A PIN is written notice that an issue has come up again after feedback: what the issue is, what good looks like, by when, and the support offered (handbook 13.2). It is not a warning and not on the disciplinary record, and it expires after 12 months. Check the facts first. Surveyor PINs must name the property. Save & send PIN records it in the register under your name, emails it to the employee (with a text) where we hold their email, and copies HR. Three live PINs in 12 months flag a review meeting — never an automatic warning.
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Proposed PINs have NOT been sent. The audit system proposes a PIN when an audit gets no response within 24 hours. Handbook 13.2: a manager checks the facts before any PIN is issued. Check — did they reply another way, were the texts delivered, were they on leave, was there feedback first? — then Issue (it goes to the employee under your name) or Dismiss with a reason.
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Counts are live PINs only — issued, not withdrawn, and less than 12 months old. Expired, withdrawn, dismissed and proposed PINs never count.
At 3 live PINs the person is due a review meeting with their Team Manager and HR (13.2).
C1 Communication standards · C2 Quality / accuracy · C3 Care, diligence & attention to detail · C4 Output / productivity
C1 Communication standards · C2 Quality / accuracy · C3 Care, diligence & attention to detail · C4 Output / productivity
| Staff member | C1 | C2 | C3 | C4 | Live | Proposed | Expired | Last issued | Review |
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| Issued / expires | Staff | Property | Category | Status | Issued on time | Issue | By | Reply | |
|---|---|---|---|---|---|---|---|---|---|
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Nothing here is deleted. Withdrawn PINs were issued in error (13.2) and never count; dismissed PINs were proposed by the audit system and a manager decided not to issue them. Each keeps who, when and why — the HR audit trail.
| Issued / proposed | Staff | Property | Category | Status | Reason | By | On |
|---|---|---|---|---|---|---|---|
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One row per document issued — employment contracts and promotion / variation letters. A returned signed copy is marked Signed; issuing someone a new contract? Mark the old row Superseded rather than removing it. Removals are soft — the record is archived with who removed it and why (tick show removed to see them).
| Issued | Staff | Document | Job title | Type | Start / effective | Status | By | |
|---|---|---|---|---|---|---|---|---|
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