Purpose: Learn how to add an Incident Person to an existing Incident and flag them as a Person of Interest, when the incident calls for a disciplinary follow-up.
Application Roles Required: HRIncident
Section 1: Creating an Incident Person
Section 1: Creating an Incident Person
Follow the steps below on how create an incident person and flag a person of interest:
1. Navigate to https://app.luvelo.org/HR/Home.
2. Click on the "Incidents" tile.
3. Find and open the incident you wish to add an Incident Person to.
4. On the 'Incident Detail' screen, click on "Incident Person".
There are two methods to add an Incident Person to an incident.
Method 1: Employee Selection:
5. On the 'Employee' tab, click on the dropdown and search for the person you wish to add to the incident.
6. Once the person is selected, click "Create Incident Person".
7. On the 'Incident Person Detail' screen, click "Display URL to collect Incident Report".
8. Click on "Copy Link to Submit Incident Report" and share the link to the Incident Person on Slack, by Email. Alternatively, have the Incident Person use a separate device to scan the displayed QR code. The link/code will give them access to an Incident Report form which they can fill out and submit.
9. Once the person has completed the report, an eye icon will appear on the incident report submission tab. Click this icon to view the report details.
Method 2: Incident Form Submission Selection:
10. Click "Form Submission."
11. Find and select the incident form submission for the relevant Employee.
12. Click "Create Incident Person Report."
13. To review the Incident Report Submission of that Incident Person, click on the eye icon on the incident report submission tab.
Section 2: Flagging a Person of Interest
Section 2: Flagging a Person of Interest
14. Click the pencil icon on the "Is Person of Interest" tab.
15. Click "Yes." Then click "Save."
16. Click "Offense."
17. Provide the necessary details:
Offence Category - The general classification of the misconduct or rule violation. It helps track patterns in misconduct and ensures consistent penalties for similar issues.
Offence - This is the specific policy or rule that was violated. For example, if the category is "Attendance," the offense might be "Unapproved Absence" or "Tardiness." If the category is "Conduct," the offense could be "Insubordination" or "Violation of Anti-Harassment Policy."
Date of Offence - The exact date the misconduct occurred (or began, if ongoing).
Penalty - This refers to the disciplinary action being taken, which can be either a warning (e.g., "Verbal Warning," "Written Warning," "Final Written Warning") or a monetary penalty, such as a "Fine." The specific penalty will depend on the severity of the offense and your company's disciplinary policy.
Points Value - This field shows the points carried by the applied offence. If an employee accumulates a certain number of points over a set period, it can trigger a more severe warning (e.g., a final written warning) or other disciplinary action.
Fine - The amount being charged for the offense.
Offense Details - This is the most important part of the section. It's a space for a clear, objective narrative of the event. Be specific and factual. Instead of saying "was late," write "Employee was 30 minutes late for their shift on July 14, 2025, without prior notification.
Employee Statement - This is for the employee's perspective. It's a crucial part of a fair disciplinary process, allowing them to explain their side of the story. This field should note what the employee said during the meeting, including any acknowledgment of the offense, mitigating factors, or refusal to sign the warning.
Sanction Type - This is the specific type of disciplinary action being issued, which should align with the "Penalty" listed above. Examples include "Written Warning," "Fine," "Suspension," or "Termination."
Date Expires - This is the expiration date of the warning. Warnings are not permanent. For example, a standard written warning might be active for six months, while a final written warning may be active for twelve months.
Sanction Details - This field details the specific action the employee must take to correct their behavior and the potential consequences if they fail to do so. This can include an improvement plan with measurable goals and deadlines.
Counseling - This is an important step that shows the company is invested in the employee's success. It should include details of any guidance, support, or training offered to help the employee correct their behavior. You can use custom counseling or choose from relevant predefined counseling.
Save as Draft - If you want to save with the intention to edit or complete later.
18. Once all the details have been captured, click "Save Draft" to edit or complete later, or "Save" to save the details.
