Help centre / People and records
Run a capability procedure
When an improvement plan hasn't worked, hold the formal meetings, record each outcome and handle an appeal.
A capability procedure is the formal step after an improvement plan that hasn't worked.
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KivoHR keeps each meeting, letter and decision in order on the case.
Start the case and meet
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Step 1: On the improvement plan, press Start the formal procedure, describe the concern, and press Open the case.
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Step 2: Press Invite to a meeting.
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Give the Meeting date and time and Where, and the concern with its evidence.
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Step 3: After the meeting, press Record the meeting, with who came along with them.
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Step 4: Press Record the outcome.
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It sets the date they can appeal by.
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At a meeting that could end in a warning or dismissal, the person can bring a colleague or a trade union rep. See the Employment Relations Act 1999, section 10.
Appeals and closing
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Step 1: If they appeal, press Record an appeal, then Record the appeal decision.
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Step 2: Need to meet again?
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Press Invite to a further meeting, or Move the meeting.
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Step 3: When it is over, press Close the case.
Stuck?
I can't start the formal procedure
Only their line manager or HR with Manage capability can. The case starts from an improvement plan.
A health condition may be behind it
An improvement plan is the wrong tool then. Talk to HR about sickness and reasonable adjustments first.
Someone else needs to see the case
Press Add someone to the case.
Thanks. That helps us make the guides better.
Not legal advice. Checked against the law on 1 November 2026; we check it again by 1 May 2027, and sooner if the law changes.