1.) Configure Access Rights for Users

This interface allows administrators to configure role-based permissions for Administrators, Managers, and Employees. Each role is assigned specific access levels to ensure secure and efficient workflow management. Administrators can define permissions and enable features like "Employee Own Record", while managers and employees are granted access tailored to their responsibilities, supporting a controlled and organized disciplinary process.

Navigation : Settings → Users & Companies → Users

2.) Manage Disciplinary Categories

This interface allows Administrators and Managers to define and manage disciplinary categories within the organization. Categories such as attendance, behavior, policy violations, or termination can be created and customized to suit company policies. Proper categorization ensures disciplinary actions are organized, easy to track, and aligned with organizational standards, enabling efficient handling of employee-related issues.

Navigation : Employees → Disciplinary → Disciplinary Categories

3.) Create and Manage Disciplinary

This section enables Administrators and Managers to initiate and manage disciplinary actions for employees. New records can be created by selecting the employee, relevant category, and description of the case. All disciplinary actions are displayed in a structured list with details like category, status, and responsible person, allowing for clear tracking and streamlined case management.

Navigation : Employees → Disciplinary → Disciplinary

4.) Assign Disciplinary Action to Employee

This Form view allows Administrators and Managers to create a new disciplinary record by selecting the employee involved and defining key details. The responsible person can be chosen under the employee field, ensuring accountability and proper follow-up on the case. It also displays relevant contract information and department details, providing full context for the disciplinary process.

5.) Post a Disciplinary Action

This interface allows Administrators and Managers to finalize and post a newly created disciplinary action. Once all details, including employee, category, and description, are entered, clicking Post records the case and moves it from the draft stage to the next step in the disciplinary process. This ensures proper documentation and initiates the workflow for employee response and further actions.

6.) Disciplinary Response and Explanation

This interface is designed to collect and manage employee responses to disciplinary actions. Once a disciplinary case has been posted by the Administrator or Manager, it enters the "Waiting for Explanation" stage. Here, employees can view the disciplinary details, submit their explanations or justifications, and upload any supporting documents. Administrators and managers can then review these responses to decide on further actions.

7.) Employee Self-Access to Disciplinary Records

This interface allows employees to view and access only their own disciplinary records, ensuring privacy and secure handling of sensitive information. When the "Employee Own Record" permission is enabled, users like Marc Demo can see only their related entries, including category, status, and responsible manager, without visibility into other employees records. This helps maintain confidentiality while keeping employees informed of their case progress.

8.) Employee Explanation Submission

This view enables employees to submit their explanations or responses to a disciplinary case directly within the system. Once a case is in the "Waiting for Explanation" stage, the employee can review details like the disciplinary category, responsible person, and supporting documents before providing their input. Submitting an explanation ensures their perspective is documented and considered in the resolution process.

9.) Explanation Review Read-Only Mode

Once an employee submits their explanation, the disciplinary record enters the "Waiting for Action" stage. At this point, the explanation and related details become read-only, preventing any further edits or changes by the employee. This ensures the integrity of submitted information and allows managers or administrators to proceed with validation, further investigation, or resolution based on the documented response.

10.) Manager Access Configuration for Disciplinary Actions

This view enables administrators to configure user access rights, specifically assigning managers the authority to handle disciplinary cases. By enabling options such as "Employee Own Record" and granting the "Manage All Employees" role, managers gain permission to view, validate, and take necessary actions on disciplinary records. Proper configuration ensures that managers can act as the responsible persons for assigned cases while administrators retain overall control.

Navigation : Settings → Users & Companies → Users

11.) Manager Action & Validation

At this stage, the disciplinary case is assigned to the manager, who acts as the responsible person. The manager can now review the employees explanation and take appropriate action by adding remarks in the Action tab. They can then either Validate the disciplinary case or Close it, based on the review outcome. This step ensures managerial involvement in decision-making and proper documentation of actions taken.

Navigation : Employees → Disciplinary → Disciplinary

12.) Action Validation by Manager

Once the manager reviews the disciplinary details and enters the necessary actions, they proceed by clicking the Validate button. This action confirms the disciplinary decision and transitions the case status to Action Validated, indicating that the necessary measures have been approved and documented. This step ensures formal acknowledgment of the action and updates the workflow for further tracking or closure.

13.) Employee View of Disciplinary Action

Once the action is validated by the manager, regular employees can access the disciplinary record to review the action details and explanation. This transparent view allows employees to understand the decision, the reasons behind it, and any next steps required, promoting accountability and clarity in the workplace disciplinary process.

14.) Role-Based Access Control for Disciplinary Records

This feature implements strict role-based visibility and permissions for disciplinary records to ensure data security and relevance.
Admin users have full access to all records and can create, edit, validate, and close cases.
Managers can view and manage only the records where they are assigned as the Responsible Person, allowing them to validate or close cases related to their team.
Employees can only view records where they are listed in the Employee field, giving them read-only access to their own disciplinary actions.

15.) Disciplinary Categories Filter and Group Management

This section allows users to efficiently manage and organize disciplinary categories within the system. Users can create new categories and use the Filters to quickly narrow down records by category type or action type. Additionally, the Group By feature enables categorization of records based on specific criteria, such as category type, for easier navigation and reporting.

16.) Disciplinary Records Filter and Group Overview

This view provides a centralized list of all disciplinary records, enabling efficient monitoring and management. Users can apply Filters to quickly locate records based on status such as Draft, Waiting for Explanation, Waiting for Action, Action Validated, or Closed. The Group By options allow organizing data by key attributes like Employee, Department, Category, Responsible Person, or State, offering deeper insights and simplified tracking.