When you launch Spot Reporting to your organization, you'll want to send communications to everyone letting them know what Spot is, how it works, and where to find it. Below is a sample outreach message template you can use as a starting point to your communications.
Subject: Introducing Spot: Report inappropriate moments at work
[organization name] is now using Spot as another option to report inappropriate moments you experience or witness in the workplace. Spot is a chatbot you can use at any time or place convenient for you. You can keep the report you create with Spot private or submit it to [organization name]. You’re not required to say who you are, and your identity will not be revealed unless you choose to do so.
No human will see your chat with Spot unless you decide to share what happened with [organization name].
If [organization name] has follow-up questions about what you report and you choose to remain anonymous, Spot can ask you those questions without revealing your identity. [organization name] will respond to your report as soon as possible but no later than 10 business days after receipt, per our agreement with Spot.
If you feel you've experienced an inappropriate moment, we encourage you to consider Spot as one of many options available to you for reporting. To access Spot, use this link:
[link] (You can find your unique URL on the Outreach tab in the dashboard)
[organization name] respects your privacy and anonymity. [organization name] will not track your usage of Spot nor will they monitor IP addresses. Your email will never be shared unless you choose to share it with [organization name]. The Spot team doesn’t monitor any of this information either.
Addressing inappropriate moments at work helps us continue to make [organization name] a special place.If you have any questions about Spot, please use the contact methods below:
[organization name]: [Insert a contact email or phone number]
Spot team: firstname.lastname@example.org