The Disciplinaries section lives inside an employee's Staff Profile. It gives you a structured way to log and track disciplinary and grievance matters from the initial investigation right through to outcome and appeal — all in one place.
⚠️ Important: Disciplinary processes involve sensitive information and should always be handled in line with your company policy and the relevant employment legislation for your region. If you are unsure about the correct procedure, speak with your HR team or legal advisor before proceeding.
Stage 1 — Investigation
To begin, navigate to the employee's Staff Profile and select the Disciplinaries tab.
Click + Create Disciplinary in the top right corner. A form will open with three tabs across the top: Investigation, Active, and Expired. Use this first stage to log the initial details of a matter before any outcome has been determined.
Complete the following fields:
| Field | What to Enter |
| Disciplinary Type | Select either Disciplinary or Grievance from the dropdown menu |
| Offence Type | Select the relevant offence from the dropdown list |
| Site | This will automatically populate based on your current site |
Under the Incident section, complete the following:
| Field | What to enter |
| Date of occurrence | Use the date picker to select the date the incident took place |
| Staff witnesses | Select any staff members from the dropdown who witnessed the incident |
| Other witnesses | Type any non-staff witness names and press Enter to add them |
| Account of incident | Provide a clear, factual account of what occurred — this field is mandatory |
| Attachments | Upload any supporting files (letters, statements, photos, etc.) |
💡 Supported file formats include: .pdf, .doc, .docx, .jpg, .png, .mp4, and many more. You can drag and drop files directly into the upload area, or click Browse files to select them manually.
Once complete, save the record. It will appear in the Disciplinaries list with a status of Investigation.
Stage 2 — Active
When the investigation progresses to a formal disciplinary or grievance, the record moves to Active status. At this stage, a Conclusion section becomes available.
Complete the Conclusion fields as information becomes available:
| Field | What to enter |
|---|---|
| Disciplinary officers | Select the relevant officer(s) from the dropdown |
| Date of outcome | Use the date picker to enter the outcome date, if known |
| Disciplinary outcome | Select the outcome from the dropdown list |
| Suspension effective date* | If the outcome selected is a suspension, an additional field will appear — enter the date the suspension comes into effect |
💡 Please note: Disciplinary outcome options are configured in your App Settings. If you do not see the outcome you need, contact the person in your organisation with the relevant admin permissions to add it. See Configuring Your Disciplinaries Settings for more information.
Stage 3 — Expired
Once a disciplinary record passes its expiry date, it moves to Expired status. Records in this state can no longer be edited. They remain visible for reference and audit purposes.
Viewing a Disciplinary Record
To view the full details of a disciplinary record:
- Locate the employee in their Staff Profile > Disciplinaries tab
- Find the relevant record in the list — you can see the offence, expiry date, outcome, who created it, whether it has been appealed, and its current status at a glance
- Click the three-dot menu (⋯) on the right-hand side of the record
- Select View
The view panel shows two tabs:
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Offence tab — displays:
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Conclusion tab — displays:
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Editing a Disciplinary Record
- Click the three-dot menu (⋯) on the relevant record
- Select Edit
- Make the required changes and save
⚠️ Please note: Records in Expired status cannot be edited.
Viewing the History of a Record
To see a full audit trail of changes made to a disciplinary record:
- Click the three-dot menu (⋯) on the relevant record
- Select View history
This gives you a timestamped log of all actions taken on that record.
Logging an Appeal
If an employee wishes to appeal a disciplinary decision, you can record this directly against the original record.
- Click the three-dot menu (⋯) on the relevant record
- Select Appeal
- Complete the appeal form:
Appeal details:
| Field | What to enter |
|---|---|
| Date | The date the appeal was submitted |
| Grounds for appeal | A clear written explanation of the reason for the appeal — this is mandatory |
| Staff witnesses | Select any staff witnesses from the dropdown |
| Other witnesses | Type any non-staff witness names and press Enter to add them |
| Attachments | Upload any supporting documentation |
Appeal Conclusion:
| Field | What to enter |
| Appeal officers | Select the officer(s) overseeing the appeal |
| Appeal outcome | Record the outcome once it has been determined |
- Save the appeal record
Once an appeal has been logged, the Appealed column in the disciplinaries list will update to reflect this.
Deleting a Disciplinary Record
⚠️ Use with caution. Deleting a record is permanent and cannot be undone.
- Click the three-dot menu (⋯) on the relevant record
- Select Delete
- Confirm the deletion when prompted
Only delete a record if you are certain it was created in error. For audit and compliance purposes, it is generally better to retain records even where a matter has been resolved.
Enable Disciplinary Notifications
- Log in to Alkimii on the Desktop. Navigate to the profile picture on the top right-hand corner of your screen and click on it.
- Select "Settings" from the dropdown menu.
- From the notifications panel on the left, click on the "Notifications" dropdown menu and select the "People" header.
Depending on your access level and permission within Alkimii, you may see different options to toggle on and off. If you need Disciplinaries Expiration notifications, please contact our customer success team at hello@alkimii.com
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