PXD configuration
Access Care Rostering mapping
The Access Care Rostering mapping area in PXD controls how fields are mapped between the two systems. The following overrides can be configured here:
Address Mapping: Town — if populated, the specified address field maps to the Town field in Access Care Rostering. If not populated, Address Line 4 defaults to Town.
Next of Kin Relationship Type Alternate Text — a global override for the Emergency Contact Type in Access Care Rostering, used when the Next of Kin Relationship field in PXD does not match the Emergency Contact Types in Access Care Rostering.
Leave Reason Alternate Text — a global override for the Termination Reason in Access Care Rostering, used when the Leave Reason in PXD does not match the Termination Reasons in Access Care Rostering.
Criteria groups
Criteria groups determine which employees are flagged as rostered and sent to Access Care Rostering. Employees who match the criteria are flagged as rostered; those who do not are flagged as non-rostered.
🤓Tip: The recommendation is to set up multiple criteria groups based on Department or Work Group, with Job Category or Post Title as additional criteria. This gives you granular control over which employees are rostered.
To access the criteria groups, in PXD navigate to:
Access Care Rostering, then click Home.
Click Manage Criteria Groups.
Then select the relevant category field.
Cost Centre, Department, Division, Employee Status, Grade, Job Category.
Leaving Reason Codes, Location, Management Unit, Organisation, Pay Group.
Post Title, Post Type, Reason Codes, Structure, Sub Category, Sub Status.
User Fields 1–5, Work Group.
📌Note: Criteria groups auto-save. Any changes trigger messages for affected employees approximately 5 minutes after the last change is made.
Pay group setup
The Pay Group in PXD must match the Pay Run in Access Care Rostering. Pay Group is sent in the format Pay Group Code – Pay Group Description.
🤓Tip: If the Pay Group Code is included in the Description field in PXD, it is recommended to remove it to avoid duplication in the format sent to Access Care Rostering.
Access Care Rostering configuration
Branches (Areas)
Branches in Access Care Rostering correspond to Areas in PXD. The branch description must match the mapped field in PXD exactly.
To set up a Branch, navigate to:
Click Settings, then click Other.
Click Company, then from the QuickLinks select Branches.
Click the plus icon.
Enter the relevant details, then click save.
⚠️Important: Branches must be created in Access Care Rostering and match the PXD mapped field before employees can be sent through the interface.
Areas (Services)
Areas in Access Care Rostering correspond to Services in PXD. You can navigate to the area from the branches. To do this:
Click Settings, then click Other.
Click Company, then from the QuickLinks select Branches.
Select the relevant branch, then from the Quicklinks select Areas.
Click the plus icon, then enter the description name, making sure it is the same in PXD.
Click save.
📌Note: Areas are auto-created if they do not already exist in Access Care Rostering when an employee message is received.
Employee types
Employee Types are auto-created from the customisable Employee Type mapped field in PXD if they do not already exist in Access Care Rostering.
Positions
Positions are auto-created from Job Titles in PXD if they do not already exist in Access Care Rostering. Positions are hard-coded to Job Titles in PXD.
Termination reasons
Termination Reasons in Access Care Rostering must match either the Leave Reasons or the Leave Reason Alternate Text from the Access Care Rostering Mapping area in PXD.
To set up Termination Reasons, follow these steps:
Click Settings, then click HR.
Click Employee, then click Termination.
Click Reasons, click the plus icon.
Add a Description, and click save.
Emergency contact types
Emergency Contact Types in Access Care Rostering must match either the Next of Kin Relationship or the Next of Kin Relationship Type Alternate Text from the Access Care Rostering Mapping area in PXD.
To set up Emergency Contact Types, follow these steps:
Click Settings, then click HR.
Click Employee, then click Emergency.
Click Contact types, then click the plus icon
Add a Description, and click save.
Bank account details
The following bank account fields are sent from PXD to Access Care Rostering:
Bank Name
Account Number
Sort Code
⚠️Important: Employees with a Bank Name exceeding 50 characters won't pass through to Access Care Rostering. The Employees Bank Details module and function must be enabled in Access Care Rostering for bank details to display.
Pay runs
Pay Runs in Access Care Rostering must match the Pay Group Code–Pay Group Description format sent from PXD.
To set up Pay Runs, follow these simple steps:
Click Settings, then click Finance.
Click Payroll, then click Runs.
Click the plus icon, then add the relevant details.
Click save.
People XD (PXD) – Access Care Rostering (ACR) field mapping
The table below shows how fields are mapped between PXD and Access Care Rostering.
PXD Field | Access Care Rostering Field | Notes |
PersonId | External ID | Used to match records between systems. |
FirstName | First Name | Mandatory in both systems. |
MiddleName | Middle Initial | First letter only. |
LastName | Last Name | Mandatory in both systems. |
KnownAs | Preferred Name | Currently updateable in Access Care Rostering; it is locked in a future release. |
Contact Email | Must be populated for all employees; a missing email causes message failure. | |
Address1 | Address Line 1 | Mandatory in both systems. |
Address2 | Address Line 2 |
|
Address3 | City/Town | Mandatory in Access Care Rostering. |
Address4 | County / Town override | Maps to Town if Address Mapping: The Town field is not configured. |
Address5 | Not mapped |
|
PostCodePrefix + PostCodeSuffix | Postcode | Joined together; mandatory in both systems. |
DateStarted | Start Date | Original start date from Person event. |
Title | Title |
|
DateOfBirth | Date of Birth | Mandatory in Access Care Rostering. |
PayGroup | Payroll Run | Sent as "Pay Group Description" format; payroll export uses code only. |
NiNumber | NI Number |
|
Disabled | Disabled | Yes in PXD, tick the checkbox in Access Care Rostering. |
TypeOfDisability + Disability1 + Disability2 | Disabled Details | Disability1 and Disability2 are concatenated. |
EthnicOrigin | Ethnic Origin |
|
Gender | Gender | Legal Gender — Male/Female. |
Phone1 | Home Phone | At least one of Phone1/2/3 must be populated. |
Phone2 | Mobile Phone | At least one of Phone1/2/3 must be populated. |
Phone3 | Other Phone | At least one of Phone1/2/3 must be populated. |
Pager | Pager |
|
NokFirstName + NokLastName | Emergency Contact Name | Primary Next of Kin only. |
NokRelationship | Emergency Contact Type | Primary Next of Kin only. |
NokPhone | Emergency Contact Phone | Primary Next of Kin only. |
NokAddress1–4 | Emergency Contact Address Lines 1–4 & City/Town | Primary Next of Kin only. |
Post Title | Position Type | PXD Job Title. |
Employee Type | Employee Type | PXD–ACR mapped field. |
Area | Area (Service) | PXD–ACR mapped field. |
Branch | Branch (Area) | Must be created in Access Care Rostering and match before sending employees. |
Hours | Hours Per Week | If >0, Days Per Week is set to 7. |
BankAccountNumber | Bank Account Number |
|
BankAccountCode | Bank Account Sort Code |
|
BankName | Bank Name | Maximum 50 characters. |
ContractType | Salaried Tick Box | Y checks the box; any other value unchecks it; Salary field populated with £0.00 when checked. |
AppointmentId | (Used behind the scenes) | Concatenation of Post Number and Post Sequence from PXD; used to match Appointments. |
StartDate | Effective Date | Used as Effective Date for Branch/Area, Position, and Rate Sheet records. |
WorkTimeOptIn | WTR Opt In Effective Date |
|
WorkTimeOptOut | WTR Opt Out Effective Date |
|
Read-only records in Access Care Rostering
Once an employee record is interfaced, fields managed by PXD are greyed out and read-only in Access Care Rostering. Access Care Rostering-specific fields remain updateable.
Read-only fields by section
General Details: Title, First Name, Middle Initial, Last Name, Address Lines 1–2–3, City/Town, County, Post Code, Date of Birth, Start Date.
📌Note: The Preferred Name field is currently updateable in Access Care Rostering, but is locked in a future release. Any changes made in PXD overwrite updates made in Access Care Rostering.
Communication Details: Home, Mobile, Other, Pager, Email.
Payroll Details: Salaried Flag, Salary (if Salaried is checked), Days Per Week, Hours Per Week, NI Number (if visible), Payroll Run, External ID (Person Reference). Hours can be updated via the Rate Sheets QuickLink — all other payroll fields are locked.
Emergency Contacts: Type, Name, Address Lines 1–4, City/Town, County, Post Code, Phone. The primary Next of Kin from PXD creates the Emergency Contact record. The ability to add additional contacts is removed for interfaced employees.
Position (Career History): Managed entirely in PXD. A new career history line is created in Access Care Rostering on each contract change. No updates are permitted in Access Care Rostering.
Branch & Area: The primary Branch and Area are locked. Additional Branches and Areas can still be added and managed within Access Care Rostering.
Termination: Interfaced records cannot be terminated in Access Care Rostering. Termination must be triggered from PXD via the Leave Person or Delete Person process.