Raising an incident (formal or verbal)

What this guide covers

How a manager or HR logs a disciplinary incident — choosing the track (verbal vs formal), the category, and writing the objective facts — and what happens the moment you raise it.

Who can do this: the incident-create permission. You can raise an incident about someone you manage; HR admins can raise about anyone. Sensitive — keep it confidential.

The Incident List

The list is your starting point — incidents you've raised (or all, for HR admins), with their number, employee, category, track, status, incident date and any sanction level. Click a number to open the detail. Click New Incident to log one.

Logging a new incident

You enter:

Employee — who it's about.
Track — Verbal Warning / Counselling (minor; logged and closed at once) or Formal Incident Report (serious; goes through the right-to-reply process).
Category — the kind of matter:

Category
Timekeeping · Attendance / Absenteeism	Safety Violation
Poor Work Standard · Negligence	Insubordination
Misconduct · Dishonesty / Theft	Policy Breach · Other

Incident date and the objective facts — a factual account of what happened.
Evidence — optional attachments.

What happens when you raise it

Verbal track → it's recorded and Closed immediately as a documented conversation. (It still counts toward the escalation threshold.)
Formal track → it enters Pending Employee Acknowledgement: the employee is notified and has 24 hours to review and reply, and the Sanction Lock is on. You then work it through on the detail screen (see The formal process).

Writing good facts

Stick to objective facts — what happened, when, where, observable behaviour. Avoid opinion or conclusions.
You can amend the facts only before the employee engages with a formal incident — once they've acknowledged, the facts are frozen for fairness. Get them right up front.
Pick the track honestly — formal is for serious matters and carries the full fair-process flow.

Good to know

Raising an incident notifies people automatically — the employee, you, and HR — with a link to the document.
Withdrawing is possible before a sanction (with a reason, audited) if it was raised in error.
Confidentiality and fairness are the whole point — follow the company disciplinary code.

The formal process: acknowledgement, Sanction Lock & sanction — the next step for a formal incident.
If an incident is raised about you — the employee's side.
The Incident Log (QIL): how it works — the overview + lifecycle.