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Creating Records of Concern

Creating a record of concern is the first step in documenting safeguarding matters within Pigeonhole. This guide explains how to create comprehensive records with all necessary information.

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Who Can Create Records?

Any user can create records of concern to be actioned by the safeguarding leads/deputy safeguarding leads. Regular staff members should see the “Raise Concern” guide to report issues to DSLs.

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Creating a New Record of Concern

Managers, Safeguarding leads and Deputy Safeguarding leads can create a concern straight from the safeguarding list site profile

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Complete the Record Form

The create form includes several fields to comprehensively document the concern. site profile

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Form Fields Explained

Title (Required) - Provides a brief, clear headline for the concern Description (Required) - Detailed account of what happened, when, and who was involved Related Person - You must select either a child or a staff member that this concern relates to. Optionally leave this blank if its a concern relating to the whole setting.
You can only select one person - either a child OR a staff member, not both. If you try to select both, you’ll see an error message.
Linked Children (Optional) - Connect other children who are related to this concern (e.g. Primary concern is about Child A, but siblings Child B and C are also affected). Categories (Optional) - Classify the type of concern for reporting and tracking. You can select multiple categories if the concern fits more than one type. Categories helps with reporting and statistics and identifies patterns and trends. Status - All new records are created with status “Active”. The following are the status types available:
  • Active: Concern is ongoing and requires monitoring (default for new records)
  • Closed: Concern has been resolved and no further action needed
  • No Action Required: Concern noted for reference, but no action needed.
Attachments - Add supporting evidence or documentation

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Writing a good description

Guidelines:
  • Write clearly and accurately
  • Use simple, factual language that everyone can understand
  • Do not add opinions, feelings, or assumptions
  • Record the exact words spoken by the child or others (use quotation marks)
  • Use full names only—no nicknames or abbreviations
  • Include specific details: date, time, location, who was present
  • Describe what you saw, heard, or learned
  • Describe the child’s behavior, appearance, or demeanor
Good Example: 
On 15/01/2025 at approximately 10:30am during free play, I observed 
Tommy Smith (age 4) with a large bruise on his left forearm. The bruise 
was approximately 3cm in diameter and appeared fresh (purple/blue color).

When I asked Tommy "How did you get this bruise?", he said "My daddy 
grabbed me when I was naughty." I asked "When did this happen?" and he 
replied "Last night at home."

Tommy seemed withdrawn and quieter than usual. He avoided eye contact 
when discussing the bruise. Present during this conversation: myself 
(Sarah Jones) and my colleague Emma Brown who witnessed the bruise.
Poor Example: 
Tommy had a bruise. He said his dad did it. Seems suspicious.
What to Include:
  • Date and time
  • Location and context
  • Who was present
  • What you observed (physical marks, behavior, statements)
  • Exact quotes (in quotation marks)
  • Child’s demeanor and emotional state
  • Any immediate actions taken
What to Avoid:
  • Personal opinions (“I think…”, “I feel…”)
  • Assumptions (“probably”, “might have”)
  • Judgmental language (“bad”, “naughty”, “terrible”)
  • Vague descriptions (“sometime last week”, “a child”)

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Parent Communication

Record if and how parents were contacted about this concern This section helps track parent involvement and communication around safeguarding matters. Parent Contacted Switch Toggle this ON if:
  • You have spoken to the parent/guardian about this concern
  • The parent has been formally notified
  • You have had any communication with the parent regarding this matter
Leave it OFF if:
  • Parents have not yet been contacted
  • You plan to contact them later
  • The concern doesn’t require parent notification
Contact Date & Time (Required if Parent Contacted) - Record exactly when the contact occurred Contact Details (Required if Parent Contacted) - Document the nature of the communication. You can also add details of why a parent wasn’t contacted What to Include:
  • Method of contact: Phone call, in-person meeting, email, video call
  • Who you spoke to: Which parent/guardian
  • Key points discussed: What you told them, what they said
  • Their response: How they reacted, any concerns they raised
  • Actions agreed: What will happen next, follow-up arrangements
Important Considerations:
  • Do not contact parents if doing so could put the child at greater risk
  • Consult with senior DSL or local authority if you’re unsure whether to contact parents
  • For serious safeguarding concerns (e.g., allegations of abuse), you may need to contact authorities before contacting parents

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Saving the Record

Once you’ve completed all required fields:
  1. Review your entries for accuracy
  2. Check spelling and grammar
  3. Ensure all dates and times are correct
  4. Verify you’ve selected the correct person
  5. Click Create Record