Adding absence in PXD
The process for adding absence is the same for all employees. Approval is required for employee-submitted requests; this step is skipped when a Manager or Admin enters the absence directly.
For rostered staff who are interfaced to Access Care Rostering, absences are passed to Access Care Rostering with shifts unallocated. For non-rostered employees, absences are stored in the database and applied if the employee later becomes rostered.
⚠️Important: Multi-contract employees who hold at least one rostered appointment require manual entry of unavailability in Access Care Rostering — absence entered in PeopleXD for these employees is not interfaced to Access Care Rostering.
Adding absence against a PeopleXD employee record
Navigate to People Management > View Employees.
Search for and select the employee.
Click Absences in the menu.
Click Add Absence.
Populate the absence type, start date, end date, start time, end time, and any additional fields as required by your configuration.
Click Save.
Adding absence for multi-contract employees
Absence for multi-contract employees is entered in PeopleXD in the same way as for all employees. However, these records are not interfaced to Access Care Rostering. The unavailability must be entered manually in Access Care Rostering.
Adding unavailability in People Planner
Click HR, then click Employee.
Click Find, then locate the employee record.
From the QuickLinks menu, select Availability.
Select the Unavailability tab.
Click + to add a new record, or click the grey arrow to edit an existing one.
Enter the Type, Start Date/Time, and End Date/Time.
Optionally enter days/hours missed and any notes.
Click Save.
📌Note: If the hours for the absence in PeopleXD need to be amended from the default work schedule, the Manager or Admin can amend the hours for the relevant day(s) as required.
PXD to Access Care Rostering — absence to unavailability
When an absence is added or edited in PeopleXD, a message is pushed to Access Care Rostering to create or edit the corresponding unavailability record. When an absence is deleted in PXD, the unavailability record is deleted in Access Care Rostering.
The message is rejected if:
The Unavailability Types in Access Care Rostering do not match the absence type mapping in PeopleXD.
The employee has reconciled shifts in the absence period.
Viewing unavailability against an employee record
To view unavailability in Access Care Rostering:
Click HR, then click Employee.
Click Find, then locate the relevant employee.
Click Availability.
Select the Unavailability tab.
The notes field on each unavailability record is populated with: Created via the People XD Integration with the Absence ID XXXX.
⚠️Important: Unavailability records created via the interface cannot be deleted from within Access Care Rostering. If you need to remove the unavailability, do so by deleting or amending the absence record in PeopleXD.
Viewing unavailability on the rota and rostered shifts
When an employee is set as unavailable, this is reflected on the rostering screen with a coloured line (as per the Availability Type configuration) showing the duration of the absence.
If an employee was previously allocated to shifts within the absence period, they are automatically unallocated when the unavailability record is created.
If copy and cancel functionality is in place for the unavailability type, an ad-hoc duplicate of the shift is created and automatically cancelled with the associated cancellation reason. This cancelled duty is allocated to the employee and can be reported on.
Key points when adding absence
Entering absence where the employee has reconciled shifts in Access Care Rostering
If absence is entered for an employee who has reconciled shifts in Access Care Rostering during the absence period, the absence saves in PeopleXD but the message errors and unavailability is not created in Access Care Rostering.
To resolve this, the reconciled shift must be unreconciled in Access Care Rostering before the absence message is resent from PeopleXD by editing and re-saving the absence record.
Entering absence with the same start time as a planned shift end time
Reconciled shift: the message is rejected. Update the absence start time to after the shift end time.
Allocated non-reconciled shift: the message is successful and the employee is unallocated. If the employee is required to work, enter the absence start time 15 minutes after the shift end time.
Entering absence with the same end time as a planned shift start time
Reconciled shift: the message is rejected. Update the absence end time to before the shift start time.
Allocated non-reconciled shift: the message is successful and the employee is unallocated. If the employee is required to work, enter the absence end time 15 minutes before the shift start time.
Absence booked where planned shifts are greater than the allowance
If an employee books leave that reduces their balance to low or zero hours, but the Access Care Rostering planned shifts are greater than the amount of leave booked in PeopleXD, the interface updates the absence to be greater than the allocated balance. This results in a negative balance.
There are three ways to resolve this in PeopleXD:
Update the shift in PeopleXD — manually update the shift(s) in PeopleXD so the correct amount of hours are booked off after the hours have been received from Access Care Rostering.
Reduce the holiday in PeopleXD — update the leave request and reduce the holiday, for example, by changing to a half day or removing a day of leave. The employee should also be advised of this change.
Allow leave to proceed — allow the leave to remain, resulting in an overdrawn balance. This will need to be worked back by the employee.
Entering absence for night workers
For night workers, the absence must cover both the shift start date/time and the shift end date/time for the hours to pass back correctly.
For example, for a shift running from 12/07/23 22:00 to 13/07/23 08:00:
The absence must cover both dates.
Initially, the absence displays as 2 days using default work schedule hours.
When hours pass back from Access Care Rostering, the record updates to reflect the shift hours on the first day. The second day shows rest pattern or 0 hours, unless the absence covers a wider period with other shifts.
The recommendation for night workers is to enter the start date as the date the shift started and the end date as the day the shift ends, if the full shift duration should be included in the hours. For example:
Start Date & Time of Absence: 12/07/23 20:00.
End Date & Time of Absence: 13/07/23 10:00.
If the only shift scheduled is 22:00–08:00, then 10 hours will be assigned to 12/07/23 and no hours to 13/07/23.
If additional shifts are scheduled that do not span midnight and fall in the absence period, the hours are assigned to the respective day when passed back to Access Care Rostering.
📌Note: Hours for shifts that span midnight are not split between days — they are returned for the date the shift started. Paid break hours are included in the hours sent to PeopleXD; unpaid break hours are excluded.
Historic absence creation and amendment
If an absence is entered into PeopleXD retrospectively and the period the absence falls in has been processed and closed in PeopleXD, the shift hours are still sent back from Access Care Rostering. However, these are ignored by PeopleXD and the absence is not updated.