This help guide will detail how to configure and manage your written warning settings. For an overview of written warnings in Tanda, see this help guide. You can access the settings discussed by navigating to HR > Warnings.
Note: This feature is available for users on the Tanda HR plan.
What does this guide cover?
Warning Types
Written warnings are formal disciplinary actions taken by management. These can be categorised based on their severity and purpose. Below are the common written warning types:
Verbal Warning:
A conversation between a supervisor and an employee about specific behaviour or performance issues. This warning is usually the first step and helps the employee understand what needs to change.
Written Warning:
A formal notice is given when an employee commits a serious infraction, or their behaviour doesn’t improve after a verbal warning. It details the issues, expectations for improvement, and possible consequences if the behaviour continues.
Final Written Warning:
This warning type is applied when an employee's performance has not improved after previous warnings. It serves as the last chance for the employee to correct their behaviour before facing potential termination or serious consequences.
Create a Warning Type
To create a new warning type:
Navigate to HR > Warnings > Settings > Warning Types
Name your new warning type in the 'Create new type' field
Click the '+' button to create your new warning type
At this point, you're ready to issue a written warning. For details on doing so, see our Issue a Written Warning guide.
Manage Written Warning Reasons
You can view and manage written warning reasons by navigating to HR > Warnings > Settings > Reasons.
On this page, you will see several pre-configured Warning Reasons, such as 'Absenteeism' and 'Harassment.' These are the reasons that you can select when issuing a Written Warning.
We recommend that you review these pre-configured warning reasons to ensure they align with your business policies and remove any that don't apply.
Add a Warning Reason
To add a written warning reason:
Navigate to HR > Warnings > Settings > Reasons
Enter your new reason in the 'Create new reason' field
Click the '+' button in the top-right corner of the Warning Reasons page to add it
Edit a Warning Reason
To edit a written warning reason:
Navigate to HR > Warnings > Settings > Reasons
Locate the specific warning reason you want to edit
Select the pencil icon to make changes
After editing, press Enter on your keyboard or click outside the box to save your changes
Delete a Warning Reason
To delete a written warning reason:
Navigate to HR > Warnings > Settings > Reasons
Locate the warning reason you want to delete
Select the bin icon to remove it
Confirm you're sure you want to delete the warning reason
Deleting a warning reason is permanent. While there is no process to recover a deleted warning reason, you can simply add it back by creating a new reason, as above.
Create Written Warning Templates
Once you've created a warning reason, you can find it under 'Templates.' On this page, you can click '+Add' to create a new template associated with that warning reason. Templates can be used to quickly create and send more formal, standardised written warnings.
Using a Template to Prefill the Warning Description
When issuing a new warning, you can select a warning reason and check the box to prefill the warning description automatically.
Once you select 'Create', you can prefill the warning description template associated with that warning reason.
Edit a Warning Template
If you ever need to edit a written warning template, you can select the edit button on the right-hand side of the page:
This will take you to a page that allows you to edit the template. When you're done, select Update to save any changes you've made.
Manage your Warning Notification Settings
To manage your warning notification settings, go to Warnings > Settings > Notifications > '+ Add Notification.' Then, select the position title to be notified when a warning is created. Staff with the nominated position titles will receive a notification whenever a new warning is submitted.
To notify additional positions, click '+ Add Notification' and select a new position title. You can configure as many warning notifications as you like, so repeat this process as necessary.
