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Guide For: managers, HR

Employee Records

Where managers and HR run the formal side of the employment relationship: schedule and write up Performance Reviews, and issue Disciplinary Notices when something needs a paper trail.

Who can use it — You need "View Performance Reviews" or "Manage Performance Reviews" to see the Performance Reviews list, and "View Disciplinary Notices" or "Manage Disciplinary Notices" for the notices list — the cluster itself opens if you hold any one of the four. The View permissions are read-only; you need the matching Manage permission to create, edit, or delete records. See Roles & Permissions for how these are granted.

Where to find it — Workforce & HR → Employee Records in the sidebar. Opening the cluster takes you straight to Performance Reviews; Disciplinary Notices is the second tab in the sub-navigation. Both record types are also editable from an individual's own record in People — the same Performance Reviews and Disciplinary Notices tabs appear there, scoped to that one employee.

How to use it

Each area is its own resource with a list, a create form, and a detail view — the pattern is the same for both:

  1. Click New on the list to open the create form.
  2. Fill in the details (see the sections below) and save.
  3. Use View on any row to see the full record, or Edit to change it.
  4. From the detail view, Download PDF saves a copy of the review or notice to send or file.

Every record belongs to one employee and is scoped to your current workspace — you'll only ever see records for people in this tenant.

Performance Reviews

Click New on the Performance Reviews list to schedule or write up a review:

  • Employee and Reviewer — searchable pickers over active people in the workspace. Reviewer is optional.
  • Review Period Start / Review Period End — the period the review covers.
  • Scheduled Date — when the review is due to happen (optional).
  • Require Employee Acknowledgement — toggle on if the employee must confirm they've read the completed review before it's considered done.
  • Characteristics — rate each one (Works to Full Potential, Quality of Work, Work Consistency, Communication, Independent Work, Takes Initiative, Group Work, Productivity, Creativity, Honesty, Integrity, Coworker Relations, Client Relations, Technical Skills, Dependability, Punctuality, Attendance) as Unsatisfactory, Satisfactory, Good, Excellent, or N/A. Use N/A for anything that doesn't apply to the role — it's excluded from any scoring.
  • Goals Achieved This Period, Goals for Next Period, Comments & Suggestions — free-text fields.
  • Status — Draft, Completed, or Acknowledged. New reviews start as Draft; move it to Completed once you've finished writing it up.
  • Attachment — optional PDF, Word doc, or image (up to 20MB), if you want to attach a signed hard copy or supporting document.

The Next Review Due date and Completed timestamp on the detail view are set automatically once a review is marked complete (using the workspace's review frequency setting) — they aren't fields you fill in by hand.

If Require Employee Acknowledgement is on, the employee sees the completed review on their My HR File and acknowledges it there — you can't acknowledge a review on their behalf. The Acknowledged timestamp fills in once they do.

Disciplinary Notices

Click New on the Disciplinary Notices list to issue a notice:

  • Employee and Issued By — searchable pickers; Issued By defaults to you.
  • Type — Verbal Warning, Written Warning, Final Warning, or Termination.
  • Status — Draft, Issued, Acknowledged, or Closed. Keep it as Draft while you're still drafting the wording; move it to Issued once it's formally handed down.
  • Incident Date — when the incident occurred (required).
  • Issued Date — when the notice was formally issued (optional).
  • Description — what happened (required).
  • Outcome — the agreed outcome or action, if any (optional).
  • Attachment — optional PDF, Word doc, or image (up to 20MB) for a signed copy or supporting evidence.

Once a notice is Issued, the employee sees it on their My HR File and acknowledges it there — acknowledging only confirms they've read and understood it, not that they agree with it. The Acknowledged timestamp fills in once they do; move the notice to Closed yourself once the matter is resolved.

Connected pages

  • My HR File — where employees view and acknowledge their own reviews and notices.
  • People — an individual's record also carries its own Performance Reviews and Disciplinary Notices tabs, scoped to that person.
  • Incidents — for safety-related incident reports; disciplinary notices are the HR/conduct record, not the incident report itself.
  • Roles & Permissions — how View/Manage access to reviews and notices is granted.

Tips & common mistakes

  • View-only access? You can open and read records but the create/edit/delete controls won't appear — that needs the "Manage" permission for that record type, not just "View".
  • Next Review Due doesn't show up until the review is marked Completed — it's calculated then, not something you set on the create form.
  • Acknowledgement is on the employee, not you. Even with Manage access, you can't tick a review or notice as acknowledged for someone else — that only happens when they action it themselves on My HR File.
  • Employees with a review due soon, overdue, or awaiting their acknowledgement are sent automatic reminders — you don't need to chase them manually for those cases.
  • Deleting a record removes its attachment from storage too, so double-check before deleting rather than editing.