Manage Disciplinary And Grievance Cases

Two sensitive case types live side by side in Veona HR: a disciplinary case the organisation opens against an employee, and a grievance an employee raises. Both run on an append-only timeline — notes are added, never edited away — and both close with an eSigned outcome or resolution. This page walks each end to end, including the guard that freezes a case once it is resolved or closed.

Who / when: the HR Manager or HR Officer handles both case types; both are confidential and HR-only. A disciplinary case records an allegation, an investigation timeline, and a signed outcome (from a verbal warning up to dismissal). A grievance is a complaint a staff member raises (workplace, harassment, pay, safety…), triaged and resolved by HR. The timeline is append-only — every note and status change is stamped and kept. The eSign PIN is your 6-digit electronic signature. Where an approval chain is configured, the signed outcome/resolution is routed for approval before the case resolves. We’ll follow Bola, an HR manager.

The main path

1. HR Manager (Bola) — open Human Resources → Cases & Benefits → Disciplinary and press “New Case”.
2. HR Manager — pick the “Employee” the case concerns, set a “Severity” (Minor, Moderate, Major or Gross), write a “Title”, describe the conduct in “Allegation”, add any HR-only “Confidential Notes” and an “Incident Date”, then press “Open Case”. It opens “Open” with a reference like HRDC-….
3. HR Manager — press “Open” on the case to work it. As the investigation proceeds, type into “Add Note” and press “Add Note” — each note is stamped with you and the date and appended to the “Timeline”.
4. HR Manager — move the case as needed: “Mark Under Review”, “Escalate”, or “Close (No Outcome)” if it ends without a sanction. Each transition is itself a timeline event.
5. HR Manager — to conclude with a sanction, go to “Record & Sign Outcome”, pick the “Outcome” (No Action, Verbal/Written/Final Warning, Suspension, Demotion or Dismissal), add “Outcome Detail”, enter your eSign PIN, and press “Record & Sign Outcome”. The outcome is signed; the case resolves (or, where an approval chain is configured, routes for approval first).

Caution

A disciplinary file is HR-confidential end to end — there is no self-service read. The employee it concerns cannot see their own disciplinary case in My HR. The allegation, notes and outcome are treated as confidential and held encrypted at rest.

Note

The timeline is the case’s memory. Notes are appended and never overwritten, and every status change and the final outcome are recorded as events too — so the case carries its own full, ordered history of who did what and when.

Other ways this goes

Handling a staff-raised grievance

1. HR Manager — open Human Resources → Cases & Benefits → Grievances. Grievances staff raise from self-service land here for you to handle; press “Open” on one.
2. HR Manager — read the “Details”, then triage: use “Add Note” to record your handling, and “Mark Under Review” or “Escalate” as the case develops. (HR can also start one for a staff member with “Raise On Behalf” when someone reports verbally.)

Setting grievance status and adding notes

1. HR Manager — in the grievance drawer, “Add Note” appends to the “Timeline” exactly as on a disciplinary case, and the status buttons (“Mark Under Review”, “Escalate”, “Close”) move it along.
2. Every note and transition is stamped and kept, giving the grievance the same append-only audit trail.

Recording and eSigning the grievance resolution

1. HR Manager — under “Resolve & Sign”, write the “Resolution”, enter your eSign PIN, and press “Resolve & Sign”.
2. The resolution is signed and the grievance resolves — or, where a grievance approval chain is configured, it routes for approval first (the drawer shows “A resolution is awaiting approval through the approval engine.”). The complainant is kept informed.

Engine-routed outcomes and resolutions

1. HR Manager — if your facility has configured a disciplinary or grievance approval chain, recording the signed outcome/resolution does not close the case immediately; it shows as awaiting approval.
2. The case resolves once the chain approves it. Configuring those chains is covered in Configure Approval Chains And Delegations.

Blocked: a resolved or closed case is frozen

1. HR Manager — once a case is “Resolved” or “Closed”, the note box, the status buttons and the outcome/resolution controls all disappear from the drawer.
2. A concluded case cannot take new notes, change status, or be re-decided — the record is sealed. If a matter genuinely reopens, that is a new case, not an edit of the closed one.

What happens next

The case is now concluded with its outcome or resolution eSigned and its full timeline preserved — a confidential, tamper-evident record. Disciplinary files stay HR-only with no employee read; grievance complainants are kept informed of progress and the resolution. Sealed cases are frozen against further edits.

Follow the trail

• Related: Raise And Track My Grievance · Configure Approval Chains And Delegations