# Ombudsman Channel Software | Vindula > Organize reports and internal handling with a company-configured channel, tracking protocol, owners, messages, and indicators. Source: https://vindula.ai/en/plataforma/ouvidoria Ombudsman channel software # Reporting channel with protocol, owners, and follow-up Configure reporting channels, receive submissions with protocol, assign owners, and follow handling with messages, status, history, and indicators. Book a guided demo See platform Configurable channels • Protocol • Owners • Messages • Indicators Illustrative example: each protocol moves forward with status, authorized owners, and a history for responding to the requester. Module capabilities ## What the ombudsman channel software includes The module organizes report intake, internal handling, access governance, and follow-up indicators. ### Channels and protocol The company configures reporting spaces, receives submissions, and provides a tracking protocol. - Ombudsman spaces Configurable channels by purpose, responsible area, or service scope. - Submission with protocol Each report receives an identifier for lookup and follow-up without relying on parallel contacts. - Anonymous flow when configured Reports can be received without exposing personal data when that design is part of the company policy. - Abuse protection The public channel can use protection against automated submissions and usage limits. ### Case handling The responsible area follows status, priority, owners, messages, and case history. - Case list and filters Operational view to query cases by status, severity, priority, space, owner, and period. - Owner assignment Cases can be assigned to people or teams to avoid ownerless handling. - Status and priority Tracking of opening, triage, progress, closure, and case urgency. - Case messages Public and internal communication history to keep handling documented. ### Governance and security Permissions, audit trail, and controls help restrict access and preserve evidence. - Role-based permissions Separated access to view, configure, assign, handle, and close cases. - Response templates Templates help standardize replies and guide the responsible area. - History and evidence Messages, files, protocol, and actions stay associated with the case. - Audit trail Audit records help sustain integrity and flow control. ### Indicators and follow-up Leadership follows volume, priorities, and points that require action. - Module KPIs Executive indicators support reading case volume and progress. - Critical cases highlighted Severity and priority help direct attention to what cannot stall. - Deadlines and SLAs Deadline tracking helps maintain triage and response cadence. - Owner-based lookup Owner and team filters help distribute handling workload. Operational control ## What the company starts controlling day to day The gain is moving reports out of loose channels and placing protocol, owners, messages, and history in a governed flow. Define which reporting channels are available for the company. Provide a protocol so the person who submitted can follow handling. Assign people and teams to each case. Track status, priority, messages, and action history. Separate who can view, configure, assign, handle, and close cases. Use indicators to understand volume, urgency, and pending points. Connected to the rest of the platform ## The ombudsman channel should not become an operational island Reports need to connect with official communication, policies, organizational structure, and handling routines. ### Official communication Campaigns, policies, and guidance on channel usage can circulate in the company’s official environment. Learn more ### Human Resources HR, leadership, legal, or compliance teams can operate with defined roles and organizational context. Learn more ### Document Management Policies, codes of conduct, and procedures can remain available in the official repository. Learn more ### BPMS When handling requires more formal internal stages, processes can support operational routing. Learn more Best fit ## Where this module usually makes the most sense Good fit comes when the company needs a formal channel, protocol, access governance, and visibility over handling. ### Formal reporting channel When the company needs to receive reports with a protocol and clear follow-up. ### Compliance, HR, or legal When sensitive areas need to handle cases with restricted access and documented history. ### Multi-unit operations When different units, audiences, or owners need the same control flow. ### Governance and evidence When handling needs to leave a trail, owners, and follow-up criteria. FAQ ## What usually comes up in ombudsman channel conversations Objective questions to separate the software, the company’s operational channel, and governance responsibilities. Is this the channel to submit a report? No. Vindula provides the software so the company can configure and share its own reporting channel for employees or authorized audiences. Does the module support anonymous reports? Yes, when that design is configured for the channel. The company defines how reports are received, which data is requested, and who can follow cases. Who can access cases? Access depends on configured permissions and assignments. Operations can separate viewing, configuration, assignment, handling, and closure. How does a person follow a report? The submission generates a protocol for lookup. With it, the person can follow public case information and send messages when the flow allows it. Does the software replace the compliance policy? No. Vindula organizes the channel, protocol, owners, history, and indicators. The policy, investigation criteria, and decisions remain the company’s responsibility. ## Want to see how to structure the ombudsman channel in Vindula? The guided demo shows how to configure channels, permissions, owners, protocol, and follow-up according to your company design. Book a guided demo See platform modules