Disciplinary Records — AU, UK & NZ

HR teams in Australia, the United Kingdom, and New Zealand can create, manage, and track employee disciplinary matters directly in the employee file, using terminology and process steps aligned to local employment law. Employees can view their own records and submit written feedback while a matter is open. Following the Disciplinary Manager Access Cutover, managers no longer have default access to disciplinary records — access is now controlled via the 'Disciplinary Cases' employee permission, which Admins and Owners can assign as needed.

This article explains how to:

• Getting started
• Updating records and managing feedback
• Manager access to disciplinary records
• Further information
• Explore related content

Getting started

How to create a Disciplinary Record in the Employee File

Admins and Owners can view and create disciplinary records for an employee under the Performance tab group.

Important — Manager access is no longer automatic
Managers no longer have default access to Disciplinary Records. Before a manager or other non-Admin/Owner user can view, create, or edit disciplinary records, an Admin must assign them a Security Role that includes a VIEW or MODIFY disciplinary permission. See Prerequisites below for setup instructions.

Prerequisites

Before managers or other non-Admin/Owner users can access Disciplinary Records, complete the following steps:

1. Navigate to Settings > Security Roles.
2. Select the Security Role you want to update, or create a new one.
3. Locate the Disciplinary Records permissions section and enable the relevant permission(s):
   • VIEW — allows the user to read disciplinary records.
   • MODIFY — allows the user to create and edit disciplinary records.
4. Assign the Security Role to the relevant manager(s) or users.

Once a Security Role containing a disciplinary permission has been assigned, that user can access records according to the permission level granted.

Creating a Disciplinary Record

1. Log in to Employment Hero.
2. Click on People on the left-hand side menu navigation.
3. Click on People list.
4. Select the employee with whom you want to begin disciplinary action.
5. On the Employee File, scroll down to Performance.
6. Click on the Disciplinary Record tab.
7. Click on Create Disciplinary.
8. Add the following details:
   • Incident
   • Date of incident
   • Description
   • What steps were taken?
   • Outcome
   • Disciplinary attachments (optional).
9. Click on Save as Draft or Publish.

Helpful Hint
Managers can create a disciplinary record only if they have been granted a MODIFY (or equivalent) CSS permission via Security Roles. Employees can also access this tab from their own file, but will only see records that have been published.

Updating records and recording outcomes

Admins and Owners can edit open disciplinary records at any time. Managers and other users can edit records only if they have been explicitly granted a MODIFY permission for Disciplinary Records via Security Roles. A VIEW permission alone does not allow editing.

What employees can see

Employees can view their own published disciplinary records, including all detail fields. Draft records are not visible to employees.

1. The employee navigates to their own Employee File and opens the Performance tab group.
2. They then select the Disciplinary record tab.
3. Only published records are displayed — drafts remain hidden until an admin or owner publishes them.

Updating records and managing feedback

How to update a record and record the outcome

Admins and Owners can edit open disciplinary records to update details and record the outcome of the matter. Managers and other users can edit records only if they have been explicitly granted a MODIFY permission for Disciplinary Records via Security Roles.

1. Open the disciplinary record from the Disciplinary record tab.
2. Update any fields as needed. In the Outcome dropdown, select the appropriate result: No action taken, Verbal warning, Written warning, Final warning, First and final written warning, Demotion, Summary dismissal, or Termination of employment.
3. To close the matter, change the status to Resolved and save. A confirmation prompt will appear before the change is applied.

Note: Records marked as Resolved or Expired are locked and cannot be edited further. The Appeal Status field is not shown for AU or NZ records.

How employees submit feedback on a disciplinary record

Employees can submit written feedback and file attachments on any open disciplinary record.

1. The employee opens the published disciplinary record from their file.
2. They click Add feedback.
3. In the Add feedback panel, they upload one or more files using the Attach your feedback field and click Save.
4. The employer receives a notification, and the uploaded files appear in the Employee Feedback attachments section of the record.

Note: Employees cannot submit feedback on records that have been marked as Resolved or Expired.

Email notifications

Automatic email notifications are sent to both the employee and the employer when key actions occur. All notifications use AU/NZ terminology (e.g. "disciplinary record" and "feedback" rather than UK-specific terms).

• Record shared with employee: Employee receives "A new disciplinary record has been shared with you"
• Feedback submitted: Employee receives confirmation; employer is notified
• Feedback updated: Employee receives confirmation; employer is notified
• Feedback removed: Employee receives confirmation; employer is notified

Manager access to disciplinary records

From the Disciplinary Manager Access Cutover release, managers no longer have automatic access to disciplinary records. Access is now granted explicitly through Security Roles and is available to organisations in AU, NZ, and UK on all subscription plans.

How access works after the cutover

Previously, users with the Manager role could view and interact with disciplinary records by default. This default access has been removed. The table below shows what each permission level allows:

Admins and Owners retain full access to disciplinary records without any additional configuration.

Prerequisite: configure CSS permissions before the cutover applies

Before managers or other non-Admin/Owner users can access disciplinary records, an Admin must assign them a Security Role that includes a VIEW or MODIFY disciplinary permission. Complete this setup proactively — during the three-week awareness window — so that managers do not lose access unexpectedly on the cutover date.

1. Navigate to Settings › Security Roles.
2. Select the Security Role you want to update, or click Add Security Role to create a new one.
3. Scroll to the Disciplinary Records permissions section.
4. Toggle on the appropriate permission — VIEW or MODIFY — based on the level of access the role requires.
   • Grant VIEW if the role should read records only.
   • Grant MODIFY if the role should create or edit records and record outcomes.
5. Click Save.
6. Nav...