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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

Safeguarding Leads and deputies can create a concern straight from the safeguarding list by clicking Add Record of Concern. Everyone else, managers included, raises concerns from My Safeguarding Actions. See Raising a Safeguarding Concern.
The Add Record of Concern button on the safeguarding list page

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Complete the Record Form

The create form includes several fields to comprehensively document the concern.
The Create Record of Concern form with Title, Description, Categories, Related Person, Linked Children, Attachments and Parent Communication

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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 - Every new record starts as Active. You can’t choose a status when raising a concern. Closing it later goes through sign-off, so your setting’s rules always apply. 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:
Poor Example:
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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Signing the Record

If your Safeguarding Leads have turned on Require a signature when raising a concern, a Your signature box appears at the bottom of the form.
  1. Sign in the box with your mouse, finger or stylus. If you have a saved signature, click Use my signature instead.
  2. Type your full name underneath.
The Add Record of Concern form with the Your signature section highlighted, showing a drawn signature and the name Anabel Ryan
You can’t create the record until you have signed and entered your name. Your signature is shown on the concern as Raised by and is included in the safeguarding history.

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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. Sign the record, if your setting asks for a signature
  6. Click Create Record
Your Safeguarding Leads and deputies are emailed when a new concern is raised, unless they have been excluded from the child or colleague the concern is about. A member of staff is never alerted about, and never sees, a concern about themselves.