Give and record a warning

Warnings form the disciplinary log on each person's file. The person sees their own warnings and confirms they received them.

Before you start

• You need Manage HR (files, documents, leave). Users with See HR files only cannot see warnings at all.
• So that the person can acknowledge it, give them a personal link. See Give each person their own HR page.

Steps

1. Open HR → People and select Open file on the person's card.
2. Go to Warnings.
3. Pick the Level: verbal, written or final.
4. Set the Date it happened.
5. Describe it under What happened.
6. Select Add a warning.
7. To give the person a printed copy, select Print as a letter. The warning becomes a numbered letter in the register, and Open the letter shows it for printing.

What the person sees

The person sees the warning on the page of their personal link and selects I acknowledge receipt, adding a comment if they wish. The file then shows Acknowledged with the date; until then it shows Not acknowledged yet.

Good to know

• The file's log of notes gets a dated line for each warning, but not the text. The text stays in the warnings list, which only users with Manage HR can open. Each look at the list is written to the activity log.
• A warning is printed as a letter once. The letter's wording comes from the Warning letter template, which you can change. See Write letters and certificates.
• If a warning was given in error, select Void. It disappears from the person's page and is marked Voided on the file; the log keeps its line.
• The wording of the templates is yours to change and is not legal advice. Check your country's labour law on how warnings must be given.
• Removing a leaver's personal data blanks the warnings' text and replaces the name.