This help guide will explain how Written Warnings work in Tanda, including details on warning templates and letters, accessing and issuing warnings, acknowledging an issued warning, and more.

Please note that the Warnings feature is only available for users on the Tanda HR plan.

Written Warnings are records kept against an employee to track any issues, misconduct, or policy breaches. It's important to keep track of these issues for auditing purposes and to inform any future disciplinary action.

Tanda's Written Warnings allow managers to easily record and store these instances in one convenient location, as well as receive employee acknowledgement, and provide corrective actions to resolve the issue(s).

A few common reasons to issue a Written Warning include:

You can access the following resources from Fair Work Australia for more specific and detailed information about when and how to issue a written warning:

To access Written Warnings, you must first enable Tanda HR in your account. Then, navigate to HR > Warnings to get started.

The default permissions for Written Warnings are:

To customise these permission settings for any of your role types, navigate to Settings > All Settings > Permissions > Show Advanced Settings > Customise access & roles here.

Then, select your role type from the left-side menu and enable the relevant settings under HR > Warning.

To learn more, see our Customise Permission Levels help guide.

To begin, navigate to HR > Warnings > Warning Templates.

First, you will need to create a Warning Template.

To get started, select + Create Warning Template. You will then be prompted to name your template and provide a reason for the warning. These are both free-text boxes, so simply enter the appropriate information. Next, use the tickbox to nominate whether this Warning Template is Active (unticking this will create your Warning Template as a Draft).

Following this, expand the menu to select who will be notified when this warning is issued. These settings interact with your Organisation Chart. If you haven’t yet configured an Organisation Chart, see our help guide. You can select either how many levels up the Organisation Chart will be notified or nominate specific Position Titles that should be notified.

Then, select which Position Titles can issue this warning. Next, configure your warning visibility settings. You can select whether warnings created from this template are visible only to Admins or to Admins and up the organisation chart. You can also nominate which Position Titles can view the warning.

Finally, attach a Warning Letter to your Template (optional), which we will explain in the next section.

To get started, select Warning Letters from the left-side menu. Then, either edit an existing Letter or select + Create Warning Letter to configure a new one.

You will be prompted to name and write your letter. Once satisfied, click Create.

Now that you have created your Warning Templates and Letters, to issue a warning, navigate to Warning Templates along the left-side menu. Then, click Issue.

You will be prompted to fill out the following form.

Simply select which employee you want to issue the warning to and the appropriate warning date, then add any internal notes (these aren’t visible to employees) and write or attach a letter and any other files (up to 15 MB). At the bottom, select whether you want to publish the warning as a draft or issue it immediately, then click Create.

Draft warnings will display as follows:

To issue a draft warning, simply click View, then click Issue and confirm you want to issue the warning immediately.

Issued warnings will display as follows:

Once issued, the employee being warned will receive an email similar to the one below, prompting them to view and acknowledge the warning in Tanda.

Employees simply need to click Acknowledge in the top-right corner to acknowledge the warning.

Once acknowledged, the warning will appear as follows:

Clicking view will provide more specific details about when the warning was issued and acknowledged.