Address changes
When an employee's address needs to be updated, the existing address should be edited rather than a new address added. The effective date of a new address is not taken into consideration, it is the address with the latest changes that is used.
⚠️Important: If a new address is added rather than the existing one edited, the update is sent to Access Care Rostering based on the date the change is made, not the effective date. If a change is made to a historic address line, this also sends a message to Access Care Rostering and updates the employee's address.
To change an address in People XD:
Navigate to People Management, then click View Employees.
Search and select the relevant employee.
Click Contact Information.
Under My Address Details, click the 3-dot menu next to the address line and select Edit Address Details.
Update the address and click Save.
This sends a message to update the address on the employee's Access Care Rostering record.
Emergency contacts (Next of Kin)
Emergency contacts can only be added for interfaced employees via PeopleXD as a Next of Kin record. The primary Next of Kin in PeopleXD passes through to Access Care Rostering as an Emergency Contact. Additional emergency contacts are managed and visible within PeopleXD only.
To add a Next of Kin:
Navigate to People Management, the click Employee Record.
Click Actions, then click Personnel Profile.
Click Next of Kin, then enter the details.
📌Note: The value in the Relationship field must match the Emergency Contact Types listed in Access Care Rostering, or a global override must be configured in the Access Care Rostering Mapping area.
Click Save.
This sends a message to Access Care Rostering and updates the employee's Emergency Contact record.
Updating a Next of Kin address
If adding an address to the Next of Kin record, the following process must be followed for the record to update in Access Care Rostering:
Navigate to People Management, the click Employee Record.
Click Actions, then click Personnel Profile.
Click Next of Kin, then click the 3-dot menu and select Edit Address Details.
Enter the address information and click Save.
On the main Next of Kin details page, click Save.
This triggers an update message to be sent to Access Care Rostering, and the Emergency Contact record is updated. The fields within Access Care Rostering is locked and read-only.
Appointment changes
Single appointment — rostered to non-rostered
If an employee holding a single contract moves from a rostered to a non-rostered appointment, the contract must be updated in PeopleXD using the Update Contract or Replace Contract function within the Contracts tab.
When making the amendment, a start date must be entered. The fields on the contract must be set so the employee no longer meets the criteria groups for the rostered state.
Once saved, an Update Appointment message is sent to Access Care Rostering, and the employee has a new line added to the following areas of their record:
Position
Branch (Area) and Area (Service)
Rate Sheet
Unavailability
The employee is marked as non-rostered from the effective date of the contract change, moved to a separate Branch and Area, and unavailability is added so they cannot be rostered. Any shifts allocated after this date is unallocated.
Single appointment — non-rostered to rostered
If an employee holding a single contract moves from a non-rostered to a rostered appointment, the contract must be updated in PeopleXD using the Update Contract or Replace Contract function within the Contracts tab.
When making the amendment, a start date must be entered. The fields on the contract must be set so the employee meets the Criteria Groups for the rostered state.
Once saved, an Update Appointment message is sent to Access Care Rostering:
If the employee has not previously held a rostered post, they'll appear in the Employee Import Table for saving.
If the employee has previously held a rostered post, their record is updated, their Employee Type and Position is updated, and they'll be moved to the correct Branch and Area. The non-rostered unavailability ends the day prior to the effective date of the rostered post.
Multi-contract staff
Access Care Rostering does not have functionality for managing multi-appointment staff. Where staff hold multiple appointments, they must be managed independently in PeopleXD and Access Care Rostering.
In PeopleXD, multi-appointment staff must have all of their appointments set up so they do not meet the Criteria Groups for the rostered state.
🤓Tip: The recommendation is to set up a separate Job Category or Employee Status for multi-contract employees (e.g. Multi-Contract) and ensure this is not selected on any Criteria Groups where the Criteria Group Type is Access Care Rostering Roster.
Multi-contract employees do not need to sit on a separate Pay Group in PeopleXD, but they must sit on a separate Pay Run in Access Care Rostering. The Pay Run must be set up with the same Pay Group Code as the start of the Pay Run Description. For example, employees on Pay Group 1000 – Operations in PeopleXD should be aligned to a Pay Run named 1000 – Multi-Contract in Access Care Rostering.
Adding a multi-contract employee to Access Care Rostering
If a multi-appointment employee holds one or more rostered appointments, a separate employee record must be manually added to Access Care Rostering for each rostered appointment.
To add a new employee record:
Click HR, then click Employee.
Click New, then fill out all relevant information across all tabs.
On the Communication tab, at least one field marked with a green * (Home, Mobile, or Other) must also be populated.
On the Payroll tab, complete the following fields:
Days Per Week — enter 7 if contracted hours are held for the appointment; leave blank for zero-hour contracts.
Hours Per Week — enter contracted hours if applicable; leave blank for zero-hour contracts.
Pay Rate Sheet — select the relevant pay rate sheet.
Payroll Run — select the relevant Multi-Contract payroll run in line with the Pay Group Code (e.g. 1000 – Multi-Contract).
Person Reference — must match the PeopleXD person reference.
On the Custom tab, populate the Appointment ID (Multi-Contract Staff Only) field with the appointment ID. This can be found in PeopleXD.
Locate the appointment ID
This is found within PeopleXD:
Navigate to People Management.
Click Employee Record, then click the Contracts tab.
Select the relevant appointment.
Click into the Summary tab to view the appointment ID.
Multi-contract to single rostered contract
If an employee holding multiple appointments moves to a single rostered appointment, this must be managed in PeopleXD with effective dates. The new appointment must have an effective date starting after the end date(s) of the previous appointments.
When a new appointment is added or an existing one is updated with fields that meet the rostered state in the Criteria Groups, a message is sent to Access Care Rostering, and the employee record becomes visible on the front end for saving.
📌Note: If the employee needs to be moved to a new Pay Group, this can be actioned under Actions > Change Pay Group if the employee has not been processed in Payroll. If they have been processed in Payroll, this must be done in the Payroll Dashboard. This must be actioned after the payroll period is closed and a new period is open with no processing completed.
If the employee was added to Access Care Rostering manually due to multiple appointments, the records in Access Care Rosteringr should be terminated, and the new record from PeopleXD should be allocated to shifts going forward. The new employee record receives new login details for Access Care Planning and needs to be assigned to the correct groups and devices.
Single rostered contract to multi-contract
If an employee holding a single rostered appointment moves to multiple appointments, this must be managed in PeopleXD with effective dates.
If the employee retains a rostered appointment as part of their multiple appointments, the appointment must be updated and the fields changed to mark the employee in a non-rostered state. This sends a message to Access Care Rostering and changes the employee record to non-rostered from the effective date.
Following this, new employee records must be added manually to Access Care Rosteringfor each rostered appointment, as described above. The new employee records should be allocated to shifts.
⚠️Important: If two appointments start on the same date, the first Update Appointment message is marked as successful, and subsequent Update Appointment messages for the additional appointments is marked as failed. This is expected behaviour and does not impact any further messages sent to the employees.
Pay group changes
If the Pay Group needs to be changed for an employee:
If the employee is a new starter and has not been processed or authorised in PeopleXD Payroll, the Pay Group can be changed via their employee record under People Management. This updates the record and send a new message to Access Care Rostering to align the record to the correct Pay Run.
If the employee has been processed in Payroll, the Pay Group must be changed within the Payroll Dashboard.
To change the Pay Group via the Payroll Dashboard:
Navigate to Payroll Dashboard, then click General.
Click Amend Employee Pay Group.
Select the employee and amend their Pay Group.
This updates the employee's record in PeopleXD and triggers an update message to Access Care Rostering. The Pay Run in Access Care Rostering is updated as long as a Pay Run with the respective description exists. If the Pay Run does not exist, the message fails and the Pay Run must be set up in Access Care Rostering before the message is resent.
⚠️Important: The Pay Group can only be changed if the Pay Groups belong to the same company (PAYE reference). If the Pay Group belongs to a different company, the employee must be processed as a leaver and re-hired. Pay Group changes should be made in line with period end, the current period must be processed and closed, and a new period opened with no processing completed for the employee.
Contract type (salary flag)
To define whether an employee is flagged as salaried, the Paid from Timesheet input field must be set as disabled within the employee's payroll record:
Navigate to Payroll Dashboard.
Click Manage Payroll Employees .
Then click Tax Details, then Paid from Timesheet input.
When this field is disabled, the Salaried checkbox in Access Care Rostering is ticked and the Salary field is populated with £0.00. When this field is enabled, the employee is marked as non-salaried in Access Care Rostering, and the Salary field is not displayed.
📌Note: Working Time Directive, if set in PeopleXD, will not currently update Access Care Rostering. This is planned for a future release.