Issue a performance document

Formal performance documents (warnings, PIPs, records of employee discussion) come out of the document generator with templates tuned specifically for these conversations. The platform handles the formatting, the merge tags, the audit log, and the delivery.

Where to start

You can launch the issue flow from two places:

• The employee’s profile, Documents tab, Generate document.
• Sidebar then Performance management, click their row, Issue document.

Pick the document type

The generator has templates for the common formal documents:

• Verbal warning (recorded but not signed)
• First written warning
• Final written warning
• Performance Improvement Plan (PIP)
• Record of Employee Discussion (RED)
• Outcome letter (after a PIP completes)

Each template has a slightly different shape. Pick the right one for the conversation that has actually happened.

Fill in the prompts

The form asks the things the document needs to land properly:

• The conduct or performance concern, in plain language
• The specific examples (dates, what was said or done)
• The expected change and the standard to meet
• The support being offered (training, additional 1:1s, mentor)
• The timeframe to demonstrate the change
• The consequences if no change
• The conversation date and the people present

AI draft

The platform sends those inputs to Claude with a system prompt tuned for Australian HR. You get a draft in the preview pane within a few seconds.

Read it carefully. The AI is a starting point. Check:

• Facts. The AI uses what you typed plus the employee record. It cannot verify anything else.
• Tone. Should be professional, factual, not punitive. Edit any language that feels wrong.
• Consequences. Don’t overstate. Be precise about the next step.
• Legal advice. For final written warnings or anything contentious, get a qualified HR or legal review before sending.

Finalise and send

When you’re happy:

1. Finalise. Locks the document at this version.
2. Send to employee.

The employee gets a notification and the document appears under their My Documents. The signature requirement depends on the document type:

• Warnings: signature required (acknowledgement of receipt, not agreement)
• PIPs: signature required, plus the PIP plan as an attachment
• REDs: acknowledgement only, no signature required

Audit trail

Every formal document is logged. Sidebar then Performance management shows the full history per employee. Useful for:

• Tracking pattern of conduct
• Demonstrating procedural fairness
• Preparing for any future Fair Work matter