Create a violation type

What this achieves

A violation type is one thing a disciplinary case can be about, and it carries the ordered stages a repeat of that violation escalates through. Creating it is what makes the violation selectable when someone raises a case.

Required role: Administrator.

Before you start

Set the policy for this scope first. The ladder builder offers only the consequence types the scope’s policy allows, so a ladder built before the policy is built against the wrong list.

Steps

Go to Settings → Disciplinary.
Open the Violation Catalog tab.
Choose the Scope — Tenant-wide default, or a legal entity.
Select Add violation type.
Enter the Code.

Example: lateness. It must start with a letter and use only lowercase letters, digits, and underscores. You cannot change it afterwards.
Enter the Name. This is what appears on cases and in the violation picker.
Enter a Description.
Choose the Severity.
Set the Reset window (months) — how long an incident keeps counting towards escalation.

Example: 12 means an incident stops counting towards escalation twelve months later, and the next case of that type starts at the first stage again.
Set the Sort order, which controls where the type appears in the picker.
Set Requires acknowledgment on or off.
Build the Escalation ladder — see below.
Set Active on.
Select Create violation type.

Options on this screen

Option	Description
Code	The stable identifier for this type. Lowercase letters, digits, and underscores; must start with a letter. Fixed once created.
Name	What the type is called. It appears on every case raised under it.
Description	What this type covers. Worth writing, because it is what stops two administrators filing the same incident under different types.
Severity	Minor, Major, or Gross misconduct. Every case raised under this type inherits it.
Reset window (months)	How long an incident keeps counting towards escalation.
Sort order	Position in the violation picker.
Requires acknowledgment	When on, the employee must acknowledge before consequences apply.
Active	Inactive types are not offerable when raising a case.

Building the ladder

The Escalation ladder is an ordered list of stages. Position is the stage number: the first stage in the list is the first incident, the second is the second, and so on.

Select Add stage.
Enter the stage name.

Example: Verbal Warning, then Written Warning, then Final Warning.
Select Add consequence and choose the Type.
Fill in the fields that type needs.
Enter the Letter template reference for the stage, which names the letter served when a case resolves at it.
Repeat for each stage, using Move up and Move down to order them.

Every stage needs a name. A stage may carry more than one consequence, or none.

What each consequence type asks for

Option	Description
Warning	A Level of Verbal, Written, or Final.
Monetary deduction	A Mode of Amount or Workdays, then either an Amount and Currency, or a number of Workdays.
Unpaid suspension	Suspension days.
Probation	Probation days.
Bonus ineligibility	Bonus months — how long the employee does not qualify for a reward.
Training requirement	Due in (days).
Custom	A Label naming the consequence.

Only the types the scope’s policy allows are offered. If none are, the builder says so and the add control is unavailable — fix the policy rather than working around it.

Example: a second-stage rung at HC Corp UK Ltd carrying a written warning and a capped deduction is two consequences on one stage, not two stages.

Editing and removing

Editing a type is the same sheet, reached by opening the row. Code is fixed and cannot be edited.

The types that ship with the product are marked and cannot be deleted, though they can be edited and deactivated. For anything else, deleting is permanent and the screen says so. Prefer switching Active off: an inactive type stops being offerable on new cases while the cases already raised under it keep their meaning.

What happens next

The type becomes selectable when someone raises a case, and its ladder decides what that case carries. On a second or later incident of the same type, the case shows which incident it is and which stage that produces, before anyone approves it.