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.

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.

Adding a New Action

Actions can be added by clicking ‘Add Action’ on the record of concern view page.

Complete the Action Form

The action form includes several fields to document what was done.

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) - Record if an external agency was involved in this action

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

Staff Assignment

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

Good Example:

Please keep a close watch on Tommy during free play this week. We've had 
some concerns about his interactions with other children.

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

Editing Actions

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

Deleting Actions

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.