Progressive discipline: the basics

Progressive discipline is not about punishment — it is about creating a clear, documented record that a conversation happened, expectations were communicated, and the staff member was given a fair opportunity to improve. Done right, it protects both the employee and the business.

The three-step framework

• Verbal warning — the first documented conversation. Expectations are stated clearly and the employee acknowledges them. This is recorded in the system with a timestamp.
• Written warning — a second formal conversation following an unresolved issue. More specific, with documented consequences if the behavior continues.
• Final written / separation — a final documented conversation. At this point, separation may be the appropriate outcome. All prior documentation supports the decision.

When to document

Document any conversation where you stated a clear expectation, identified a gap in performance or conduct, and the staff member acknowledged the conversation. You do not need to wait for a crisis — early documentation of coaching conversations creates a complete picture over time.

How to record an incident in The StaffApp

• Open the staff member's profile from your roster.
• Scroll to the Incidents section and tap Record Incident.
• Select the incident type: Verbal Warning, Written Warning, Final Written, or Commendation.
• Enter the date, a clear description of what occurred, and any response from the staff member.
• Save. The record is timestamped and stored securely.

What the staff member sees

Staff members can see their own incident and commendation record in their staff portal. This transparency is intentional — it eliminates surprises and ensures the documented version matches the conversation that actually happened.

Who can access incident records

Incident records are visible to the staff member, their manager, and the owner. Department Heads can see records for their department. General Managers see across all locations they oversee.