Employee Warnings

The warnings system in Shaari provides a formal, documented approach to employee disciplinary actions. You can issue warnings at different severity levels, track warning history per employee, and generate official PDF warning letters.

Warning System Overview

Warnings serve as a structured record of disciplinary actions. They create an audit trail that protects both the organization and the employee by documenting:

• What behavior or incident prompted the warning
• The severity of the warning
• When the warning was issued
• The employee's acknowledgment (if applicable)

info

A clear warning trail is important for compliance with labor regulations. In many jurisdictions, termination requires documented progressive discipline. Shaari's warning system helps you maintain this documentation.

Warning Levels and Severity

Warnings are categorized by severity to reflect the seriousness of the issue:

Level	Description	Typical Use
Verbal	The least severe; a formal note of a conversation	Minor infractions, first-time issues
Written	A general written notice	Minor to moderate infractions
First Written	A formal first written notice	Repeated minor issues or moderate infractions
Second Written	Escalated written notice	Continued behavior after first warning
Final	The most severe warning before further action	Serious infractions or pattern of repeated violations
Suspension	Employee is suspended from work	Severe infractions requiring immediate removal from workplace
Termination	Notice of employment termination	Most serious infractions or exhausted progressive discipline

note

Warning levels are progressive. Organizations typically escalate through the levels if behavior does not improve. However, serious infractions may warrant skipping directly to a higher level.

Issuing Warnings

To issue a warning:

1. Navigate to HR Management > Warnings.
2. Click New Warning or Add Warning.
3. Select the employee receiving the warning.
4. Choose the warning level (verbal, written, first written, second written, final, suspension, or termination).
5. Enter the date of the warning.
6. Provide a detailed reason/description of the incident or behavior.
7. Optionally attach supporting documents or evidence.
8. Click Save.

Best Practices for Warning Descriptions

• Be specific about the incident: include dates, times, and locations.
• Reference any company policies or rules that were violated.
• Note any previous conversations or warnings related to the same issue.
• Describe the expected behavior going forward.
• Keep the language professional and factual.

tip

Write warning descriptions as if they may be reviewed by a labor authority. Factual, detailed, and professional documentation protects your organization in disputes.

Warning Status Tracking

Each warning has a status:

Status	Description
Draft	Warning has been created but not yet finalized
Pending Acknowledgment	Warning is issued and awaiting employee acknowledgment
Acknowledged	Employee has acknowledged receipt of the warning
Appealed	Employee has contested the warning
Appeal Approved	The employee's appeal was upheld and the warning overturned
Appeal Rejected	The employee's appeal was denied
Expired	The warning has passed its effective period
Resolved	The matter has been closed
Cancelled	The warning was cancelled before completion

Tracking statuses helps HR teams monitor which warnings need follow-up and which have been fully processed.

Warning Letters (PDF Generation)

Generate formal PDF warning letters for printing and employee signatures:

1. Open the warning record.
2. Click Generate Letter or the PDF icon.
3. The system creates a professional warning letter.

The generated letter includes:

• Company header and logo
• Employee name, ID, and department
• Warning level and date
• Detailed description of the incident or behavior
• Reference to company policy (if included in the description)
• Space for employee signature and date of acknowledgment
• Space for HR representative or manager signature

info

Warning letters are generated in the system's configured language. Both Arabic and English formats are supported, using the corresponding employee name for each language.

Printing and Signing

After generating the PDF:

1. Print two copies of the warning letter.
2. Have the employee read and sign both copies.
3. Retain one signed copy in the employee's file.
4. Give the other signed copy to the employee.

Warning History per Employee

View the complete warning history for any employee:

1. Open the employee's profile.
2. Navigate to the Warnings section.
3. See a chronological list of all warnings issued to this employee.

The history view shows:

• Warning date
• Warning level
• Brief reason summary
• Current status

This consolidated view helps HR personnel understand the full disciplinary context before making decisions about further action.

caution

Warning records are permanent and cannot be deleted. This ensures the integrity of the disciplinary record. If a warning was issued in error, update its status to Resolved with a note explaining the correction.