Leavers
When an employee is processed as a Leaver in PeopleXD, the leaving code and leaving date are sent to Access Care Rostering.
The Leaving Date populates the following fields in Access Care Rostering:
First Day of Notice
Last Day of Notice
The Leaving Code populates the Termination Reason in Access Care Rostering. The Re-Recruit Rating is set to the first option in the list.
⚠️Important: Termination Reasons must be set up in Access Care Rostering to match the Leaving Codes in PeopleXD, or the Leave Reason Alternate Text within the People Planner Mapping area in PeopleXD.
If any termination tasks need to be completed in Access Care Rostering, or equipment needs to be returned, these must be actioned before the employee's last day of notice.
After the last day of notice, the employee record in Access Care Rostering must be terminated to fully close it.
📌Note: If the employee record has not been saved in Access Care Rostering and is on the Import Table, processing them as a Leaver in PeopleXD removes them from the Import Table in Access Care Rostering.
Reinstate
If an employee has been processed as a Leaver in PXD but needs to be reinstated (prior to the record being fully processed in PXD or Payroll), the contract end date can be deleted in PeopleXD to reinstate the employee.
To delete the contract end date in PeopleXD, navigate to the employee's Contract History and amend the end date, selecting the delete end date option. Follow the workflow prompts, and the employee will change to active.
This does not automatically reinstate the employee record in Access Care Rostering.
You'll need to reinstate the record manually:
Click HR, then click Employee.
Click Find, then select the terminating or terminated satus.
Within the record, navigate to the Terminating or Terminated QuickLinks menu.
Click Reinstate.
In the Reinstate box, enter Confirm into the text field as instructed and click Reinstate.
📌Note: This manual reinstatement process is required at this stage of the interface. It'll be automated in a later phase, and the record is automatically reinstated when the leaver's details are removed in PeopleXD.
Rejoiners
If an employee has left the organisation and re-joins at a later date, the process differs depending on the HR process taken.
Rehire process
Use this process if an employee has been processed as a leaver by Payroll and wishes to return in a different payroll period to the one in which they left.
If the employee record is rehired in PeopleXD, this reinstates their previous record and adds a new appointment. The record in Access Care Rostering must also be reinstated manually, as described in the Reinstate section above.
📌Note: Using the re-hire process in PeopleXD assigns the employee a new Pay ID within PeopleXD Payroll to ensure correct reporting to HMRC.
Switcher process
Use this process if the employee is returning within the same payroll period, for example, switching from a Permanent to a Casual position. They should be added as a new starter.
This must be managed in the following order:
Change the Work Email on the leaver employee record, do not process as a Leaver until step 2 is complete:
Update the email address to a unique dummy email per record (e.g. [email protected]).
This must be done prior to the employee's leaver date, as otherwise the workspace record will not update.
Navigate to People Management > Employee Search > Employee > Contact Information > Work Email Address.
Wait for the overnight workspace sync to run. This must be completed before processing the employee as a leaver.
Check the Workspace Member to ensure the email address has updated against the workspace member record.
Delete the LDAP contact information from the leaver employee record:
Navigate to People Management > Employee Search > Employee > Contact Information > LDAP User.
Process the person record as a Leaver.
Create the new employee record using the correct email address (e.g. [email protected]) in the Contact Information: Work Email Address field:
This triggers a new workspace account to be created with a new workspace ID.
A new employee record is created in People Planner, and if the employee meets the criteria in PXD as a rostered employee, they will appear in the Import area to be saved down.
This step can be completed before processing the employee as a leaver, as long as steps 1–4 above have been completed.
Leaver retracting notice
If an employee hands in their notice and then retracts it before their leave date, and the payroll team have not yet processed them as a leaver, navigate to their Contract History in PeopleXD and amend the end date, selecting the delete end date option.
Follow the workflow prompts and the employee will change to active.
The record in Access Care Rostering must also be reinstated manually, as described in the Reinstate section above.