Warnings

Warnings is where HR records disciplinary cases: a written warning for late attendance, an unauthorized absence, a safety breach. Each case gets a case number, goes from draft to issued, is acknowledged by the employee (with an optional response) and is finally closed with the action HR took.

Use it whenever you need a dated, traceable record that an employee was formally warned, for example before a salary deduction or before ending employment.

HR staff (owners, SolaHR Administrators and HR managers) create, issue and close warnings. Employees read and acknowledge their own warnings from My Portal. Line managers on an older staff role can see the warnings of the employees who report to them.

Where to find it

You see the menu item only if:

• your organization's plan includes Warnings, and
• your role includes View warnings, documents, contracts (hr.records.view).

If the plan doesn't include it, the page shows Not included in your plan. If your role doesn't allow it, you see Access denied.

Before you start: warning types

Every warning has a type, and the type carries the severity. Set up your types once.

1. On People → Warnings, click Warning types (top-right, secondary button). The Warning types dialog opens.

2. Fill in:

   Field	Required	Rules / defaults	Notes
   Name	Yes	Up to 255 characters.	For example Late attendance.
   Severity	Yes	Low, Medium, High or Critical. Default Medium.	Critical types feed the Critical warnings tile.
   Description	No	Free text.

3. Click Add. You see Updated successfully and the type joins the table.

The table shows each type's name, severity, how many warnings use it, and an Active badge. New types are always active. This dialog only adds types; renaming, changing severity, deactivating or deleting a type is not available on this screen.

Suggested types:

The warnings list

Header

Summary tiles

The tiles follow what you are allowed to see, but don't change with the search or filters.

Search and filters

Changing a filter returns you to page 1.

Columns

Warnings are sorted by Warning date, newest first, 15 per page, with a pager below.

With nothing to show you see There are no warnings. There are no bulk actions or export on this screen.

Create a warning

1. Click Issue a warning (top-right). The Issue a new warning dialog opens.

2. Fill in:

   Field	Required	Rules / defaults	Notes
   Employee	Yes	Select employee. Active employees only.
   Warning type	Yes	Choose type. Active types only.	Sets the severity.
   Warning date	Yes	Defaults to today.	The date of the violation, not the date you type it in.
   Description of the violation	Yes	Free text.	What happened, when and where, and who witnessed it.
   Action taken	No	Free text.	For example "Verbal counselling" or "Deduction of one day's pay".
   Save as draft (tick box)	No	Unticked.	See the note below.

3. Click Issue warning (or Cancel to close without saving).

Result: you see Created successfully, the dialog closes and the case appears in the list with a new case number.

New warnings are always saved as Draft. In the current version the new case is saved as Draft whether or not you tick Save as draft. To send it to the employee, open it and click Issue (next section). Check the Status column after saving.

If a required field is missing, the dialog stays open and lists the problems at its top.

Attachments can't be added from this dialog. Keep evidence (photos, signed statements) on Documents, linked to the employee.

The warning page

Click View on a row. The page shows:

• Header: the case number as the title, the employee's name underneath, a breadcrumb back to Warnings, and the status badge top-right.
• Employee information card: Employee (name · number), Job title, Warning type (name · severity).
• Warning details card: Warning date, Issued by (the user who created or issued it), Acknowledged at (date and time, or —).
• Description of the violation card: the description, then Action taken and Employee response when filled in.
• Previous warnings history: up to five other warnings for the same employee, newest first, each with case number, type and status. Hidden when there are none.
• Action buttons at the bottom (users who can manage records only):

Issue a draft

1. Open the draft and click Issue.
2. A confirmation opens with the message "Issue this warning to the employee?". The dialog reuses SolaHR's generic heading Delete this record? and its confirm button is labelled Delete: clicking it issues the warning. It does not delete anything. Click Cancel to back out.
3. You see Updated successfully. The badge changes to Issued, Issued by shows your name, and the case counts in Pending acknowledgment.

After issue the warning can no longer be edited or deleted. The employee can now see and acknowledge it.

Delete a draft

1. Open the draft and click Delete.
2. Confirm Delete this record? — "Delete this warning?" — with Delete.
3. You see Updated successfully. The page can no longer load the deleted case; go back to Warnings with the breadcrumb.

Only drafts can be deleted. Issued, acknowledged and resolved warnings are permanent.

Employee acknowledgement

The employee does this in My Portal (they need a SolaHR login whose email matches their work or personal email on the employee record):

1. Open My Portal and click My Warnings. The list shows each warning's type, description, date and status, with View.
2. Click View. The warning shows the description and an Acknowledge card.
3. Optionally type an Employee response (for example, the reason for being late).
4. Click Acknowledge, then confirm Acknowledge this record — "Record that you have read this item and submit your response, if provided." — with Acknowledge.
5. The badge becomes Acknowledged. On HR's side, Acknowledged at shows the date and time and the Employee response appears on the warning page.

Only the employee the warning belongs to can acknowledge it, and only while it is Issued. Acknowledging is recorded in the Audit Log.

The employee portal lists the employee's issued, acknowledged and resolved warnings (type, date and status), but has no Acknowledge button. Employees who only use the employee portal can't acknowledge; record their acknowledgement on paper and note it when you resolve the case.

Resolve a case

1. Open the warning (status Issued or Acknowledged) and click Resolve disciplinary action.
2. Enter the Final action (required), for example "Written warning stands; one day's pay deducted in October payroll".
3. Click Close case.

Result: Updated successfully, the status becomes Resolved, and the final action replaces whatever was in Action taken. A resolved critical warning no longer counts in Critical warnings.

You can resolve a case the employee hasn't acknowledged yet, for example when they refuse to acknowledge.

Statuses and lifecycle

Because drafts are visible to the employee in My Portal, only create a warning when you are ready for the employee to read it, and issue it promptly.

Permissions

Worked examples

Quick: a lateness warning

Al Noor Trading LLC has a Late attendance type (Low).

1. People → Warnings → Issue a warning: Employee Omar Haddad, Warning type Late attendance, Warning date 2 Oct 2026, Description "Arrived at 09:40 on 29 Sep, 30 Sep and 2 Oct without notice. Shift starts at 08:00.", Action taken "Written warning". Issue warning.
2. The list shows DISC-20261005-00041 · Omar Haddad · Late attendance (low) · 02 Oct 2026 · Draft.
3. HR clicks View → Issue and confirms. Status Issued; Pending acknowledgment goes from 0 to 1.
4. Omar opens My Portal → My Warnings, types "Metro delays on the Red Line; I will take the earlier train." and clicks Acknowledge. Status Acknowledged, Pending acknowledgment back to 0.

Fuller: a critical safety case with history

At the Dubai Main warehouse, Sara Khan (forklift operator) is seen operating without a seat belt on 1 October 2026. She already has a resolved Unauthorized absence warning from March.

1. HR opens Warning types, adds Health and safety violation, severity Critical.
2. Issue a warning: Sara Khan, Health and safety violation, Warning date 1 Oct 2026, Description "Operated forklift FL-03 in aisle 7 without seat belt at 14:20. Witnessed by shift supervisor Omar Haddad.", Action taken left blank. Saved as Draft (DISC-20261005-00042).
3. The tiles now show Total warnings 42, This month 2, Critical warnings 1.
4. HR opens the draft. Previous warnings history lists DISC-20260312-00017 · Unauthorized absence · Resolved. After a meeting with Sara, HR clicks Issue and confirms.
5. Sara acknowledges in My Portal with the response "I accept. I have redone the safety induction."
6. HR clicks Resolve disciplinary action → Final action "Final written warning. AED 300 deducted in October 2026 payroll. Safety induction completed 4 Oct." → Close case.
7. Status Resolved; Critical warnings drops back to 0. To apply the AED 300, HR adds a deduction for Sara under Payroll & Compensation → Deductions (see Payroll); the warning itself doesn't change pay.

How it connects

Tips and common problems

Related

• Employees
• Documents
• Policies
• Payroll
• Audit log
• Team access
• SolaHR overview