Incidents and Warnings
An Incident is a document that formally records a situation, fault or warning involving an employee: who reported it, what they said about it and, optionally, what the employee themselves said in response or in their defense. It's numbered, dated and available in a searchable list, so you have a written trail of every case instead of relying on loose emails or paper notes.
What it is and what it's for
When a fault, a warning or any disciplinary situation happens with an employee, it's important to keep a record of what happened: who reported it (usually their supervisor or an HR person), what that person said about the case, and what explanation or response the employee themselves gave. Incidents lets you record each case as its own document, numbered and dated, instead of noting it in an email or a piece of paper that can get lost.
Unlike a Personnel Action (which uses a catalog of types such as Promotion or Termination), an Incident doesn't have a predefined "type": you freely describe what happened in the Name field and in the interviewer's and the employee's comments. An Incident doesn't affect payroll calculations by itself; it's an informational record for the employee's history.
How to use it
- Open Incidents and click New. AdmCloud fills in today's date and, if your company has subsidiaries enabled, preselects your default subsidiary.
- Pick the Employee involved and the Interviewer (the person reporting or evaluating the case, usually their supervisor). Both are required and can't be the same person.
- Write a short description of the case in the Name field and the details of what happened in the Interviewer Comment (both required). If the employee wants to give their own side or response, record it in the Employee Comment (optional).
- Optionally add a Reference, extra Notes, and attach supporting files (for example, a signed letter or evidence for the case).
- Save the document. It gets numbered automatically and shows up in the list, where you can filter it by date, employee or subsidiary and search by document number or employee name.
- From the Details screen you can Edit the incident (as long as it isn't voided), Duplicate it to quickly create a similar one, or Void/Delete it depending on your permissions.
Main capabilities
- A list with filters by date range, subsidiary and employee, with column customization (show/hide Name, Reference and Notes, among others).
- A Department column resolved automatically from the employee's assigned department.
- Search by document number or by employee name.
- File attachments per document (for example, the letter or evidence for the case), visible directly on the list.
- Quick duplication of an existing incident to speed up recording similar cases.
- Voiding the document without deleting it, keeping the history.
Key fields
| Field | What it's for |
|---|---|
| Number | Automatic, consecutive document numbering, based on your company's numbering configuration. |
| Date | The date the case happened or is being recorded. Defaults to today's date when creating the document. |
| Employee | The employee involved in the incident. Required; can't be an inactive/voided employee. |
| Interviewer | The person (employee) reporting or evaluating the case, usually their supervisor. Required; can't be inactive/voided, and can't be the same person as the Employee. |
| Interviewer Comment | The details or justification of the case, from the reporter's point of view. Required. |
| Employee Comment | The employee's own side, explanation or response to the case. Optional. |
| Name | A short description of the incident; used as the case's title. Required. |
| Subsidiary | The subsidiary the document belongs to, if your company has them enabled. Can't be changed after the document is saved. |
| Department | An informational filter/column on the list, taken from the employee's assigned department. |
| Reference | A short, free-form value for your own tracking (for example an internal case number). Hidden by default on the list. |
| Notes | Additional free text about the case. Hidden by default on the list. |
| Files | Supporting attachments, such as a signed letter or evidence for the case. |
Validations when saving
- Employee is required.
- Name (description) is required.
- Interviewer is required.
- Interviewer Comment is required.
- The Employee and the Interviewer can't be the same person.
- Neither the Employee nor the Interviewer can be inactive/voided in the system.
- You can't post transactions in a subsidiary marked as read-only.
- If your company has subsidiaries enabled, the Subsidiary is required and can't be changed once the document is saved.
- A document that's already voided can't be edited, voided again, or deleted.
- If your company has Scripts or Custom Actions configured for this screen, they may add additional validations before saving.
Availability
- This feature requires the Enterprise edition with the Human Resources module active for your company.
- Viewing, creating, editing, voiding or deleting Incidents requires the "Incidents" permission on your user group, within the Human Resources module.
- The Subsidiary column and filter only show up when your company has subsidiaries enabled.
Tips and common mistakes
Be specific in the Name and the Interviewer Comment. These two fields are what actually document the case; a vague description takes away the value of the history you're building for the employee.
Getting the error "The employee and evaluator can not be the same person"? Check that you picked a different employee as the Interviewer; an incident can't be recorded against itself.
Need to fix something after voiding the document? A voided Incident can't be edited; create a new one with the correct information instead.