What's covered in this guide?:
Note: This feature is available to users with the Workforce HR add-on enabled.
Warnings
Warnings are formal records issued to employees in response to policy breaches, misconduct, or performance issues. They serve as part of a company’s disciplinary process and can include corrective actions and formal communication with the employee.
The Warnings feature in Workforce allows HR teams and managers to:
Create standardized or custom warnings
Notify relevant stakeholders
Attach supporting documentation
Track acknowledgment from employees
Access Warnings
To access warnings:
Ensure the Workforce HR add-on is enabled.
Navigate to: HR > Warnings
Warning Templates
Warning templates allow you to streamline the process of issuing warnings by pre-configuring key details.
To create or manage templates:
Go to HR > Warnings > Warning Templates
Click + Create Warning Template
Create a Warning Template
1. Notifications
Decide who is notified when a warning is issued:
Select how many levels up the org chart should be notified.
Choose specific Position Titles (e.g., Managers, Payroll Officers, Admins).
Only users with permission to view the warning will receive notifications.
2. Issuers
Control who can issue the warning:
Select which Position Titles are allowed to issue this warning.
Leave blank to allow all managers and admins to issue it.
3. Visibility
Determine who can see the warning:
Choose whether all managers of the employee can view the warning.
Or limit visibility to specific Position Titles.
Warnings are not visible to employees until they are officially issued.
4. Warning Letter (Optional)
Attach a predefined warning letter (configured in the Warning Letters section).
The letter is sent to the employee via email once the warning is issued.
Issue a Warning
Once a warning template is created, you'll see an Issue button next to it.
To issue a warning:
Select the employee
Enter the warning details:
Date
Internal Notes (not visible to the employee)
Letter to Employee
Attach supporting files (if needed)
After issuing:
The warning will appear in the Warnings section
Status: Issued
Once the employee acknowledges it in their app, the status will update to Acknowledged.
Warning Letters
Create and manage warning letters separately in HR > Warnings > Warning Letters. These can be attached to templates and automatically sent when a warning is issued.
Permissions Overview
Permissions can be customized at the role level:
Employees: Can view and acknowledge warnings issued to them.
Managers: Can create, view, and manage warnings (based on template permissions).
Admins: Full access to warnings, templates, letters, and permission settings.
To adjust access:
Go to Settings > All Settings > Permissions > Show Advanced Settings > Customise Access & Roles
Warning Reports
To track warnings issued:
Navigate to Reports > All Reports > HR > Warnings Report
This report provides a comprehensive view of all warnings issued across the organization.
