Step 1 - By default, the following document templates are available in the system:
Verbal Warning Record – Use this template to document initial verbal warnings issued to an employee.
First Written Warning – Use this template for the first formal written warning after repeated issues or serious incidents.
Final Written Warning – Use this template for the final formal warning before further disciplinary action may be taken.
How to Create a New Disciplinary Document Template
Step 2 - To add a new Document template, click on the "Add Document template" button located top right corner of the screen. Upon clicking, the following screen will appear.
Step 3 - Complete the following fields and sections and click on the "Save" button.
| Field | Description |
| Name | Name of the Document Template |
| Description | Description of the template |
| Select Token | A token is the data field in the employee profile. Place the cursor in the text area where you want the token placed and select the token from the drop-down list. |
| Text Area | Add the body of the template. Use the WYSIWYG editor to style and format the document. |
| Image | Click the ‘Image’ button to add an image to the document or click the toggle toolbar |
| Paper size | Set the paper size. (A4, A3, Etc.) |
| Margins | If you leave these 4 fields blank, by default the margins will be set at 10mm. You can override them by specifying values to the fields. |
Tip: Ensure all required fields and tokens are correctly set before saving to avoid missing information in generated documents.
How to Edit or Delete a Disciplinary Document Template
Step 4 - To edit a document Template, select a Template: Click on the document template you want to edit.
Edit Template Details:
Template Name: Update the name of the template.
Description: Modify the description to reflect its purpose.
Customize Template Content:
Add Tokens: Insert tokens to automatically populate dynamic data (e.g., employee name, date of incident).
Adjust Page Settings: Change the page size according to your document requirements.
Once edits are complete, save the template to apply the changes.
This is a sample of a verbal warning letter.
Step 5- To delete a template, click on the three dots located at the top-right corner of the template, then select “Delete.”
Step 6- A confirmation message will appear; click “Yes, Delete” to confirm the action.