Disciplinary processes without missing legal deadlines
Every step from incident report to defense, committee decision and appeal in one file. Deadlines are calculated, documents come ready, and only the people who need to see the file can see it.
Everything starts in one file
A manager reports an incident in their team, or HR opens a file directly. The incident, date, place, witnesses and evidence are added, and the file gets an automatic number.
- Start with a ready list of offenses and adjust it to your company
- Records such as assets, health and safety, attendance days and job description notices are linked as evidence
- The timeline is append-only; corrections keep the previous values
New disciplinary file
Employee
Offense
Incident date
Defense request and notice
The defense request letter is prepared from the file. Notice is recorded by signature, by a refusal record or by the employee's in-app confirmation. The employee writes the defense in the app or uploads a photo of a paper defense.
- If the deadline overlaps with leave or sick leave, a warning appears and a new date is suggested
- The employee sees only the allegation; internal notes in the file are never shown
- The decision stage cannot start without a defense or a “no defense given” record
Defense request letter
No: DS-2026-0007 · Date: 13/10/2026
DEFENSE REQUEST LETTER
Incident and allegation
Legal basis
Defense deadline
Legal deadlines calculated for every file
For termination for just cause, the 6 business days from learning of the incident and the 1-year limit from the incident are calculated separately for each file. Weekly rest days and public holidays are not counted, and a reminder arrives as the deadline approaches.
- Defense and appeal periods are set in company settings
- Employees get a reminder before their defense period ends
- Once the period has passed, a just-cause termination decision cannot be entered
Just-cause termination period
0/6 business daysLearned on: 26/10/2026, Monday
Tue
27/10
Wed
28/10
Thu
29/10
Holiday
Fri
30/10
Sat
31/10
Day off
Sun
01/11
Day off
Mon
02/11
Tue
03/11
Wed
04/11
Disciplinary committee and voting
Committee members are assigned in the system and see only the files they are assigned to. Each member votes and the decision is taken by majority. If your committee meets outside the system, members and votes are recorded as notes.
- The person under investigation, the reporter and witnesses cannot be assigned to the committee
- Only HR and the member see the content of a vote
- A penalty level is suggested: a repeated offense gets the next level
Committee vote · DS-2026-0007
- Ayşe ÇelikWritten warning
- Can AydınWritten warning
- Zeynep KayaReprimand
Decision, notice, appeal and finality
The decision is served on the employee and the appeal period starts. An appeal can keep, reduce or remove the penalty. When the period ends, the decision becomes final and the penalty's effect period begins.
- The decision notice letter comes ready
- The employee sees the decision in the app, confirms reading it and can appeal within the period
- A penalty whose effect period has ended no longer counts toward the next level
DS-2026-0007
Decision made · Written warning
HR Manager · 20/10/2026
Notice served
Read by the employee in the app · 21/10/2026
Appeal period ended
28/10/2026
Decision final
Effect period started
Early warning on absences
Absence days in the timesheet are compared with the thresholds in Labor Law art. 25/II-g. When a threshold is crossed, or when someone is often late in the last 30 days, HR gets an alert and can open a file from it with one click.
- 2 consecutive working days, 3 days within a month, or twice in a month on the day after a holiday
- The related days are linked to the file as evidence
- An alert is not a decision; it is a suggestion to review
Alerts · last 45 days
- Mert Yıldız2 consecutive working days absentThreshold crossed
- Elif DemirLate 4 times in the last 30 daysReview
- Can Aydın2 days absent in a monthBelow threshold
From termination decision to offboarding
Offboarding starts with one click from a valid or just-cause termination decision. The social security exit code is suggested from the decision's legal basis, the last day is filled in, and the step is written to the file's timeline.
- Suggestions are applied only with HR's approval
- Offboarding documents are prepared in the same process
Offboarding bridge
Preparing- 1Termination decision
- 2Exit code suggested
- 3Offboarding started
Only the people who need to see a file can see it
Disciplinary files are protected with the narrowest access; incident descriptions, defenses and reasons are stored encrypted. Every time a file is opened, it is written to the audit log.
- The employee sees only the allegation made to them and the decision, never the file's internal notes (even if they have an HR role)
- HR cannot see files about people in a higher role than their own
- The reporting manager sees only the stage: reported, under review, concluded
DS-2026-0007 · Disciplinary file
Access
- HR Specialist+Whole file
- Committee memberAssigned file
- Reporting managerStage only
- Other employeesNo access
The screens shown use sample data.
How it works
1An incident is reported
By a manager or HR, with evidence.
2A defense is collected
With notice and deadline tracking.
3A decision is made and becomes final
Through committee, notice and appeal steps.
Works well together
Attendance and Timesheets
Absence and lateness alerts come from here; the related days are linked to the file as evidence.
Leave Management
A warning appears if a defense deadline overlaps with leave or sick leave.
Personnel Management
Files have their own tab on the employee page; offboarding starts from a termination decision.
Frequently asked questions
Can pay deductions be issued as a penalty?
No, this version has no pay deduction penalty. Verbal warnings, written warnings, reprimands and termination decisions are managed.
Are the document texts legally sufficient?
The documents follow common practice and are for information. We recommend consulting your lawyer about situations specific to your company and your internal regulations.
Do disciplinary records appear in performance or analytics screens?
No. Disciplinary information is not used in Performance or Employee Analytics; only authorized HR and assigned committee members see it.
Can managers report incidents?
Yes, only for their own direct team. They see only the stage of the incident they reported, not defense or decision details.
You are not alone when setting up this module
We define the rules (approval chain, leave policy, working schedule, job descriptions) together with 35 years of field and corporate HR experience, and set up the system for your company with you.
Güldane Cırık · 35 years of field and corporate HR experience
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