Employees scan a QR code or use a link to access Spot. With our handy communications guide, you can ensure that everyone knows where to go if something happens.
Step 2
Landing page
The first thing that employees see is a landing page with your logo. Spot works on mobile and desktop, no app required. This lowers the barrier to entry, since most people won’t download a new app unless they use it daily.*
“We wanted to make sure our employees have a safe and accessible way to report anything should it happen to them.”
—People Partner
Step 3
Interview & FAQ page
Employees can find your HR policies, wiki, or code of conduct, and view customized FAQ.
Employees select the interview relevant to them. Your organization can offer multiple options based on customizable templates: Raise an Issue, Give Quick Feedback, Surface COVID Concerns, Whistleblowing, and more.
Step 3
Interview options and FAQ
Employees select the relevant interview. Your organization can offer multiple options based on customizable templates: Raise an Issue, Give Quick Feedback, COVID-19 Concerns, Whistleblowing, and more.
Employees can also access your HR policies, wikis, or code of conduct, and scan customized FAQ.
Spot interviews get the details you need.
Step 4
Incident intake
Spot helps employees describe what happened as thoroughly and accurately as possible.
Spot interviews, conducted via bot or well-designed form, gather more information from the start.
Hi, I’m Spot. Thanks for reaching out.
I’m just a bot, not a human.
I understand
I’d like to hear about what happened, in your own words. Please tell me everything you can remember.
“While our HR doors always remain open to our employees, we recognize that it is not always easy to come forward on sensitive matters. It was important that our staff has an outlet to address sensitive topics....From an HR perspective, we can then provide timely action.”
—HR Manager
Step 5
Asking the right questions
Customize interview questions and data fields—Spot will always collect the information that’s most useful to your organization. Employees can choose whether or not to stay anonymous.
Step 6
Submitting reports, adding incidents
Employees can submit their report right away or wait. Spot provides a status site so they can track their report. Employees can also add new incidents to existing reports, even if they've been closed by HR.
Spot’s case management supports HR investigations.
Watch case management video
4 min
Step 7
Admin dashboard
Case management is handled in your admin dashboard. Route reports based on location or content. Control permissions and assign reports to specific admins.
Step 8
Cumulative documentation
Leave comments for other admins and upload external documents. See all incidents, actions, and follow-ups related to a report in one place. Download all case documentation if needed.
Step 9
Follow-up interviews
Need more info on an incident? Click together a follow-up interview in the dashboard. Follow-ups are conducted by the same bot used for intake. You can ask follow-up questions on anonymous reports. Spot uses an email address—not visible to the organization—to alert employees of follow-ups.
“Since implementing Spot, DaVita has seen a 60% increase in the number of cases with which employees re-engage, compared to a hotline.”
—Chief People Officer
Step 10
Two-way communication
Keep in touch throughout the investigation process, even if a report is anonymous. Send a confirmation email when the report is first received and custom messages to give updates.
Step 11
Analytics
Track usage, see trends, and download all incident data as a CSV for easy overviews. We work with customers to optimize usage.
Step 12
Ongoing customizations
Additional customizations, if included in your plan, are free during your subscription period, so you can figure out what works for your organization and what doesn’t.
