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HR · Discipline back-end

Discipline — HR Desk

Supervisors and heads file incident reports from the shared form link (🔗 above). They land in your inbox below. Open one to confirm or change the action, then generate the official document — Verbal/Written Warning, or (for Final Written and above) a Notice to Explain first, then the Suspension/Termination after the explanation. Everything is saved to the 201 log, and prior offenses auto-count toward the next escalation. Documents use Times New Roman on the Laptap letterhead.

0 Incoming reports

Reports submitted from the form, newest first. Open one to review and decide — or start a fresh case below.

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1 The report

Opened from the inbox, or fill it in yourself. Edit anything before it prints.

Branch filter

Employee

Name on document

Job title

Branch / dept

Incident date

Time (optional)

Location (optional)

Facts of the incident

Witnesses (optional)

2 Confirm violation & action

The filer's suggestion is pre-selected. Adjust the article(s) and the action — your decision drives which document you can generate.

Prior same-level offenses on file

Highest level selected

Suggested action: —

Final action (confirm or change)

No NTE needed

3 Generate documents

Every field is editable before you download.

Action recommended (ticked on the report)

Recommended

“Others” text (optional)

Prepared by — name

Prepared by — title

Documentation of Verbal Warning

Opens the Granola app to a new note so you can record the talk. Afterwards, copy its notes into the box below. No app yet? granola.ai

Paste or drop the Granola notes / transcript of your talk, then “Draft from conversation”.

Brief description of offense / violation

Summary of discussion with employee

Expectations from the employee

Supervisor — name

Date

Written Warning

Reason for warning (violation of policy / unsatisfactory behavior)

Relevant company policy violated

Corrective action required

Consequences of failure to improve / correct behavior

Previous disciplinary action still valid on file (one per line, with date)

Date

Prepared by — name

Prepared by — title

Notice to Explain (memorandum)

Required before a Final Written Warning, Suspension or Dismissal. The employee gets 5 days to submit a written explanation.

From — name

From — title

Date

Add preventive suspension — for grave offenses / positions of trust while the investigation is ongoing (max 30 days).

Body — the facts & why an explanation is required

The 5-day demand, waiver clause and acknowledgment are added automatically.

Notice of Suspension (memorandum)

Issue after reviewing the employee's written explanation (Step 4).

From — name

From — title

Date

Days

Effective from

Effective to

Explanation submitted on

Grounds for the suspension

Include the “this is your final warning / further violation may be grounds for termination” paragraph.

Notice of Termination (memorandum)

Issue after due process (NTE + explanation reviewed).

From — name

From — title

Date

Effective (closing hours of)

Probationary — failure to qualify for regular employment.

Body — grounds & findings

Attendance / supporting list (optional, one item per line)

4 Explanation & final decision — for NTE cases

After the employee submits their written explanation, paste or upload it. The analysis weighs admission, remorse, justification and denial, then recommends the final action — which you confirm above before printing the final notice.

Drop the explanation file (.txt, .docx) here, or click to pick — or just paste below.

5 Save to the 201 log

Saving records the decision, moves the report out of the inbox, and lets prior offenses auto-count next time.

⏳ Cleansing period tracker

Per the Code of Conduct, a sanction stays active for a cleansing period of clean conduct — MINOR 90 days · MAJOR 180 days · SEVERE 270 days — before it clears. A same-category offense within the period escalates to the next level. (GRAVE = dismissal, no cleansing.) Counted from the decision date.

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Decided / past cases

No cases yet.

Signatory defaults & AI setup

Signatory names/titles pre-fill from company defaults and remember your edits on this computer. “Suggest article” / “Draft from conversation” / “Analyze explanation” use a built-in rule-based engine; when the Gemini Cloud Function URL is set in AI_URL, they upgrade to real AI automatically.