KalHR keeps each disciplinary case in one place, from the first report to the final decision: the employee's response, evidence, hearings, decisions, warnings and letters, with a complete audit trail. Disciplinary is under More → Disciplinary.
Before you start
On Disciplinary → Settings, check the defaults KalHR created for you and adjust them to your handbook:
| Tab | What it sets |
|---|---|
| Categories | Types of misconduct, each with a default severity, how long the employee has to respond, the recommended warning, and whether a hearing or approval is required |
| Warning levels | For example verbal, written, final written: their rank and how many months each stays active |
| Actions | The sanctions you can decide: warnings, suspension, performance improvement plan, termination recommendation and more, and which need approval |
| Templates | Letters and emails (queries, hearing invitations, warning, suspension and decision letters) with placeholders filled in automatically |
| Approvals | Who approves warnings and other sanctions, suspensions, and termination recommendations |
Disciplinary settings, open on the misconduct categories
Raise a case
- Open Disciplinary → Cases and select Raise case. You can also raise one from an employee's profile (Disciplinary tab) or from an attendance log.
- Choose the Employee and the Incident category. The severity defaults to the category's.
- Add the incident date, a case officer to handle it, a title, What happened, and any evidence.
- Select Create case, or tick Save as draft to keep it with HR until you're ready. Nothing is sent to the employee from a draft.
Work the case
Open a case from Disciplinary → Cases. The quick views (Open, Assigned to me, Awaiting response, Overdue, Awaiting approval) show what needs attention.
| Tab | Use it to |
|---|---|
| Overview | See the incident, the employee's record and the case's activity. Open case sends a draft |
| Conversation | Send the employee a formal query, ask for more information, or send a message, with a deadline to respond |
| Evidence | Upload evidence |
| Investigation | Keep internal notes and interview records the employee can't see |
| Hearing | Schedule a hearing, invite the employee, and record the outcome |
| Decision | Record the decision and any sanction, and issue warnings |
| Approvals | Follow sanctions that need approval |
| Documents | Letters and files, each shared with or hidden from the employee |
| Audit Trail | Every step, who took it and when |
Use Actions at the top to assign or change the case officer, take the case under review, mark it ready for a decision, escalate it, or close or cancel it.
Ask the employee to respond
On Conversation, choose Formal query (expects a response), Request more information, or Message (no response needed). Start from a template if you like, set when the employee must respond by, and send. The employee can reply from the KalHR app.
Hold a hearing
On Hearing, select Schedule hearing: the time, place or meeting link, the panel, the employee's representative and the allegations. Tick Send the employee an invitation letter to send it. Afterwards select Record outcome, add the findings, recommendations and minutes, and mark the hearing completed. This moves the case to Decision Pending. All hearings are also listed under Disciplinary → Hearings.
Record the decision
On Decision, select Record decision: the outcome (Upheld, Partially Upheld, Dismissed or Withdrawn), the action, the reason and the effective dates. If the action or category needs approval, the button reads Send for approval. If the case needs a hearing, you can't record a sanction until it's completed.
Select Issue warning to issue a warning, with an optional warning letter.
Warnings
Disciplinary → Warnings lists every warning: Active, Expiring in 30 days, Expired or Revoked. Warnings expire automatically at the end of their validity; they are never deleted. Revoke a warning from its case if it was issued in error.
Dashboard and reports
The disciplinary dashboard
Disciplinary → Dashboard shows open cases, cases awaiting a response, review or approval, upcoming hearings and active warnings, with charts by category, department and severity.
Disciplinary → Reports covers cases by department, category and severity, outcomes, average resolution time and repeat cases. Each exports to CSV.
Good to know
Line managers can raise cases about their own team, and follow them, from the KalHR employee app. Decisions and hearings stay with HR.
