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PIP Builder & check-ins

Employee Command Center showing coaching session and PIP Builder workflow controls

What is this?

Section titled “What is this?”

The PIP Builder inside an employee’s Employee Command Center (/admin/employees/[id]) helps you turn documented incidents and company expectations into a structured Performance Improvement Plan (PIP) with objective facts, SMART goals, support resources, a check-in schedule, and status tracking.

When would I use it?

Section titled “When would I use it?”
  • An employee has a documented pattern of performance or conduct issues and you are preparing a formal coaching plan or Performance Improvement Plan for HR review and delivery.
  • You are logging scheduled PIP check-ins (pip_check_ins) and updating the case status as the employee progresses.

Where is it?

Section titled “Where is it?”
  • Web Management Dashboard: My People → [Select Employee] (/admin/employees/[id]) in the PIP Builder section, and summarized across your workspace in Manager Assistant / HR Center (/admin/command-center under the PIP cases KPI tile).

How do I use it?

Section titled “How do I use it?”

1. Select incidents & review recommendations

Section titled “1. Select incidents & review recommendations”
  1. Open the employee’s Employee Command Center (/admin/employees/[id]).
  2. In the PIP Builder, select the date range and check the specific documented Incidents to include (pip_case_incidents).
  3. Review the recommendation summary:
    • Recommended action vs. Baseline action (based on severity, tenure bucket, and prior documented history).
    • Zero-tolerance check: Highlights whether any selected incident involves a zero-tolerance category.
    • Precedent matches: Shows how similar incidents/severities were handled previously in your organization so you can stay consistent.
    • Override reason (if deviating): If you choose an action that differs from the baseline recommendation, select a Caveat override reason and add an explanatory note.
    • Objective fact gaps: Highlights any missing factual details you should verify before finalizing.

2. Generate and edit the PIP draft

Section titled “2. Generate and edit the PIP draft”
  1. Click to generate the structured PIP draft. When your organization has configured Company guidance (Settings → Guidance), the draft incorporates your company purpose, values, and PIP guardrails.
  2. Review and edit every section before relying on it:
    • Decision summary & rationale
    • Objective facts (grounded in the selected incidents)
    • SMART goals (measurable expectations)
    • Support resources (training, shadowing, or tools provided by management)
    • Check-in schedule (start_on, due_on, and milestone dates)
    • Constructive closing & consequence statement
    • HR review notice
  3. Click Save to create or update the PIP case (pip_cases).

3. Track check-ins and case status

Section titled “3. Track check-ins and case status”
  1. As each scheduled check-in date arrives, log your check-in note and mark the check-in completed (completePipCheckIn).
  2. Update the PIP case status (such as draft, hr_review, active, or completed).
  3. Export the PIP document to Word (.docx), PDF / Print, Plain text, or Email (mailto:).

What happens after I do it?

Section titled “What happens after I do it?”
  • Saved PIP cases and upcoming check-ins appear in Manager Assistant / HR Center (/admin/command-center) under the PIP cases KPI tile and the Do today queue.
  • Active or historical PIPs are also listed under Relevant documents in the employee’s HR Ready chronology.

Permissions, plans, and platform limitations

Section titled “Permissions, plans, and platform limitations”
  • AI draft allowance on Free plan: On the Free plan, generating AI drafts (1:1 coaching drafts, HR assistant, and PIP drafts) draws from the organization’s allowance of 2 AI drafts per 30-day window. Manager (including the 30-day trial) and Teams include full access.
  • Word (.docx) & PDF export: Exporting the PIP document to Word or PDF requires the Manager (or 30-day trial) or Teams plan.
  • Human review required: AI drafts are drafts—always review and verify every statement with HR or leadership before delivering a PIP to an employee.

What can go wrong?

Section titled “What can go wrong?”
  • No candidate incidents available for PIP Builder: Positive feedback and progress updates are not used as disciplinary PIP triggers. Ensure the employee has at least one saved Incident record on their timeline.
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