Disciplinary actions in KAMI let you formally record a warning or offence against an employee, attach the supporting document, optionally suspend leave accrual, and notify the employee automatically. This is sensitive, confidential data — access is tightly controlled. Written for HR admins.
Before you start
- You can issue an action from two places: the Disciplinary Actions report under My Team → Reports, or the Disciplinary Actions card on an employee's profile (Employment tab). Both open the same dialog.
- Discipline types are set up once under My Team → Settings → Discipline Types.
- Issuing an action needs the Employment write right (
EMPLOYMENT_INFO_DETAILS) — without it the Add action button does not appear at all. Because disciplinary records are confidential, viewing them also needs the Confidential Documents access right (EMPLOYEE_MODAL_CONFIDENTIAL_DOCUMENTS). Setting up discipline types needsSETTINGS_DISCIPLINE_TYPE. - Employees can see their own disciplinary records, but not anyone else's.
Step 1 — Set up your discipline types (once)
Before you can issue an action, your company needs discipline types defined (e.g. "Tardiness", "Absence without leave", "Misconduct").
- Go to My Team → Settings → Discipline Types and choose Add New.
- Give the type a Name, and pick its Type from your company's configured disciplinary categories.
- Set a Validity (days) — how long the action stays active against the employee.
- Optionally link a Template, so issuing this type generates a standard document automatically.
💡 Best practice: keep your discipline types aligned with the categories in your employee handbook, so the record maps cleanly to your policy.
Step 2 — Issue a disciplinary action
Open My Team → Reports → Disciplinary Actions and choose Add action (or use the Add action button on the employee's profile, under Employment → Disciplinary Actions).
The dialog asks for:
| Field | What it does |
|---|---|
| Employee | Who the action is against. Pre-filled when you start from a profile. |
| Discipline Type | One of the types you set up in Step 1. |
| Offense Level and Warning Level | The severity and the stage — e.g. first, second, final warning. Both come from your company's country configuration, not free text. |
| Reference Date | The date of the incident or the notice. |
| Start Date and End Date | The period the action applies for. |
| Remarks | What happened. This is the record people read later. |
| Leave suspension | Turn on to suspend leave accrual for the action's period. |
| Disciplinary Notice / Disciplinary Letter | Attach the supporting documents — the NTE and the decision. |
KAMI records who issued the action and when it was created automatically; you do not set those.
What happens next
- The employee is emailed automatically — but only if their profile is active. The email shows the warning/offence level and attaches the generated document if one is linked. Deactivated employees are not emailed.
- The employee shows an "Under disciplinary" badge in the My Team list for the duration of the action.
- If you enabled leave suspension, the record shows "Suspended for this period" instead of "Continues to accrue", and the employee stops accruing leave for those dates.
- The action is stored as a confidential record — only people with confidential-document access can see it.
Reading the Disciplinary Actions report
The report is where you see the pattern rather than the individual case. Pick a Period (a preset, or a custom From/To range) and it summarises:
| What it tells you | |
|---|---|
| Employees involved | How many people have an action in the period, and how many of those have more than one |
| At final warning | People whose next step is termination — the number to look at first |
| Suspensions | How many actions suspended leave accrual |
| Most common | The discipline type you are issuing most |
Below that, every action is listed with its type, offence, warning level, reference date, who issued it, when it was recorded, the remarks, and the disciplinary period and its length. You can filter by Types and by Escalation — single action versus repeat — which is the fastest way to separate a one-off from a pattern.
Open any row for the full detail, including whether leave accrual was suspended. Where an employee has reached the top of your warning ladder, the detail says so explicitly: "This employee is at [level] — next step is termination."
Rules and things to watch
- Disciplinary records are confidential. Even users who can otherwise manage employees can't see disciplinary actions without the confidential-documents right. Grant it deliberately.
- The employee email only sends to active employees. If you log an action against someone already deactivated, no email goes out.
- The "Under disciplinary" badge is time-bound. It shows only while today falls within the action's start–end dates. After the end date (or validity period) it clears automatically.
- Warning and offence levels are country-specific. The available levels come from your company's country configuration, not a free-text field.
- "At final warning" is a prompt, not an instruction. KAMI tells you someone has reached the last stage of your ladder; the decision, and the process around it, remain yours.
- Disciplinary actions can also be bulk-imported (import type Disciplinary Action), which needs the same confidential-documents right. See Bulk data import.
Troubleshooting / FAQ
Q: The Add action button isn't there. Issuing an action needs the Employment write right. KAMI hides the button rather than disabling it, so a missing button means a missing right.
Q: A manager says they can't see an employee's disciplinary record. Disciplinary records are confidential. The manager needs the Confidential Documents access right on top of their normal employee-management rights.
Q: I issued an action but the employee didn't get an email. The automatic email only sends if the employee's profile is active. Check their status.
Q: The "Under disciplinary" flag disappeared — was the record deleted? No. The badge only shows while today is within the action's date range (or validity period). The record is still there; open the employee's disciplinary history, or the report, to see it.