# Disciplinary actions Issue and review warnings and appeals, and respond to warnings you receive. The Warnings screen lists every disciplinary warning in the system. From here you can filter and search the list, open a warning's details, work on drafts, and start the process of issuing a new warning. ## Steps 1. Open **Disciplinary Actions → Warnings** from the left menu. 2. Use the toolbar above the table to narrow the list (see below). 3. Click the view (eye) button on a row to open [a warning's details](https://czappstudio.com/docs/modules/disciplinary-actions#section-17). 4. To raise a new one, click **Issue Warning** — see [Issuing a warning](https://czappstudio.com/docs/modules/disciplinary-actions#section-11). ![Warnings: Filters (1), a warning's actions (2) and Issue Warning (3).](https://media.czappstudio.com/screens/docs/warnings/light-4a9c21a668-2880.webp) ## Filtering and searching The toolbar above the table has: - An **All Employees** picker to show warnings for one employee. - An **All Types** dropdown to filter by warning type. - An **All Statuses** dropdown with: **Issued**, **Acknowledged**, **Appealed**, **Appeal Approved**, **Appeal Rejected**, **Withdrawn**, **Expired**. - A **Search warnings...** box that matches the warning number, the reason text, the employee's name or code, and the warning type name. You can also sort by the **Warning No.**, **Issue Date**, and **Status** columns. ## Following up on a warning Check severity, expiry, and status before acting. A **Draft** can be edited or submitted for approval if you have permission. Open the warning to review acknowledgment and appeals. ## Tips - A warning isn't issued until it has gone through its approval workflow. New warnings start as a draft, then get submitted for approval — see [Issuing a warning](https://czappstudio.com/docs/modules/disciplinary-actions#section-11). - Use **Acknowledged** to find warnings employees have already acknowledged. ## Warning types Warning types are the categories you choose from when issuing a warning — for example, "Verbal Warning" or "Written Warning". Each type sets a severity, how long an employee has to appeal, and whether the employee must acknowledge the warning. ### Opening the page Open **Disciplinary Actions → Warning Types** from the left menu. ### Adding a warning type 1. On the **Warning Types** page, click **New Type**. The **New Warning Type** panel slides in from the right. 2. Fill in the form: - **Name** — required (for example, "Verbal Warning"). - **Description** — optional. - **Severity** — Low, Medium, High, or Critical. Required. - **Appeal Deadline (days)** — the appeal window in days (0–365). - **Requires employee acknowledgment** — tick this if employees must acknowledge warnings of this type. - **Active** — tick to make the type available when issuing warnings. 3. Click **Create**. ![Warning Types: choose New Type (1) to add one.](https://media.czappstudio.com/screens/docs/warning-types/light-8b4d735225-2880.webp) ### Editing a warning type 1. Click the edit (pencil) button on the row. 2. Update the fields in the **Edit Warning Type** panel. 3. Click **Update**. ### Deleting a warning type 1. Click the delete (trash) button on the row. 2. Confirm in the **Delete Warning Type?** dialog by clicking **Delete**. A type that's already used by existing warnings can't be deleted. If you no longer want it offered, set it to **Inactive** instead. ### Tips - The severity you set on the type is the severity that appears on every warning of that type. - Only **Active** types appear in the warning type picker when issuing a warning. ## Issuing a warning Use this to record a disciplinary warning for an employee. A warning is first created as a draft, then submitted for approval — once the approval workflow finishes, it's officially issued and the employee is notified. ### Steps 1. Open **Disciplinary Actions → Warnings** from the left menu. (You can also use **Issue Warning** from the quick-create menu.) 2. Click **Issue Warning**. The **Issue Warning** panel slides in from the right. 3. Fill in the form: - **Employee** — the person the warning is for. Required. - **Warning Type** — pick from the configured types; the type's severity is shown next to its name. Required. - **Issue Date** — the date of the warning. Required; it can't be in the past. - **Expiry Date** — optional date after which the warning lapses. It can't be in the past or before the issue date. - **Reason** — the reason for the warning. Required. - **Incident Details** — optional space to describe what happened in more detail. 4. Click **Save as Draft**. The warning is saved with **Draft** status; it isn't issued yet. 5. To put it forward for approval, find the draft in the warnings list and click the submit (send) button on its row — or open the draft for editing and click **Submit for Approval**. This runs it through the configured approval workflow. If the draft's issue date has passed, update it before submitting. ![Issue Warning panel: choose the employee (1) and warning type (2), then Save as Draft (3).](https://media.czappstudio.com/screens/docs/warning-form/light-4d9b88a216-2880.webp) ### After you finish - After saving, you're returned to the **Warnings** list with the new draft showing. - Issuing the warning runs it through the configured approval workflow; saving as a draft holds it until you're ready. - Once submitted, the status moves through approval; when the workflow approves it, the warning becomes **Issued** and the employee is notified. ### Editing a draft 1. On the **Warnings** list, find a row with **Draft** status and click the edit (pencil) button. 2. Update the fields in the **Edit Draft Warning** panel. 3. Click **Save as Draft** to keep editing later, or **Submit for Approval** to send it into the workflow now. ### Troubleshooting - **Submitting for approval is refused.** The approval workflow for warnings may be turned off. An admin can check it on **Approval workflows** — see [Approval workflows](https://czappstudio.com/docs/administration/approvals#section-10). - **You don't see the Issue Warning button.** You need the permission to issue warnings. ## Issuing warnings to several employees Issue a separate warning for each employee, even when several employees are involved in the same incident. Review each employee's reason and incident details before submitting their warning for approval. Follow [Issuing a warning](https://czappstudio.com/docs/modules/disciplinary-actions#section-11) for each employee. Each warning has its own approval workflow and acknowledgment history. ## A warning's details The warning detail page shows the full record of a single warning — what it was for, who issued it, whether the employee has acknowledged it, and any appeals that have been raised against it. ### Steps 1. Open **Disciplinary Actions → Warnings** from the left menu. 2. Click the view (eye) button on the warning you want to open. 3. Use the back arrow at the top to return to the warnings list. ### Reviewing the warning Check the reason, incident details, expiry, and acknowledgment. Review **Appeal History** for any decision, resolution notes, and reviewer. Use **Download Warning Letter** to save the letter. ### Tips - Use the **Appeal History** section to track whether an appeal is still pending or has been resolved. To act on appeals, go to [Appeals](https://czappstudio.com/docs/modules/disciplinary-actions#section-21). ## Appeals When an employee disagrees with a warning, they can appeal it. The Appeals screen lists every appeal so you can review the employee's case and decide the outcome. ### Steps 1. Open **Disciplinary Actions → Appeals** from the left menu. 2. Use the status filter and search box to find an appeal. 3. From the appeal's actions menu, choose **View** to read its details, or **Review** to decide it — see [Reviewing an appeal](https://czappstudio.com/docs/modules/disciplinary-actions#section-26). ### Filtering and searching - An **All Statuses** dropdown with: **Pending**, **Under Review**, **Approved**, **Rejected**, **Withdrawn**. - A **Search appeals...** box that matches the appeal reason, the employee's name or code, the warning number, and the warning type name. You can sort by **Appeal No.**, **Submitted**, and **Status**. ### Choosing an appeal to review Open an appeal to review the related warning and employee’s statement. **Review** is available for **Pending** or **Under Review** appeals if you have permission. ### Tips - Appeals you can still act on are in **Pending** or **Under Review** status. Once an appeal is **Approved** or **Rejected**, **View** shows the recorded resolution but you can't change it. - Filter on **Pending** to see appeals that haven't been looked at yet. ## Reviewing an appeal When an employee appeals a warning, you review their case and record a decision — approve the appeal (and choose what happens to the warning) or reject it. Your decision updates the warning's status and notifies the employee. ### Steps 1. Open **Disciplinary Actions → Appeals** from the left menu. 2. Find an appeal that's **Pending** or **Under Review** and choose **Review** from its actions menu. **View** opens the appeal read-only. The **Review Appeal** panel slides in from the right. 3. Read the employee's case — the panel shows the **Appeal Reason**, the **Employee Statement** if one was given, and any **Supporting Documents** they attached. 4. Choose a **Decision**: - **Approve Appeal** — you're upholding the employee's appeal. - **Reject Appeal** — the warning stands. 5. If you chose **Approve Appeal**, pick an **Outcome**: - **Upheld** — the appeal is upheld. - **Reduced** — the warning is reduced. Choosing this reveals a **New Warning Type** picker; select the lower-severity warning type to move the warning to. This is required. - **Dismissed** — the warning is dismissed. 6. Enter **Resolution Notes** explaining your decision. This is required. 7. Click **Submit Review**. ### After you finish - The appeal's status changes to **Approved** or **Rejected**, with the outcome and your notes recorded against it. - The warning's status updates accordingly — **Appeal Approved** or **Appeal Rejected** — and if you chose the **Reduced** outcome, the warning is switched to the new warning type you picked. - The employee is notified of the resolution. - The recorded resolution then shows on the appeal's details (via the view button) and in the warning's **Appeal History** — see [A warning's details](https://czappstudio.com/docs/modules/disciplinary-actions#section-17). ### Troubleshooting - **There's no Review button on the appeal.** You can only review appeals that are **Pending** or **Under Review**, and you need the permission to review appeals. - **Submit Review won't go through.** Resolution notes are mandatory, and if the outcome is **Reduced** you must also pick a new warning type. > **Note:** The Appeals screen goes straight from the list to the Review panel. There is no step for assigning an appeal to a specific reviewer before deciding it. ## Your warnings (employees) This page lists the warnings on your record so you can read them, download a copy, and acknowledge any that need a response. Open it from **My Warnings**. ### Following up Open a warning to read it, download the letter, or acknowledge it when required. Drafts and warnings still going through approval are not shown here. ### Steps 1. Go to **My Warnings**. 2. Use the **Status**, **From Date**, and **To Date** filters, or the **Search warnings...** box, to narrow the list. 3. On any row, use the actions: - The view icon opens [the warning's details](https://czappstudio.com/docs/modules/disciplinary-actions#section-34). - The document icon downloads the warning letter. - The check icon (shown only when a warning is **Issued** and needs a response) opens the **Acknowledge Warning** window — see [Acknowledging a warning](https://czappstudio.com/docs/modules/disciplinary-actions#section-38). 4. Use **View My Appeals** to switch to [your appeals](https://czappstudio.com/docs/modules/disciplinary-actions#section-42). ### Tips - A warning only shows the acknowledge action while its status is **Issued** and it requires acknowledgment. ## Viewing a warning you received This page shows the full details of a single warning, plus any appeals raised against it. Open it from [your warnings](https://czappstudio.com/docs/modules/disciplinary-actions#section-30) by selecting the view icon on a row. ### Responding to a warning Read the warning and use **Download Letter** to save a copy. **Acknowledge** is available when an issued warning needs a response. **Appeal** is available while the warning is **Issued**; see [Raising an appeal](https://czappstudio.com/docs/modules/disciplinary-actions#section-46). Review existing appeals for their status and decisions. ### Steps 1. Open **My Warnings** from the menu. 2. Click the **view** icon on the warning you want. 3. Read the warning information and description. 4. Use **Download Letter** if you want a copy. 5. If the warning is **Issued**, decide whether to [acknowledge it](https://czappstudio.com/docs/modules/disciplinary-actions#section-38) or [raise an appeal](https://czappstudio.com/docs/modules/disciplinary-actions#section-46). ### Tips - Acknowledging a warning closes off the option to appeal it, so review it carefully before choosing. ## Acknowledging a warning Acknowledging a warning confirms that you have read and understood it. You can do this from [your warnings](https://czappstudio.com/docs/modules/disciplinary-actions#section-30) list or from [the warning's details](https://czappstudio.com/docs/modules/disciplinary-actions#section-34). ### Steps 1. Open **My Warnings**, or open a warning's details page. 2. Select the acknowledge action — the check icon on a row, or the **Acknowledge** button on the details page. It only appears when the warning's status is **Issued** and it requires acknowledgment. 3. In the **Acknowledge Warning** window, optionally type a note in the **Comments (Optional)** box. 4. Select **Acknowledge**. ### After you finish After acknowledging, the warning's status changes to **Acknowledged**, and the acknowledged date and your comments appear on the warning's details page. ### Tips - Acknowledging a warning means you can no longer appeal it. If you want to contest the warning, [raise an appeal](https://czappstudio.com/docs/modules/disciplinary-actions#section-46) instead — both options are available while the warning is **Issued**. ## Your appeals This page lists the appeals you've raised against warnings, with their status and outcome. Open it from **My Appeals**. ### Tracking your appeal Check the status and, once decided, the outcome: **Warning Upheld**, **Warning Reduced**, or **Warning Revoked**. Open the appeal to read HR’s decision. ### Steps 1. Go to **My Appeals**. 2. Use the **Status**, **From Date**, and **To Date** filters, or the **Search appeals...** box, to narrow the list. 3. On any row, use the actions: - The view icon opens [the appeal's details](https://czappstudio.com/docs/modules/disciplinary-actions#section-50). - The X icon (shown only while the appeal is **Pending** or **Under Review**) starts a withdrawal — see [Withdrawing an appeal](https://czappstudio.com/docs/modules/disciplinary-actions#section-53). 4. Use **View My Warnings** to switch to [your warnings](https://czappstudio.com/docs/modules/disciplinary-actions#section-30). ### Tips - To raise a new appeal, open the warning you want to contest and use its **Appeal** button — see [Raising an appeal against a warning](https://czappstudio.com/docs/modules/disciplinary-actions#section-46). ## Raising an appeal against a warning If you disagree with a warning, you can submit an appeal for HR to review. You start an appeal from the warning itself. ### Steps 1. Open [the warning's details](https://czappstudio.com/docs/modules/disciplinary-actions#section-34) from **My Warnings**. 2. Select **Appeal**. (This is available while the warning is **Issued** and the appeal deadline hasn't passed.) 3. On the **Submit Appeal** page, review the **Warning Summary** — it shows the warning number, type, reason, and the **Appeal Deadline**. 4. Fill in the appeal form: - **Reason for Appeal** (required) — a brief description of why you're appealing. - **Your Statement** (required) — your detailed statement and any relevant context. - **Supporting Documents (Optional, max 5 files)** — use **Upload Files** to attach evidence. Accepted file types are PDF, JPG, JPEG, PNG, DOC, and DOCX. Use **Remove** next to a file to take it off. 5. Select **Submit Appeal**. To stop without submitting, select **Cancel**. ### After you finish After you submit, the appeal is created with status **Pending**, the warning's status changes to **Appealed**, and you're taken to [the appeal's details](https://czappstudio.com/docs/modules/disciplinary-actions#section-50). ### Tips - You can have only one active appeal per warning. - If the deadline to appeal has already passed, or an appeal is already in progress, you'll be sent back to the warning with a message explaining why. - Acknowledging a warning ends the option to appeal it, so don't acknowledge a warning you intend to contest. ## Viewing your appeal This page shows everything about a single appeal — what you submitted, its current status, and HR's decision once it's reviewed. Open it from [your appeals](https://czappstudio.com/docs/modules/disciplinary-actions#section-42) by selecting the view icon on a row, or from the linked appeal on a warning's details page. ### Reviewing the decision Read **Review Notes** and the outcome once HR has reviewed the appeal. If the warning was reduced, check the new warning type. You can withdraw an appeal while it is **Pending** or **Under Review**. ### Steps 1. Open [your appeals](https://czappstudio.com/docs/modules/disciplinary-actions#section-42) and select the view icon on the appeal you want. 2. Review the overview, your submitted text, and any review notes. 3. If the appeal is still **Pending** or **Under Review** and you no longer want to pursue it, use **Withdraw** — see [Withdrawing an appeal](https://czappstudio.com/docs/modules/disciplinary-actions#section-53). ## Withdrawing an appeal You can withdraw an appeal you've raised, as long as HR hasn't finished reviewing it. Do this from [your appeals](https://czappstudio.com/docs/modules/disciplinary-actions#section-42) list or from [the appeal's details](https://czappstudio.com/docs/modules/disciplinary-actions#section-50). ### Steps 1. Open **My Appeals**, or open an appeal's details page. 2. Select the withdraw action — the X icon on a row, or the **Withdraw** button on the details page. It's only available while the appeal's status is **Pending** or **Under Review**. 3. In the **Withdraw Appeal** confirmation window, select **Withdraw Appeal**. To keep the appeal, select **Cancel**. ### After you finish The appeal's status changes to **Withdrawn**. The related warning goes back to the status it had before you appealed, and any supporting documents you attached are removed. ### Tips - Withdrawing an appeal can't be undone. If you still want to contest the warning afterward, you'd need to raise a new appeal — and only if the warning is still appealable.