399 cases, 146 search operations, one shared platform: Missing People Sweden and Easy8

Introduction 

Missing People Sweden is a nationwide non-profit organisation that supports families and the Swedish Police in locating missing persons. Behind every search operation is a structured, almost entirely volunteer-driven organisation that handles cases from the first report through to case closure.

Missing People Sweden uses Easy8 for case management and documentation as well as for communication and information sharing between the National Operations Centre (Jouren) and the Local Incident Management Teams (LI). 

Every missing person report creates a case in Easy8, and the same case record is shared by the National Operations Centre and the Local Incident Management Teams across Sweden. The data recorded along the way also feeds the organisation’s monthly statistics and the annual summary submitted to the Swedish Police.

Lina Hansson, Board Member and dog handler

Previous state

A missing person case can involve family members, police contacts and local teams in different parts of the country, often under time pressure. Information has to stay complete and available as responsibility moves from the national level to the local team responsible for the search, and the organisation needs reliable data to follow up its work and report to the Police.

Before Easy8 was introduced, Missing People Sweden did not have a dedicated platform for case management, so there was no single shared record that followed a case from the first report through to case closure.

Why Easy8

Missing People Sweden needed one system that could hold a complete case record, connect national and local teams, control who sees what through permission levels, and turn day-to-day documentation into statistics without manual data collection. 

Easy8 combines the shared case record, a chronological activity feed, structured sub-activities, notifications and reporting in one platform.

Assignment and challenges

Expectations 

1. One consistent case record from the initial report through to case closure
2. Continuity when responsibility moves from the National Operations Centre to the local team
3. Communication between national and local teams within the case itself
4. Reliable monthly and annual statistics without repeatedly compiling data by hand

Requirements

1. Automatic case creation from the missing person report form on the organisation’s website
2. Swedish-language user interface
3. Permission levels adapted to individual roles and responsibilities
4. Email notifications that keep the relevant local team informed
5. Structured documentation of calls, tips, media contacts, photographs and search operations
6. Recording of contextual information (weather, wind, temperature) and case outcomes
7. Data extraction for monthly reports and the annual statistical summary

Solution

Implementation

Since going live on 1 January 2019, Easy8 has been continuously developed and adapted to the specific needs of Missing People Sweden, evolving step by step in close alignment with the organisation’s operational work.

Today Easy8 supports the full lifecycle of a missing person case:

1 - Report and automatic registration
When a family member submits a missing person report through the Missing People Sweden website, a new case is automatically created in Easy8.

2 - National Operations Centre (Jouren)
Volunteers at the National Operations Centre work in the case from the very beginning. They contact family members and the Police, gather information and connect the case to the appropriate Local Incident Management Team (LI) based on where the person was last seen. The local team receives automatic email notifications and authorised LI users can log in to follow the case.

3 - Handover to the Local Incident Management Team
Once initial processing is complete, responsibility is transferred to LI, which continues working in the same case. During a search operation, LI consists of three key roles: the Operations Commander (OC), the Administration Coordinator (AC) and the Ground Commander (GC).
Easy8 is a central working tool for the AC, who documents information, conversations, contacts and developments within the case.

4 - Shared activity feed and sub-activities
LI continuously records contacts with relatives, the Police and other parties, along with new information and case developments. The chronological activity feed serves both as the documented history of the case and as the communication channel between LI and the National Operations Centre.

5 - Closing the case
When the case ends, LI completes the final documentation, including outcome statistics and, when applicable, where and how the missing person was found. 

Lina Hansson, Board Member, in action with the search dog

Easy8 setup

Easy8 is configured around the missing person case as the central record:

• Web form integration – reports submitted on the website automatically create a new case
• Permission levels – access to information and functions is adapted to each role
• Email notifications – keep the local team informed while the National Operations Centre handles the case
• Dedicated tabs – organise case information, including weather, wind and temperature
• Sub-activities – capture tips, media and other external contacts, photographs and search-operation statistics
• Outcome fields – record statistics on how and where cases ended, used for national reporting

Deployment: Easy8 Private Cloud

Because missing person cases contain highly sensitive personal data, Missing People Sweden runs Easy8 in a Private Cloud hosted in an EU data centre. 

This gives the organisation a dedicated, secure environment without having to run its own servers, and the application is kept on current platform versions as part of the hosted service.

Training 

Missing People Sweden trains its Easy8 users internally. New members of the National Operations Centre (Jouren) are trained by designated internal instructors, and members of the Local Incident Management Teams – including Operations Commanders (OC), Administration Coordinators (AC) and Ground Commanders (GC) – are trained with the organisation’s own instructors and training materials. 

Users can also practise in a dedicated Easy8 demo environment. This combination of internal training, training materials and practical exercises helps prepare users to work with Easy8 in their respective roles.

Testing 

Missing People Sweden worked closely with Easy8 in preparation for go-live, with several meetings held before the system went live on 1 January 2019.

Evaluation

Easy8 helps the National Operations Centre and the Local Incident Management Teams maintain continuity when cases move between responsibilities. Because case information is already recorded in Easy8, monthly reports and the annual summary for the Swedish Police require relatively little manual processing.

Saving time in everyday case work

One of the main benefits of Easy8 for Missing People Sweden is that it saves time and makes work more efficient, particularly in case management, information sharing and statistical reporting. Because every report submitted through the website automatically creates a case, and the National Operations Centre (Jouren) and the Local Incident Management Teams (LI) work within the same case record, there is less need for manual information transfers and handovers are more efficient.

With all information, documentation and communication in one place, volunteers can quickly understand the current status of a case and which actions have already been taken. This is particularly valuable in time-sensitive missing person cases.

Easy8 has helped the organisation: 

• streamline administrative processes
• reduce duplicate work
• improve continuity between national and local teams

Each month, a designated person at the National Operations Centre extracts statistics from the platform, covering the number of cases, age groups, gender distribution, geographical distribution, search operations and volunteer hours. 

The reports are published on the organisation’s intranet and consolidated at year-end.

Missing People Sweden in 2025 (source: MPS duty statistics 2025):

• Roughly 37% of all cases (399 in total) escalated to a field search operation
• 25,219 operational hours and 3,444 volunteers taking part
• 1,825 incoming calls and a public appeal was issued in about 40% of cases

These figures describe Missing People Sweden’s operations and are not Easy8 performance indicators.

The most used functions

• Automatic case creation from the website report form
• Chronological activity feed for documentation and communication
• Tabs and sub-activities (tips, media contacts, photographs, search operations)
• Email notifications for local teams
• Role-based permission levels
• Data extraction for monthly and annual statistics

How the No. 1 Private WorkOps Platform helps

Missing People Sweden shows how a nationwide volunteer organisation can coordinate complex, time-critical work through dedicated people, clearly defined roles and a shared digital platform. From the first report to search operations, case closure and statistical reporting, Easy8 connects national and local teams in one place.

For Missing People Sweden, Easy8, the No. 1 Private WorkOps Platform, is used for case management, documentation and national operational reporting connecting the National Operations Centre and local teams in every case.

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