Disciplinary Hearing Agent
The Disciplinary Hearing Agent turns an incident report into a complete disciplinary pack: a clear charge sheet, a notice of hearing, an indexed evidence bundle and a chairperson outcome draft. It tests every step against Schedule 8 of the Labour Relations Act, the Code of Good Practice: Dismissal, and your own disciplinary code, so procedural and substantive fairness is built in from the first document.
Ideal forHR business partners
The difference
From 6-10 hours per hearing pack to 1-2 hours
HR and chairpersons spend their time on the facts and the fairness of the decision, not on assembling bundles and templates.
Done by hand
6-10 hours per hearing pack
With the Vanine agent
1-2 hours
Time returned to your team
80%
Indicative figures. We measure your own baseline in the first fortnight so the numbers you see are yours.
Fewer procedurally unfair dismissals
Most dismissals overturned at the CCMA fail on procedure or poorly framed charges. The agent checks notice, representation rights and charge wording against the Code and your policy before the hearing starts.
Consistency across sites and managers
Line managers in different branches often treat similar misconduct differently. The agent compares each case with your disciplinary code and past outcomes so sanctions stay consistent and defensible.
Chairpersons get a structured record
Outcome drafts set out the evidence, the findings on each charge and the reasons for the sanction, giving the chairperson a solid starting point for a reasoned decision.
Capabilities
Run disciplinary hearings that are fair, consistent and ready for CCMA scrutiny.
Built for HR business partners, employee relations managers, labour law attorneys and hearing chairpersons in South African employers of every size.
Charge sheet drafting
Frames clear, specific charges linked to the rule allegedly breached in your disciplinary code, avoiding vague or duplicated charges that weaken a case at arbitration.
Notice of hearing
Prepares the notice with the date, charges, the employee's right to representation by a fellow employee or shop steward, the right to an interpreter and the right to call witnesses.
Evidence bundle assembly
Collects statements, CCTV logs, emails, clock records and prior warnings into a paginated, indexed bundle for the employer, the employee and the chairperson.
Code of good practice checks
Tests the process against Schedule 8 of the LRA: knowledge of the rule, consistency, the seriousness of the breach, mitigating factors and whether dismissal is an appropriate sanction.
Incapacity and poor performance routes
Flags when a matter is really about incapacity, ill health or poor performance and points the process to the correct counselling, investigation and accommodation steps.
Chairperson outcome draft
Summarises the evidence and arguments on each charge and drafts findings and a sanction rationale for the chairperson to review, edit and sign.
How it works
From your systems to a result you sign off
The initiator approves the charges, and the chairperson decides the outcome and signs the finding and sanction.
Connect the places your disciplinary records already live.
Incident reports, witness statements, prior warnings and your disciplinary code from SharePoint, Outlook and your HR system. Already use something else? We connect that too.
- OpenAI Frontier
- Your own AI platform or models
- Microsoft 365 (Teams, SharePoint, Outlook, Excel)
- Copilot Studio
- SAP SuccessFactors, Sage 300 People, PaySpace
- HR case management and shared mailboxes
- Microsoft Word hearing templates
Runs on request in Teams, Copilot Studio or OpenAI Frontier, using the models your organisation approves.
Charge sheet, notice of hearing, indexed evidence bundle and outcome draft in Word, filed to the employee's case folder.
Step by step
- 01
HR logs an incident and asks the agent to open a disciplinary file.
- 02
The agent gathers the evidence, prior records and the relevant rule in your disciplinary code.
- 03
It drafts the charge sheet, notice of hearing and evidence bundle, checked against Schedule 8.
- 04
HR reviews and issues the notice to the employee.
- 05
After the hearing, the agent drafts the outcome from the hearing notes.
- 06
The chairperson reviews, finalises and signs the finding and sanction.
Deployment
Runs inside the tools your team already uses
The same agent and the same cited output, delivered three ways: through the AI assistant you have rolled out, on a model you host yourself, or inside your own software.
In the frontier assistant you already pay for
We publish the agent as an MCP server. Add it as a connector and your team calls it from the chat they use every day, with no new tool to learn.
"What happened, and who saw it?"
- site
- Distribution centre
- employee
- Warehouse supervisor
On a model you host yourself
Run the agent on open-weight models in your data centre or private cloud. Your disciplinary records never leave your network, which keeps POPIA and data residency straightforward.
- Llama
- Mistral
- Ollama
- or any OpenAI-compatible endpoint
Inside your own software
Trigger a run from your own workflows, and push the finished output into your ERP, GRC or reporting systems. We build the integration with your team.
- REST API
- Webhooks
- Batch jobs
- Embeddable review panel
Governed the same way, every route
Whichever way your team reaches the agent, identity, permissions and audit stay with your existing controls.
- Single sign-on through Entra ID, Okta or Google Workspace
- Reads only the documents each user is already allowed to open
- Every tool call written to an audit log you can export
How we deliver it
One agent, three ways to hold it
Start where your team already works, then take it as far into your systems as the value justifies.
DATA SECURITY & PRIVACY
Your disciplinary records stay yours.
The agent runs inside your tenancy, reads only what each task needs, and never trains on your disciplinary records. Every step is logged so your auditors can see exactly what it touched.
Built for regulated work.
+YOUR DISCIPLINARY RECORDS NEVER LEAVE YOUR ENVIRONMENT
More agents
More agents we build for South African enterprises
Each one is built on the same foundation: your documents, your rules, and your people signing off.
Precision AI for Institutional Workflows
