Incident / Discipline Tracking Guide (New UI)

Follow
  • Select the ‘Menu’  button in the top left
  • Select the my Team icon then navigate to HR > HR Maintenance > Incidents  
  • Select the Add New button
  • Select the employee and enter the incident type
  • Complete the Incident Info section

a. Incident Name: The name of the incident will auto-populate with the incident type and employee name.  This can be modified if desired.

b. Violation: Select the specific violation associated with the incident. Additional Violations can be added by clicking on the hyperlink  

c. Workers Claim: Select the workers claim the incident is associated with (if applicable).  This field will only be available if the incident type can be associated with a workers claim.  The claim must be created in the system before it can be attached to an incident.

d. Incident Date: Enter the date and time the incident occurred (if applicable)

e. Report Date: Enter the date and time the incident was reported (if applicable)

f. Status: Select the status of the incident

g. Priority: Select the priority of the incident

h. Description:  Enter a detailed description of the incident.  This will be on the incident report that can be downloaded for the employee/reviewer signatures.

  • Press
  • Enter any comments from the initiator, supervisor, reporter or witnesses

 

  • Additional notes can be added with the notes button                  

 

Incident Form / Delivery to the Employee

a. Upload Document: Upload any supporting documents, including the signed incident form, if applicable

b. Download PDF: The incident form can be downloaded and printed for delivery to the employee

 

 

Incident Resolution

  • a. Target Date: Enter the target date for resolving the incident
  • b. Resolved Date: Enter the actual date of resolution
  • c. Resolution: Select from the available resolution types as configured in your HR Setup, additional Resolutions can be added by clicking on the hyperlink
  • d. Details: Enter any details on the resolution of the incident.
  • When the incident is completely resolved, select the  Close Incident button and enter a closing date. If your incident goes through a workflow, select

 

Maintaining Incident Types, Violations and Resolutions

  • Incident Types
    • Go to Admin > Company Settings > HR Setup > Incidents > Incident Types
    • Select the incident type you want to modify, or select  to create a new type

 

  • a. Name: Assign a name to the incident type
  • b. Active: Check this box to make the incident type available to assign
  • c. Description: Enter a detailed description of the incident type
  • d. Incident Visible: Select the people who should be able to view the incident
  • e. Comments Visible: Select whether comments are visible to the admin and manager, or admin only
  • f. Comments Editable: Select who is able to edit comments
  • g. Comments Anonymity: Select whether the comments can be anonymous to the employee and/or manager
  • h. Incident Types Workflow (will only show if this has been enabled on the admin. level): Select the workflow that should apply when this incident type is selected.
  • i. Settings: Select the items that should be attached with this particular incident type.
    • Points: Allows points to be attached, if they are configured for your company
    • Resolution: Allows for a specific resolution to be attached, such as a suspension, promotion, etc.
    • Signatures:  Allows for signature dates to be entered if the employee is required to sign documentation on the incident
    • Violation:  Allows for a specific violation to be attached, such as a section of the employee handbook
    • Workers Claim:  Allows for a workers claim to be attached to the incident.  The workers claim must be created in the system before it can be attached to an incident.

 

  • Violations
    • Go to Admin > Company Settings > HR Setup > Incidents > Violations
    • Select the violation you want to modify, or select  to create a new type

 

  • Enter a name and description for the violation.  This should be the specific policy or rule that was violated. (i.e., Drug/Alcohol Policy, Safety Policy, etc.)             
  • Resolutions
    • Go to Admin > Company Settings > HR Setup > Incidents > Resolutions
    • Select the resolution you want to modify, or select  to create a new type
    • Enter a name and description for the resolution. (i.e., Suspension, Termination, etc.)

                                     

Once saved, all active incident types, violations and resolutions will be available to select when assigning a new incident to an employee.