Performance Improvement Plan (PIP) Tracker

The problem this kills

A performance improvement plan is one of the most consequential, scrutinized things a manager and HR ever do together - and far too often it lives in a Word doc on someone's desktop, a couple of calendar invites, and a manager's memory of "how the conversations went." That's how check-ins get skipped, how the success criteria turn out to have been vague, and how a termination that should have been clean becomes a dispute because nobody can show the support that was offered.

When a PIP is questioned weeks or months later, the question is always the same: what were the goals, were the check-ins actually held, what evidence was recorded, and who approved the outcome? If the answer is scattered across email and one person's recollection, you have a problem.

This tool replaces the scramble with one confidential, access-controlled workflow that walks each PIP through drafting, HR-approved issuance, scheduled and documented check-ins, progress assessed against measurable criteria, and a signed-off outcome - and keeps a tamper-evident record of every step.

What you'll build

A private web app, locked behind a login, where:

• A manager drafts a PIP for an employee - objectives, measurable success criteria, duration, and the support/resources being offered.
• HR reviews and approves issuance before the PIP is ever issued - no PIP goes out without sign-off.
• Check-ins are scheduled across the PIP duration, documented as they happen, and the tool flags missed check-ins so nothing quietly lapses.
• Progress is assessed against the criteria at each check-in, and HR approves each assessment.
• The final outcome - successful completion, extension, or next steps - requires explicit HR sign-off before it is recorded.
• Everything is logged in an audit trail, and you can pull an access-controlled CSV/document export of the full PIP file for the record or for counsel.

What's inside the Implementation Plan

The plan opens by interviewing you about your business - your current PIP process, who drafts and who approves, the systems and templates you use today, the exact fields and codes in your employee data, your typical and peak volumes, your approval and check-in rules, and your messy edge cases. It reads a short tailored spec back to you and waits for your thumbs-up before building anything. You get a tool shaped to how your team actually runs PIPs, not a generic template.

From there it's a step-by-step build, each step ending with a ready-to-paste prompt for your AI coding agent: the database and confidentiality model, the login and per-organization data isolation, the PIP drafting form, the HR issuance gate, the check-in scheduler with missed-check-in alerts, the evidence and assessment screens, the HR approval gates, the signed-off outcome, email notifications, the audit trail, and the export. It closes with a "how to know it works" checklist and a no-API CSV fallback so you can run it today even with no integration to your HRIS.

The governance it includes (this is the point)

• Login so only your HR team and authorized managers can get in.
• Row-level security so users only ever see their own organization's PIPs - and PIP details stay confidential and access-limited.
• A complete audit trail - who did what, and when - for every status change, check-in, assessment, and outcome.
• A hard human-in-the-loop approval gate: HR approves issuance before a PIP goes out, approves each check-in assessment, and signs off on the final outcome - nothing is finalized without approval.
• Duplicate guards keyed on employee ID + PIP start date, with one active PIP per employee, so the same plan can't be issued twice.

This is documentation and tracking tooling, not legal advice - but a factual, behavior-based, consistently documented PIP with recorded support and approvals is exactly what a fair, defensible record looks like.

Who it's for

Managers and HR business partners who run performance improvement plans in scattered documents with no consistent trail - and who need each PIP to be supportive, factual, confidential, and provably done right.

You've got this - paste the first prompt and let the plan interview you.