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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.
Only users with the Safeguarding Lead or Deputy Safeguarding Lead role can create and edit actions. Managers can’t see safeguarding actions unless they also hold one of those roles.

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Adding a New Action

Actions can be added by clicking Add Action on the record of concern view page. You can keep adding actions while a concern is Awaiting sign-off, as it is still open. 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 while the concern is open (Active or Awaiting sign-off). If the concern is Closed or No Action, these fields are disabled with a message explaining that staff assignment is only available for open 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. Staff who are excluded from the child or colleague the concern is about can’t be assigned, and don’t see the action even if it is shared with all staff. Neither can the staff member a concern is about.
Each action card shows the staff notes and who they were shared with (Assigned to: All staff, the named staff, or No one), so you can see at a glance who has been asked to do what.
An action card with staff notes and "Assigned to: Anabel Ryan"

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Seeing Who Has Read an Action

When you assign an action to named staff, each name under Assigned to shows whether that person has read it. An action counts as read once it has appeared in their Safeguarding actions list, in the app or on the web.
  • Green tick: they have read the action. Hover over their name to see when.
  • Amber tick: they read an earlier version, but the staff notes have changed since. It turns green again once they have seen the new notes.
  • No tick: they haven’t seen it yet.
An action assigned to two staff: Morgan Hayes has a green tick showing "Read 3 Oct 2026, 11:49", Anabel Ryan has not read it yet
Only changes to the Staff Notes reset a read. Changing the date, categories, attachments or the list of assigned staff doesn’t, though anyone you newly add starts as unread.
Read status is only shown for staff assigned by name. Actions assigned to All staff don’t track who has read them, so assign by name when you need to know that particular people have seen the notes.
Read status is also included when you download or email the safeguarding history.
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.