Disciplinary Actions

Addon Required

This feature requires the Disciplinary Actions addon to be enabled. Go to Settings > Addons and enable Disciplinary Actions before using these features.

Disciplinary Actions provides a structured system for managing employee warnings, configuring warning types with escalation rules, processing appeals, and generating warning letters. This guide covers all features from the admin/HR perspective.

Warnings

Navigate to Disciplinary Actions > Warnings to manage employee warnings.

Viewing Warnings

The warnings list displays:

• Employee name
• Warning type and severity
• Issue date and effective date
• Subject
• Status
• Appealable flag

Creating a Warning

1. Click Add Warning
2. Fill in the required fields:
   • Employee: Select the employee
   • Warning Type: Choose from configured warning types
   • Issue Date: Date the warning is issued
   • Effective Date: Date the warning takes effect
   • Subject: Brief subject line
   • Reason: Detailed reason for the warning
   • Description: Full description of the incident or behavior
   • Improvement Required: What the employee needs to improve
   • Consequences: Consequences if improvement is not made
   • Is Appealable: Whether the employee can appeal this warning
   • HR Notes: Internal notes visible only to HR staff
3. Save the warning (saved as Draft)

Warning Statuses

Status	Description
Draft	Warning is created but not yet issued to the employee
Issued	Warning has been formally issued to the employee
Acknowledged	Employee has acknowledged receipt of the warning
Appealed	Employee has filed an appeal against the warning
Revoked	Warning has been revoked (e.g., after a successful appeal)

Issuing a Warning

After creating a warning in Draft status:

1. Review the warning details
2. Click Issue from the actions menu
3. The warning status changes to Issued and the employee is notified

Downloading a Warning Letter

Click Download Letter on any issued warning to generate and download a PDF version of the warning letter.

Employee Self-Service

Employees can view their own warnings through the My Warnings section. From there, employees can:

• View warning details
• Acknowledge receipt of a warning
• File an appeal (if the warning is marked as appealable)

Warning Types

Navigate to Disciplinary Actions > Warning Types to configure the types of warnings and their escalation rules.

Viewing Warning Types

The list shows all warning types with their severity, escalation settings, and active status.

Creating a Warning Type

1. Click Add Warning Type
2. Fill in the fields:
   • Name: Warning type name (e.g., "Verbal Warning", "Written Warning", "Final Warning")
   • Code: Unique code
   • Description: Description of when this warning type applies
   • Severity: Level of severity

Severity	Description
Verbal	Informal verbal warning
Written	Formal written warning
Final	Final warning before termination
Termination	Results in termination of employment

• Escalation Days: Number of days after which the warning escalates to the next level
• Next Warning Type: The warning type to escalate to (for automatic escalation chains)
• Requires Acknowledgment: Whether the employee must acknowledge this warning
• Acknowledgment Days: Number of days the employee has to acknowledge
• Allows Appeal: Whether employees can appeal this type of warning
• Appeal Days: Number of days within which an appeal must be filed
• Validity Days: How long the warning remains active on the employee's record
• Template Content: Template text for the warning letter
• Display Order: Position in lists
• Is Active: Whether this warning type is available for use

3. Save the warning type

Escalation Chains

You can set up automatic escalation chains by linking warning types together. For example: Verbal Warning (escalates after 30 days) -> Written Warning (escalates after 60 days) -> Final Warning -> Termination.

Appeals

Navigate to Disciplinary Actions > Appeals to manage warning appeals filed by employees.

Viewing Appeals

The appeals list shows:

• Employee name
• Related warning details
• Appeal reason
• Filing date
• Hearing date (if scheduled)
• Status

Appeal Statuses

Status	Description
Pending	Appeal has been filed and awaits review
Under Review	Appeal is being reviewed
Approved	Appeal has been approved (warning is revoked)
Rejected	Appeal has been denied (warning is upheld)
Withdrawn	Employee has withdrawn the appeal

Processing an Appeal

To review an appeal:

1. Click on the appeal to view its details, including the employee's statement and any supporting documents
2. Choose an action:
   • Approve: Approves the appeal and automatically revokes the associated warning
   • Reject: Rejects the appeal and upholds the warning

Scheduling a Hearing

For appeals that require a formal hearing:

1. Click Schedule Hearing from the actions menu
2. Set the Hearing Date and Hearing Location
3. Save the hearing details

Employee Filing an Appeal

Employees can file an appeal from the My Warnings section:

1. Open the warning they wish to appeal (must be marked as appealable)
2. Provide the Appeal Reason and Employee Statement
3. Upload any Supporting Documents
4. Submit the appeal

My Warnings

Navigate to Disciplinary Actions > My Warnings to access the employee self-service view for warnings.

This view is available to all employees and shows their personal warning history. From here, employees can:

• View all warnings issued to them
• Read warning details and HR notes
• Acknowledge warnings that require acknowledgment
• File appeals for warnings marked as appealable
• Download warning letters

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Next: Learn about HR Policies to manage company policies and acknowledgments, or continue to Learning Management for employee training courses.