Messages sent from People XD (PXD)
Employees are sent from PXD to Access Care Rostering when their record fields match the options set against the Criteria Groups. The following message types are sent:
Create Person — sent on the first push only.
Update Person — sent when changes are made in Key Information or Contact Details.
Update Address — sent when changes are made in My Address Details.
Update Contact — sent when changes are made in Contact Details.
Update Appointment — sent on the initial push and on further changes in Contracts.
End Appointment — sent when a contract is ended; this is ignored by Access Care Rostering as there is no end date concept in Access Care Rostering.
Update Pay Group — sent when the Pay Group is updated.
To update the pay group recond follow these steps.
Click HR, then click Employee.
Click Find, then locate the relevant employee record.
Click Actions, then click Change Pay Group, or via Payroll Management.
Leave Person — processed as a Leaver.
Bulk sending employees
All PXD employees can be sent to Access Care Rostering in bulk using the bulk push function available via the interface. Employees who do not match the criteria groups are sent as non-rostered; employees who match are sent as rostered.
Criteria group changes
When a new or edited criteria group is saved, messages are triggered for all affected employees after a 5-minute delay following the last change. Employees who meet the criteria are flagged as rostered; those who do not are flagged as non-rostered.
If a previously rostered employee no longer meets the criteria, they remain in Access Care Rostering but their status is updated to non-rostered. They are moved to a separate Branch and Area from the effective date of the contract change and are unallocated from any shifts after that date. They'll no longer appear in the main All employees list, but can be found by filtering on Employee Type with the value Non-Rostered.
If an employee who did not initially meet the rostered criteria later has a career change that moves them into a rostered state, messages are sent to Access Care Rostering and the employee becomes visible in the front end to be saved down.
Saving records down in Access Care Rostering
On the first push to an employee record, it is not automatically saved as an active employee. It sits on the Import Link to be saved manually.
To navigate to the Import Link:
Click Employees.
Navigate to the import file symbol.
Within this area you'll see a list of employees who have met the Criteria Groups in PXD and have been pushed through to Access Care Rostering.
To save a record:
Click the grey arrow on the left of the employee record to open it.
Work through the tabs and enter any Access Care Rostering-only details as required.
Save the record.
⚠️Important: All fields passed via the interface is locked and read-only. If any mapped fields are incorrect when saving a record, these must be updated in PXD — not in Access Care Rostering.
The following Access Care Rostering-specific fields can be completed when saving a record:
Tab | Field | Notes |
General | WTR (Working Time Regulation) opt in / out | Must be set in Access Care Rostering; being built into the interface in a future release. |
Communication | Delivery Method: Rota | Can be set as a default within employee settings. |
Communication | Delivery Method: Gross Payslip | Can be set as a default within employee settings. |
Payroll | Pay Rate Sheet |
|
Payroll | Enforce Hours | Only check if the employee cannot work more than the value set in Hours Per Week. |
Travel | Transport Mode |
|
Travel | Pay Type | Actual or Fixed — determines how Access Care Rostering calculates mileage payments if using Google Maps. |
Travel | Rate Sheet | Determines how Access Care Rostering calculates mileage and travel time if using Google Maps. |
Other | Full Time check box | Used for reporting only. |
Other | Virtual | Check the box if the record is an Agency Worker. |
Other | Has Medical Condition | Used for reporting only. |
Other | Break Rules Profile | Set a break profile if unpaid breaks are required for staff. |
Custom (if applicable) | Appointment ID (Multi-Contract Staff Only) | Must be entered in the correct format for the appointment in PXD, e.g. NNNNNN-NN. |
Once saved, the record is marked as Active, and a QuickLinks menu appears on the right-hand side. The record is then ready for additional Access Care Rostering details to be added, including:
Availability
Critical Information
Training & Qualifications
Tasks
Additional Branches (Areas) & Areas (Services):
The primary Branch (Area) and Area (Service) must be managed via PXD.
Only additional Branches (Areas) and Areas (Services) should be set within Access Care Rostering.
Initial message failures
If an employee is sent from PXD to Access Care Rostering and the initial message fails, follow the steps below to resolve the issue.
Update Person message failed
If the update person message has failed, navigate to the employee record and enter or amend the missing or incorrect data, then click Save. This sends a new Update Person message.
To navigate to the employee record:
Click HR, then click Employee.
Click Find, then locate the relevant employee.
Select the People Management Dashboard.
Click Employees, then Drill into Employee.
Click Key Information and add the relevant details.
Click Save.
Alternatively, you can resend the original message:
Navigate to Access Care Rostering Dashboard.
Click Access Care Rostering Outbound History.
Find the relevant Update Person message.
Click RESEND.
Update Appointment message failed
If the Update Appointment message has failed, navigate to the employee's Contracts tab:
Click HR, then click Employee.
Click Find, then locate the relevant employee.
Select the People Management Dashboard.
Click Employees, then Drill into Employee.
Click Contracts, and add the relevant details.
Click Save.
If the contract is commenced, click Update, work through the form, update the fields as required, and click Save. This adds a new amendment with a new effective date.
If the contract is not yet commenced, edit the current contract, update the fields as required, and click Save.
Alternatively, you can resend the original message:
Navigate to Access Care Rostering Dashboard.
Click Access Care Rostering Outbound History.
Find the relevant Update Appointment message.
Click RESEND.
Both Update Person and Update Appointment messages failed
Where both messages have failed due to incorrect or missing data, update the employee record in PXD first, then resend both messages. The person's information must be updated before the appointment details.
To update the person record:
Click HR, then click Employee.
Click Find, then locate the relevant employee.
Select the People Management Dashboard.
Enter or amend the missing or incorrect data and click Save.
This sends a new Update Person message.
To update the appointment record:
Click HR, then click Employee.
Click Find, then locate the relevant employee.
Select the People Management Dashboard.
Click Employees, then Drill into Employee.
Click Contracts, and add the relevant details.
If the contract is commenced, click Update, work through the form, update the fields as required, and click Save.
If the contract is not yet commenced, edit the current contract, update the fields as required, and click Save.
Missing or incorrect data in Access Care Rostering configuration
If the failed message is due to missing or incorrect data in Access Care Rostering, navigate to Access Care Rostering and amend or add the information. Common examples include:
Branch mapped field in PXD does not match the Branch (Area) Description in Access Care Rostering.
Branch does not exist in Access Care Rostering.
Pay Group does not match the Pay Run Description in Access Care Rostering, or the Pay Run does not exist.
Leave Reason or Leave Reason Alternate Text in PXD does not match the Termination Reasons in Access Care Rostering.
Next of Kin Relationship field in PXD does not match the Emergency Contact Relationship Types in Access Care Rostering.
Once the data in Access Care Rostering has been updated, resend the messages from PXD:
Navigate to Access Care Rostering Dashboard.
Click Access Care Rostering Outbound History.
Find the relevant message(s) for the employee(s).
Click RESEND.
Non-starter (Delete Person)
If an employee is entered onto PXD but does not start with the organisation and has not yet been authorised into Payroll, you can delete their record using the Delete Person action.
To delete a person record, navigate to:
People Management, then click Employee Record.
Click Actions, then click Delete Person.
These actions record for deletion in an overnight routine and remove the record from PXD overnight.
When the Delete Person action is processed, a message is pushed to Access Care Rostering to mark the employee as terminating. The termination date in Access Care Rostering is populated with the employee's start date from PXD, and a default leave reason of Not started is applied. This leave reason must be set up as a Termination Reason in Access Care Rostering.
📌Note: If the record has not been saved down from the Import Link, it will be removed from Access Care Rostering automatically. If the non-starter has already been saved down in Access Care Rostering, you'll need to process them as a Leaver to change their status from Terminating to Terminated.