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Initial Setup - Disclosurely Configuration Guide

Set up your whistleblowing platform in minutes. Configure organization settings, customize branding, invite team members, and launch your secure reporting portal.

Initial Setup

This guide will walk you through setting up your Disclosurely organization from scratch. Follow these steps to get your whistleblowing and compliance platform up and running quickly.

Step 1: Create Your Account

Sign Up

  1. Visit disclosurely.com
  2. Click "Sign Up" or "Get Started"
  3. Enter your email address
  4. Create a secure password (minimum 8 characters)
  5. Accept the Terms of Service and Privacy Policy
  6. Click "Create Account"

Email Verification

After creating your account:

  1. Check your email inbox for a verification email
  2. Click the verification link in the email
  3. Your email is now verified and you can log in

Tip: Check your spam folder if you don't receive the verification email within 5 minutes.

Step 2: Organization Setup

Upon first login, you'll be prompted to set up your organization.

Organization Details

Organization Name

  • Enter your company or organization's official name
  • This will appear on your reporting portal and emails
  • Can be changed later in settings

Organization Domain

  • Your organization's primary website (e.g., yourcompany.com)
  • Used for email domain verification
  • Helps prevent spoofing and unauthorized access

Industry/Sector

  • Select your organization's primary industry
  • Helps us provide relevant compliance guidance
  • Options include: Financial Services, Healthcare, Technology, Manufacturing, Government, Non-Profit, etc.

Organization Size

  • Select your employee count range
  • Helps with compliance benchmarking
  • Options: 1-50, 51-200, 201-1000, 1000+

Contact Information

Primary Contact Name

  • Your name as the primary administrator
  • Used for account-related communications

Primary Contact Email

  • Your email for system notifications
  • Should be monitored regularly
  • You can add additional contacts later

Phone Number (Optional)

  • Support contact number
  • Displayed on reporting portal for questions

Step 3: Configure Your Reporting Portal

Every organization gets a unique secure reporting link:

Format: https://disclosurely.com/secure/tool/submit/[your-unique-token]

This link is your organization's anonymous reporting portal where whistleblowers can submit anonymous reports:

  • Submit anonymous reports
  • Track report status
  • Communicate securely with your team

How to Find Your Link:

  1. Navigate to Dashboard > Secure Link
  2. Copy your unique secure submission link
  3. Share this link with employees via:
    • Internal website/intranet
    • Email signatures
    • Employee handbooks
    • Posters in workplace
    • Training materials

Reporting Form Configuration

Customize what information is collected in reports:

Required Fields:

  • Report description (always required)
  • Incident date
  • Category selection

Optional Fields (can be enabled/disabled):

  • Location/Department
  • Witnesses
  • File uploads
  • Reporter contact (for confidential reports)

To Configure:

  1. Go to Settings > Reporting Form
  2. Toggle optional fields on/off
  3. Customize field labels if needed
  4. Set category options
  5. Click Save Changes

Report Categories

Set up categories to organize reports:

Default Categories:

  • Harassment & Discrimination
  • Financial Misconduct
  • Health & Safety
  • Data Privacy
  • Conflicts of Interest
  • Other

To Customize Categories:

  1. Navigate to Settings > Categories
  2. Click "Add Category"
  3. Enter category name and description
  4. Add sub-categories if needed
  5. Set category color for visual organization
  6. Click Save

Best Practice: Keep categories broad enough to capture all report types, but specific enough to be useful for routing and analysis.

Step 4: Invite Your Team

Understanding Roles

Before inviting team members, understand the four user roles:

RoleAccess LevelBest For
AdminFull system accessIT admins, compliance officers
Org AdminOrganization managementHR directors, legal team
Case HandlerCase managementInvestigators, compliance team
ReviewerView-onlyAuditors, oversight roles

See Team Management for detailed role descriptions.

Sending Invitations

To invite team members:

  1. Navigate to Dashboard > Team
  2. Click "Invite Team Member"
  3. Enter invitee's email address
  4. Select their role
  5. Add optional welcome message
  6. Click "Send Invitation"

The invitee will receive an email with:

  • Invitation to join your organization
  • Link to create their account
  • Role assignment information
  • Expiration notice (7 days)

Important:

  • Invitations expire after 7 days
  • You can resend expired invitations
  • Invitees must use the email address the invitation was sent to

Initial Team Recommendations

For most organizations, we recommend starting with:

  • 1-2 Admins: Overall system responsibility
  • 2-3 Case Handlers: Primary investigation team
  • 1 Reviewer: Oversight or audit role (if needed)

You can always add more team members as your program grows.

Step 5: Customize Branding (Pro/Enterprise)

If you're on a Pro or Enterprise plan, customize your reporting portal to match your brand.

  1. Navigate to Settings > Branding
  2. Click "Upload Logo"
  3. Select your logo file (PNG, JPG, or SVG)
  4. Ensure file is under 2MB
  5. Preview how it looks
  6. Click "Save"

Logo Guidelines:

  • Recommended size: 200x80 pixels
  • Transparent background (PNG) works best
  • Horizontal orientation preferred
  • Should be clearly visible on light and dark backgrounds

Set Brand Color

  1. In Settings > Branding
  2. Click the color picker
  3. Enter your brand's hex color code
  4. Preview how it appears on the portal
  5. Click "Save"

Your brand color will be used for:

  • Primary buttons and links
  • Header accents
  • Form highlights
  • Email templates

Custom Messaging

Personalize messages shown to reporters:

Welcome Message:

  • Shown at the top of the reporting form
  • Use to reassure reporters about confidentiality
  • Example: "Your voice matters. Report concerns securely and anonymously."

Confirmation Message:

  • Shown after successful report submission
  • Include next steps and expected timeline
  • Example: "Thank you for speaking up. Your report has been received and will be reviewed within 24 hours."

Status Page Message:

  • Shown on the tracking page
  • Explain how to use the tracking system
  • Example: "Use your tracking ID to check the status of your report anytime."

Step 6: Configure Notifications

Set up email notifications to keep your team informed.

Notification Settings

Navigate to Settings > Notifications and configure:

New Report Notifications:

  • ✅ Enable email alerts for new reports
  • Choose who receives notifications:
    • All Admins
    • All Case Handlers
    • Specific users
  • Set notification frequency:
    • Immediate (recommended)
    • Daily digest
    • Weekly digest

Status Change Notifications:

  • ✅ Notify reporters when report status changes
  • Automated emails sent to reporter via tracking ID
  • Customize email template if desired

Assignment Notifications:

  • ✅ Notify team members when assigned to a case
  • Immediate email notification
  • Include case summary in email

Compliance Reminders:

  • ✅ Enable reminders for upcoming deadlines
  • Set reminder timing (7 days, 3 days, 1 day before)
  • Choose recipients

Email Templates

Customize email templates for:

  • New report acknowledgments
  • Status update notifications
  • Assignment notifications
  • Compliance reminders

To Customize:

  1. Go to Settings > Email Templates
  2. Select template to edit
  3. Modify subject line and body
  4. Use merge tags for dynamic content:
    • {{TRACKING_ID}} - Report tracking ID
    • {{STATUS}} - Current status
    • {{ORGANIZATION}} - Your organization name
    • {{DATE}} - Report date
  5. Preview template
  6. Save changes

Step 7: Set Up Compliance Modules (Optional)

If you plan to use Disclosurely for broader compliance management, set up these modules:

Policy Management

  1. Navigate to Compliance > Policies
  2. Click "Add Policy"
  3. Enter policy details:
    • Title
    • Policy type
    • Description
    • Effective date
  4. Upload policy document (PDF)
  5. Assign policy owner
  6. Set next review date
  7. Click "Save"

See Policy Management for details.

Risk Register

  1. Go to Compliance > Risks
  2. Click "Add Risk"
  3. Enter risk details:
    • Risk description
    • Likelihood (1-5)
    • Impact (1-5)
    • Risk category
  4. Add mitigation plan
  5. Assign risk owner
  6. Set review date
  7. Click "Save"

See Risk Management for details.

Compliance Calendar

  1. Navigate to Compliance > Calendar
  2. Click "Add Event"
  3. Enter event details:
    • Event name
    • Event type (deadline, review, audit, etc.)
    • Due date
    • Description
  4. Assign responsible party
  5. Set reminder preferences
  6. Click "Save"

See Compliance Calendar for details.

Step 8: Test Your Setup

Before going live, test your configuration:

Test Report Submission

  1. Open your secure reporting link
  2. Submit a test report
  3. Verify you receive notification
  4. Check report appears in dashboard
  5. Test status tracking with tracking ID
  6. Test secure messaging feature

Test Team Access

  1. Verify invited team members can log in
  2. Confirm role permissions work correctly
  3. Test assignment workflow
  4. Verify notifications are received

Test Branding

  1. Review reporting portal appearance
  2. Check logo displays correctly
  3. Verify brand colors are applied
  4. Test custom messages appear

Step 9: Launch Communications

Once you've tested everything, announce the new reporting channel to your organization.

Internal Communications

Announce via:

  • Company-wide email
  • Intranet/internal website
  • Team meetings and town halls
  • New employee onboarding
  • Manager training sessions
  • Digital signage
  • Employee handbook

Key Messages to Include:

  • Purpose of the reporting channel
  • Types of issues to report
  • How anonymity is protected
  • How to submit a report (link and instructions)
  • What happens after submission
  • Expected response times
  • Who can see reports (reassure about confidentiality)

Sample Announcement Email

Subject: New Secure Reporting Channel Now Available

Dear Team,

We are committed to maintaining a safe, ethical workplace where everyone feels empowered to speak up. Today, we're launching a new secure reporting channel powered by Disclosurely.

This platform allows you to report concerns about:
- Harassment or discrimination
- Financial irregularities
- Safety issues
- Policy violations
- Ethical concerns
- Any other workplace issues

KEY FEATURES:
✓ Submit reports anonymously
✓ Track status with your tracking ID
✓ Communicate securely with our team
✓ End-to-end encryption protects your privacy

HOW TO REPORT:
Visit [your secure reporting link] or find the link on our intranet.

Your voice matters. Together, we can maintain the highest standards of ethics and compliance.

Best regards,
[Your Name/Team]

Ongoing Communications

Regularly remind employees about the reporting channel:

  • Quarterly reminders via email
  • Include in compliance training
  • Reference in employee onboarding
  • Promote during Ethics & Compliance Week
  • Display posters in common areas

Step 10: Ongoing Administration

After launch, maintain your system:

Weekly Tasks

  • Review new reports
  • Check pending assignments
  • Monitor compliance calendar
  • Review analytics dashboard

Monthly Tasks

  • Review team access and roles
  • Check notification settings
  • Review and update categories if needed
  • Assess reporting trends

Quarterly Tasks

  • Review policies and update as needed
  • Audit risk register
  • Review team training needs
  • Assess program effectiveness

Annual Tasks

  • Conduct comprehensive program review
  • Update compliance documentation
  • Review and renew subscription
  • Assess need for additional features or training

Getting Help

Need assistance during setup?

  • Email Support: support@disclosurely.com
  • In-App Chat: Click chat icon in bottom right
  • Documentation: Browse our comprehensive guides
  • Video Tutorials: [Coming soon]
  • Setup Call: Enterprise customers can schedule onboarding call

Next Steps

Now that you've completed initial setup:

  1. Customize Your Branding - Make it yours
  2. Add Custom Domain - Use your own domain (Pro/Enterprise)
  3. Configure GDPR Settings - Ensure data compliance
  4. Explore AI Features - Leverage AI for case analysis
  5. Set Up Compliance Modules - Expand beyond whistleblowing

Welcome to Disclosurely! You're all set to run an effective, compliant whistleblowing and ethics program.

Initial Setup - Disclosurely Configuration Guide | Disclosurely Docs