What's covered in this guide?
Warning Types
Written warnings are formal disciplinary actions taken by management and can be categorised based on their severity and purpose. Below are the common types of written warnings:
Verbal Warning:
A conversation between the supervisor and the employee about specific behaviour or performance issues. This is usually the first step and helps the employee understand what needs to change.
Written Warning:
A formal notice is given when an employee commits a serious infraction or doesn’t improve after a verbal warning. It details the issues, expectations for improvement, and possible consequences if the behaviour continues.
Final Written Warning:
Given when an employee has not improved after previous warnings. It serves as the last chance for the employee to correct their behaviour before facing potential termination or serious consequences.
Create a warning type
To create a new warning type:
Navigate to Warnings > Settings > Written Types
Click on Create new type
Type in the warning type
Select the '+' button to add it
Manage Written Warning Reasons
You can view and manage written warning reasons. Navigate to HR > Warnings > Settings > Reasons tab:
You will see a number of Warning Reasons that a pre-configured by Workforce. These are the options that can be selected when issuing a Written Warning.
You can add to this list as well as edit or remove any existing items to better suit your business. It's recommended that you take the time to review these items to make sure that they align with any policies that your business has in place.
Add a Warning Reason
To add a written warning reason:
Navigate to HR > Warnings > Settings > Reasons
Enter the new reason in the Create new reason field
Click the '+' button in the top-right corner of the Warning Reasons page to add it
Edit a Warning Reason
To edit a written warning reason:
Navigate to HR > Warnings > Settings > Reasons
Locate the specific warning reason you want to edit
Select the pencil icon to make changes
After editing, press Enter on your keyboard or click outside the box to save the changes
Delete a Warning Reason
To delete a written warning reason:
Navigate to HR > Warnings > Settings > Reasons
Locate the warning reason you want to delete
Select the bin icon to remove the reason
Important: Deleting a warning reason is permanent and cannot be undone.
Create Written Warning Templates
Once you've created a warning reason, you can find it under 'Templates,' where you'll have the option to click '+Add' and create a new template associated with that warning reason.
Use a template to prefill the warning description when issuing a new warning
When issuing a new warning, you can select a warning reason and check the box to automatically prefill the warning description from the configured template.
Once you select 'Create', you will be able to prefill the warning description template associated with that warning reason.
Edit a Warning Template
If at any time you need to edit the written warning template you can select the edit button on the right-hand side of the page:
This will take you to a page that allows you to edit the template which can be used to quickly create and send more formal/standardised written warnings.
When done select Update to save any changes made.
Manage your Warning Notification Settings
To manage your warning notification settings, go to Warnings > Settings > Notifications > '+ Add Notification' and select the position title to be notified when a warning is created. Employees in the selected positions will receive a notification whenever a warning is submitted.
To notify additional positions, you can click '+ Add Notification' and select a new position.
