Users
How do I delete a user?
How do I delete a user?
Due to the end-to-end encryption used in Whistleblower Software, all user management must be handled internally by an administrator within your organization. The support team does not have permission to delete users or reassign case access on your behalf.
A user cannot be deleted if they are the only case handler on one or more active cases. You must reassign those cases first.
If the user you are removing was handling cases that need to be transferred to a new person, you will need to submit a signed form. Reach out to the support team and they will share the form with you.
Steps to delete a user:
Make sure all cases currently handled by the user are assigned to at least one other active case handler. Open each case, go to the members section, and add the new handler.
Once all cases are reassigned, go to Settings > Users, find the user's profile, and select the option to delete.
How do I take over a shared or colleague's user profile?
How do I take over a shared or colleague's user profile?
Because Whistleblower Software uses end-to-end encryption, each user has their own unique security keys. When taking over from a colleague, the recommended approach is to create a new account rather than updating the existing one. This ensures your own encryption keys are generated and your account is fully separate.
Option 1: Update the existing user profile (fastest)
If you have full access to the current account:
Log in with the current credentials.
Go to your profile by clicking your name or icon in the top corner.
Update the name and email to your own.
Update the password.
Note that this approach keeps the same account history, which will still be linked to the original creation date of your colleague's profile.
Option 2: Create a new user profile (recommended)
Using the current admin account, go to Settings > Users and invite your own email address as a new Administrator/needed user permission.
Log out, open the invitation email, and set up your new account. Log in once to activate your encryption keys.
While still logged in as the old user, open each active case and add your new account as a case handler.
Once you have confirmed you can see and access everything from your new account, delete the old profile.
How do I change a user's email address?
How do I change a user's email address?
Option 1: Self-service (if you have access to the account)
Log in and go to Settings in the side menu.
In the Email field, enter the new address.
Click Save Changes.
Check the new email inbox for a confirmation link to verify and finalize the update.
Option 2: Administrator update (if the user cannot access their account)
Go to Users.
Find the user and click Edit.
Enter the new email address and save.
The user will receive a verification email at the new address.
Note: Because the platform uses end-to-end encryption, changing an email address is a sensitive security action. The user may need to re-verify their identity or accept a new invitation. This ensures they maintain access to the unique decryption keys required to view their assigned cases.
Can I have multiple administrator accounts?
Can I have multiple administrator accounts?
Yes, and we recommend having more than one administrator to prevent access issues if the primary administrator becomes unavailable.
Because Whistleblower Software uses end-to-end encryption, the support team cannot manually upgrade account permissions. Administrator access requires a formal authorization process.
To get started, reach out to the support team. They will share the Add Administrator authorization form with you. Once the signed form is returned, the team will process the request.
Once you are set up as an administrator, you can invite other colleagues and grant them administrator rights directly from the Users page, without needing to submit further forms.
Note: If the new administrator also needs access to historical cases, make sure to reach out to our support team to fill out the Grant access to all cases form.
What do I do if the person who had access to our system has left the company?
What do I do if the person who had access to our system has left the company?
Due to privacy and security protocols, the support team cannot grant access to a former employee's account directly.
To regain administrative access, reach out to the support team. They will share two forms with you:
An Admin Request form to create a new administrator account for you.
A Case Access form to ensure you also have access to all existing open cases.
Once both signed forms are received, the team will process the request and set up your new access.
Account Management
How do I deactivate a company?
How do I deactivate a company?
Deactivating a company is a significant administrative change and requires a signed authorization form before the support team can process the request.
Reach out to the support team and they will share the deactivation authorization form with you. Have it signed by an authorized representative of your organization and return the signed copy. Once received, the technical team will verify the request, deactivate the company profile, and confirm once the process is complete.
Before requesting deactivation, make sure any data or reports you need have been exported or archived. Once the company is deactivated, access to that account's data will be removed.
How do I retrieve archived cases?
How do I retrieve archived cases?
Retrieving archived cases requires a signed authorization form to ensure the support team has formal permission to access your data.
Reach out to the support team and they will share the case retrieval authorization form with you. Fill it out, sign it, and return it. As soon as the signed form is received, the team will begin the retrieval immediately.
We’re here to support you. If you have questions reach out to us directly via the Messenger icon in the bottom right corner of your screen, or send us an email at support@whistleblowersoftware.com