history. Every access, every change and every export is in the tamper-proof audit log. You export the register of reports with deadlines to XLSX or CSV for an inspection. Cases are kept for 3 years from the end of the year of closure, then the system deletes them by itself; when proceedings are pending, you suspend deletion in the panel.
At all times
Data only in the European Union (Warsaw and Frankfurt), 2FA for every role, access only for authorised people. Optionally end-to-end mode, in which the operator stores only ciphertext of content and identity.
See it on your own channel
The trial account has the full feature set: a reporting page under your brand, the case panel, deadlines and the audit log. 14 days, no commitment.