How to Setup Whisper: Anonymous Reporting Tool

Setting up Whisper is simple, this article describes how to setup Whisper so you can start receiving intelligence from you school community

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Whisper: Anonymous Reporting ToolSetup Overview: Getting Started

Whisper is an anonymous reporting tool designed to empower your school community to report any issue to the school. It’s an extra channel of real-time information that gives you eyes on the ground and heads up on issues as they develop.

Setting up Whisper is simple, this article describes how to setup Whisper so you can start receiving intelligence from you school community.

In this Article:

  1. Concepts
  2. Setting up a Form
  3. Setting up an Inbox
  4. Check and Tweak Your Form
  5. Installing on your Website
  6. Promoting the use of Whisper within your Community
  7. TL;DR

Whisper Concepts

Organisation

A shared SWGfL Account container. It represents your organisation and links accounts for people in your organisation together, enabling you to share the products and services you subscribe to.

Account

An individual user account within an organisation, you use this to login.

Admins

Users in your organisation who you have given access to the Whisper system via an SWGfL Account.

Users

Members of your school community who can submit reports via the Whisper system.

Forms

A form is used by users to submit reports. Forms are accessed through a form code (e.g. “SWG1”), this code is used in the URL used to access your form via the web, and as the prefix to SMS messages.

Typically, a school will have 1 form. MATs who wish to manage multiple school reports or inbox permissions centrally will typically have 1 form per school.

Forms can be customised with your school brand and text information.

Inboxes

An inbox receives reports. You can have multiple inboxes to receive different types of reports (e.g. safeguarding or health and safety).

Reports

Reports are submitted by users through a channel such as via your web form or via SMS using your form code. Users will choose which category of report they are submitting which will determine which inbox their report lands in, and which admins are notified.

Reports submitted via SMS will be delivered to the first inbox in the list attached to the form the report is submitted through.

Messages

After a report is submitted, Messages can be exchanged between admins and the user who submitted the report.

Permissions

There are two types of permission within the Whisper system, the first is Account Permissions and the second is Inbox Permissions.

Account Permissions can be set as one of two types: Organisation Admin and Organisation User. Organisation Admins can manage accounts, product configurations, and purchases. Organisation Users can only access products and personal configurations.

Inboxes have permissions which can be set by Organisation Admins, this determines which Admins can see which inboxes (and thus reports) and enables them to receive notifications when Users post new reports or messages.

Anonymous

In the context of Whisper, anonymous means that Admins with Inbox Permissions will not have access to the email address, telephone number, IP address, location, or submission channel of any user who submits a report through the Whisper system.

Users may choose to give you their name or any other personal information or personal information of others within the context of their message but this is not technically required for the system to function.

Users may choose not to enter their email address when submitting a report – they can still read your response messages, but will not get email notifications. Any messages sent via SMS will reveal the senders telephone number to the system, but this is only available to the system for the purpose of sending responses.

Setting up a Form

To setup a Form for your Users to submit Reports, click the Cog Icon on the Whisper service in your Account Dashboard to go to the Forms Manager, then click Add to create a new form.

You can now enter the form details such as the title and subheading, upload a logo and select a background colour.

The Config tab enables you to enter your SMS code, this will be automatically generated for you, but if you wish to change it you should do it now, as it is harder to communicate the change once the service has been promoted to your community. Here you can also select your data retention policy.

The Content tab enables you to enter copy that will appear above the form when users first arrive, you can use this to communicate how reports will be handled, or you can leave it blank. The second box of content is displayed when the user has submitted a report, again this can be used to communicate how reports are handled, this content is required and there is a default message provided.

Once you have entered the form information, press the Save Button and your Form will be added to your account. You can view the Form by clicking the item in the forms list, which will currently show that the form is not available, we now need to setup an Inbox.

Setting up an Inbox

Click the Up Button to go back to your Account Dashboard, from here you can access the Report Inboxes by pressing the Access Button on the Whisper service item.

This is the inbox interface where you will access reports, use the Add Button to add a new Inbox.

Here you can select a report type from the list, choose which Forms the Inbox will receive reports from and select who can access it. Press Save to add the Inbox.

Repeat the process to add more Inboxes, which can either be assigned to Forms, or when Reports arrive you can manually assign them to another category, this will notify the Admins who have permission to view that Inbox.

Check and Tweak Your Form

Now that you have added an Inbox and selected a Form to receive reports, your Form should now be available. You can view your Form by pressing the Edit Button on the Whisper service from your Account Dashboard, and then clicking on the Form. Alternatively, you can edit the Form and click the Preview Icon on the toolbar to see the Form.

If you need to change any setting you can edit the Form, save your changes, and view again.

Installing on your Website

Now that you are happy with your Form it is time to install a link to it on your website. Go back to the Forms Manager, and Edit your Form, now click the Install Tab.

Here you will find a box to enter the Installation Address, enter the URL of the page that you are going to install the button on here.

When you press Save, the tool will download the page you entered in the Installation Address box and check that the link is correctly installed.

How to Install the Button

We have provided a facility to generate some HTML code that links to your form, which you should install on your own website.

In the Add Reporting Link section, click the Copy Code button next to the design of button you wish to install. You can now paste the code into your website using your Content Management System (CMS). Alternatively you can create a link in your website using your CMS link tool.

Promoting the use of Whisper within your Community

Now that your form is working, you have setup who will receive reports, and installed the link on your website, you can do the most important part – telling your community the service is available!

To help you we have built a Poster Generator that you can print and put up around your school. On the Install tab of the form editor, at the bottom there is a Download Poster button that will generate a custom poster, with the telephone number and SMS code for texting and the URL for submitting via the web. It will also be branded with the logo and colours of the form.

For more tips on how to promote your Whisper service to your community, read:

Getting the Most out of Whisper.

TL;DR

When first starting with Whisper, you will need to setup a Form so that your community can post reports, create one or more Inboxes to receive those reports, install the Whisper link on your website, and then promote the service to your users.

From your Account Dashboard, click the Cog Icon on the Whisper service to access the Forms Manager, and then click Add. Fill in the details to create and customise your Form. Press Save.

Again from the dashboard, click Access to enter the Reports Manager, click the Add button to add an Inbox, complete the form to customise each Inbox and set report access permissions. Press Save.

Go back to the Forms Manager, press the Edit button on your Form, and select the Install tab. Enter the URL of the page on your website that will host the button, Copy the Code for the button style you wish to install and place the code on your website. Your Form should now be available to receive Reports.

Finally you should promote the service to your community through your normal communication channels, such as assemblies, newsletters, and social media. You can also generate a Custom Poster from the Install tab when you edit your form.