Raise a disciplinary query
Record misconduct, issue a query letter, and document the outcome formally.
Open Disciplinary Records
Go to HR & Payroll → Disciplinary tab. All open and closed disciplinary cases are listed here with their current stage.
Open a new case
Tap New Disciplinary Case. Search for and select the employee concerned. Enter a Case Title that summarises the allegation — this becomes the reference for all documents.
Describe the incident
In the Incident Details box, write a factual account: what happened, when, where, who witnessed it, and what policy or rule was broken. Be specific — vague descriptions make the case harder to defend.
Set the severity level
Pick a Severity: Minor (verbal warning), Moderate (written warning), Serious (final written warning or suspension), or Gross Misconduct (potential dismissal). Severity determines the process steps the system walks you through.
Issue a query letter
Tap Generate Query Letter. The system drafts a formal letter citing the allegation and asking the employee to respond within a set number of days (usually 5 working days). Review the letter, edit if needed, then tap Send to deliver it to the employee's email and staff portal.
Record the employee's response
When the employee responds (in writing or at a hearing), tap Add Response and paste or type their explanation. Upload any supporting documents they provided. This creates an auditable record of due process.
Schedule and record a hearing
For Moderate or above cases, tap Schedule Hearing. Set the date, time, and panel members. After the hearing, tap Record Outcome and summarise what was decided — Warning Issued, Suspension, Demotion, Termination, or Case Dismissed.
Issue the outcome letter and close
Tap Generate Outcome Letter to produce a formal notice of the decision. Once signed and delivered, tap Close Case. The record stays on file in the employee's profile and the Disciplinary tab for future reference.