Management of Violations in the System

Once violations are recorded or reported in the system, they are automatically listed under the appropriate tabs on the reported violations page, along with all relevant details and tags.

To view the violations, go to Employees> Reported violations. All violations will be listed under the categories at the top of the page, organized by their status.

What are the statuses of the violations, and what does each one represent?

Pending: Indicates that a violation has been triggered or reported by an employee or admin, but no action has been taken yet.

Dismissed: Signifies that the reported violation has been dismissed by the admin, and no action will be applied.

Dismissed Automatically: This tag is applied to violations that remain pending for 30 days without any action taken.

Voided: Applied to reported violations that have been voided by the admin after an action has already been decided.

Statement Requested: Indicates that the admin has requested a statement from the involved employee regarding the violation.

Employee Responded: Applied when the employee with a violation submits their response after being requested by the admin.

Dispute Requested: Applied when the involved employee requests a dispute regarding the action decided or applied to the violation, as an objection.

Disputed: Indicates that the admin has accepted the employee's dispute request. In this case, a retroactive payroll adjustment is created if a penalty was applied.

Action Decided: This status is set when the admin has taken action on the violation, and the action is scheduled to be applied in the next payroll cycle. Note that the admin can still change or void the action until it is applied.

Action Applied: Marks that the admin's decided action on the violation has been successfully applied.

Expired: When 180 days have passed since the report date for violations with an "Action Applied" status, the occurrence counter for the violation is reduced by one.

Note: The number of days the violation is expired for can be changed in the Violations and Penalties settings.

Please note that on the Reported Violations page, all violations will be categorized based on their statuses under the following lists:

• All: Displays all reported and recorded violations in the system, regardless of status. (Only users with the "View all reported violations with their statuses for team" permission can access this list.)

• Open: Contains violations that still require action from either the admin or the employee (e.g., Pending, Statement Requested, Employee Responded).

• Closed: Includes violations where actions have been taken, and no further action is required from admins or employees (e.g., Action Decided, Action Applied, Expired).

• Waived: Lists reported violations that did not result in any action being taken, either because they were dismissed, voided, or automatically dismissed.

What actions are available to manage violations in the system?

• Request Employee Statement

Admins can request a statement from the employee regarding the reported violation to help determine the appropriate action. In this case, the employee will be notified to submit their statement.

• Apply action

When a violation is reported, the designated action and its corresponding value will be displayed in the system. Admins can choose to apply this action if deemed appropriate. 

• Take other actions

This option allows the admin to take actions other than the designated one for a violation. For example, if the violation is "Late for Work" and the designated action is "Warning," the admin can choose a different action. By clicking on "Take Other Actions" two dropdown menus will appear, enabling the admin to select an alternative action and set the appropriate value.

• Dismiss

If the admin wishes to dismiss the violation case without taking any action.

• Add statement

Admins can add statements as notes or attach relevant documents related to this violation.

• Change action

When a violation has an action that has been decided but not yet applied, admins can change the action later.

• Void

A void action can be taken in both cases: violations where actions have been decided, and violations where actions have already been applied.

When a violation has an action that is decided but not yet applied, admins can void the violation. This will render the action invalid and prevent it from being applied. The violation will then move to the 'Waived' category, and the trigger counter will revert to its previous value.

If the violation is voided after the action has already been applied, a retroactive payroll adjustment will be created if a penalty was involved, and the trigger counter will be reduced by 1.

• Terminate employee

This action becomes available to the admin when the number of triggered violations reaches the limit where termination is set as the action for this occurrence.

• Resolve Dispute

This action becomes available when the employee involved in the violation disputes the case, allowing the admin to accept the dispute request.

• Reject Dispute

This action appears when the employee disputes the violation, enabling the admin to reject the dispute request.