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  and click 'Upload Image'.
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.