Create, manage, and track disciplinary records

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

1. Log in to Employment Hero. 
2. Navigate to Settings > Security Roles
3. Select the Security Role you want to update, or create a new one.
4. 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.
5. Assign the Security Role to the relevant manager(s) or users.
6. Once a Security Role containing a disciplinary permission has been assigned, that user can access records according to the permission level granted.

Once a Security Role containing a disciplinary permission has been assigned, that user can access records according to the permission level granted. See this process and more information here.

Admins, Owners, and Managers can view all disciplinary matters for an employee in one place under the Performance tab group.

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.

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 in 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.

Admins and Managers can edit open disciplinary records to update details and record the outcome of the matter.

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.

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.

Automatic email notifications are sent to both the employee and the employer when key actions occur. Employer notifications are sent to Admins and to users with custom permissions to the employee file for disciplinary actions. 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

Published, resolved, or expired records can only be archived, not permanently deleted. Archiving hides the record but allows it to be restored if needed.

Once a draft is deleted, it cannot be restored through the user interface.

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 you need.
5. On the Employee File, scroll down to Performance. 
6. Click on the Disciplinary Record tab.
7. Find the draft disciplinary record you want to delete.
8. Click the three dots button (...) for the record you need.
9. Click Delete.
10. In the confirmation dialogue, click Confirm to proceed.
11. The draft record will be removed from the list, and a success message will appear.

Archiving hides the record from the default list but keeps it available for future reference or restoration.

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 you need.
5. On the Employee File, scroll down to Performance. 
6. Click on the Disciplinary Record tab.
7. Find the published, resolved, or expired disciplinary record you want to archive.
8. Click the three dots button (...) for the record you need.
9. Click Archive.
10. Review the confirmation message explaining that the record will be hidden but can be restored later.
11. Click Confirm to archive the record. The record will be removed from the default list, and a success message will appear.

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 you need.
5. On the Employee File, scroll down to Performance. 
6. Click on the Disciplinary Record tab.
7. Use the status filter at the top of the record list and select Archived to view archived records.
8. To restore a record (if you have MODIFY access or are an Admin/Owner), click the three dots button (...) next to the archived record.
9. Click Restore and confirm your choice. The record will return to its previous status and reappear in the default list.

• Admins and Owners can delete any draft and archive any published record.
• Employees with DELETE access can delete any draft within their scope.
• Employees with MODIFY access can delete their own drafts and archive published records within their scope.
• Employees with VIEW access can only view records, including archived ones.

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