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Managing Actions

Actions are the responses and interventions you take in relation to safeguarding concerns. This guide explains how to record, track, and manage actions effectively within Pigeonhole.

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What are Actions?

Actions are records of:
  • Steps taken to address a concern
  • Interventions implemented
  • Meetings held
  • Referrals made to external agencies
  • Follow-up observations
  • Support provided
  • Investigations conducted
  • Communication with parents or agencies
Every action is linked to a specific concern and helps build a complete timeline of your response.
Users with the safeguarding lead or deputy safeguarding lead permissions can create actions. Managers can view but not edit safeguarding actions.

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Adding a New Action

Actions can be added by clicking ‘Add Action’ on the record of concern view page. Add Action button on the record of concern page
Its important when creating actions to view the safeguarding history to enable you to make informed decisions around a child or staffs welfare.

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Complete the Action Form

The action form includes several fields to document what was done. Action form with fields for details and staff assignment

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Action Form Fields

Categories (Optional) - Classify the any additional categories that your action might cause the concern to now fall under. Select all that apply. For example, a meeting might also involve a referral. Action Taken (Required) - Detailed description of what was done Guidelines:
  • Be specific and factual
  • Include dates, times, and who was involved
  • Describe what happened and what was decided
  • Note any agreed follow-up steps
  • Record outcomes or results
Agency Involved (Optional) - Select from the Agency Involved dropdown if an external agency was involved in this action. The available options are Counsellor, Doctor, Educational Psychologist, Health Visitor, Police, and Social Care/Services. Action Date (Required) - Record when the action took place Attachments - Add supporting documentation or evidence What to Attach:
  • Meeting notes or minutes
  • Letters from agencies
  • Email correspondence
  • Reports or assessments
  • Photos or images
  • Forms or documentation
  • Signed agreements

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Staff Assignment

Staff Assignment and Staff Notes are only available when the concern’s status is Active. If the concern is Closed or No Action, these fields are disabled and you’ll see a message explaining that staff assignment is only available for Active concerns.
Staff assignment allows you to involve other staff members in the action and notify them of their responsibilities. Staff assigned actions appear on each staff members ‘Safeguarding actions’ list. They are also notified in the app, and also by email that a new action is available for them to view.
Assignment Options
Option 1: Assign to All Staff
  • All staff members can see this action
  • Everyone will see the staff notes
  • All staff receive notification
  • Useful for setting-wide awareness
Option 2: Assign to Specific Staff
  • Only selected staff see this action
  • Only they receive notifications
  • Only they see staff notes
  • More targeted responsibility
Staff Notes (Required When Assigning) - Instructions or information specifically for assigned staff
Staff will only be able to see the staff notes and the concern title when they have record of concern actions assigned to them.
Good Example:
What to Avoid:
  • Don’t include sensitive details about the concern
  • Don’t mention allegations or specific safeguarding issues
  • Don’t assume staff have background knowledge
  • Keep it professional and focused on their task

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Editing Actions

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How to Edit

  1. Open the concern details
  2. Find the action in the actions list
  3. Click the Edit icon (pencil)
  4. Modify the fields
  5. Click Update Action
Editing an existing safeguarding action

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Deleting Actions

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How to Delete

  1. Open the concern details
  2. Find the action
  3. Click the Delete icon (trash)
  4. Confirm deletion
Warning: Deleted actions cannot be recovered. Consider adding a new action to clarify or correct information instead.