Access Care Rostering to PeopleXD — publishing shift hours
When an absence record is successfully created or updated against a PeopleXD-imported employee, Access Care Rostering returns to PeopleXD the total hours of allocated shifts for the days that fall within the absence period, and for the days in the week(s) outside the absence period — starting from the Planning Week Start Day set up in the Access Care Rostering environment. This data is used by PeopleXD to support payroll processes.
For example, if a single week has been generated in planning and an employee has 4 hours of shifts allocated from Monday to Sunday, and Access Care Rostering receives an absence record spanning 00:00–00:00 Monday to Friday, the total hours sent to PeopleXD would be [4, 4, 4, 4, 4, 4, 4]. If the employee was only allocated to 4 hours of shifts on Monday to Friday, the total hours sent would be [4, 4, 4, 4, 4, 0, 0].
Publishing hours — key points
If the unavailability falls part way through a given week, Access Care Rostering sends the shift hours from the Planning Week Day Start of the unavailability week up to the Planning Week End.
If the unavailability spans multiple weeks, Access Care Rostering publishes the employee's total shift hours for each week, from the Planning Week Day Start to the Planning Week End.
Only weeks with allocated duties are included in the shift hours sent to PeopleXD.
If the unavailability is open-ended, People Planner publishes the total shift hours for each week up to the last generated planning week.
If the unavailability period is extended to include more days, the total shift hours for the existing days already sent to PeopleXD remain the same. The total shift hours for the new days are captured and included. Any changes to shift hours on days outside the absence period in the week are also sent back to PeopleXD.
If the unavailability period end time is extended but the end date remains the same, the total shift hours for existing days already sent to PeopleXD remain the same. The total shift hours for the day the absence was extended, and any changes to days outside the absence period in the week, are captured and sent.
If the absence period is shortened to reduce the duration, the total shift hours in Access Care Rostering are not recalculated or sent back to PeopleXD.
Cancelled hours are only included in the returned hours if they were cancelled in response to a PeopleXD absence type.
If the absence period overlaps only part of a shift, Access Care Rostering sends only the hours that fall within the absence period for that day — not the full shift duration.
If two absences are sent in the same week, hours already cancelled or unallocated by the first absence record are re-sent for the second absence, along with any other shift allocation changes outside the original absence in the week.
If a shift spans midnight (e.g. a sleep-in or waking night), the hours are not split between days — they are returned for the date the shift started.
When a shift spans midnight and the absence end time is set as 00:00 part way through the night shift, only the hours up to 00:00 are sent on the day the shift started — not the full shift duration.
When a shift spans midnight and the absence covers the full shift period, the full duration of the shift is sent on the day the shift started.
Paid break hours are included in the hours sent to PeopleXD; unpaid break hours are excluded.
Viewing shift hours in PeopleXD
Once the unavailability record has been created in Access Care Rostering, the shift hours for the full week(s) the absence falls in are passed back to PeopleXD. Hours only update PeopleXD if the absence is within an open or current period — if the period is closed, the hours passed from Access Care Rostering are ignored.
The areas listed below may not all be available to every user, depending on permissions within PeopleXD.
Employee Absences screen
The Employee Absences screen can be accessed from the following areas:
People Management > Employees > View > Find Employee > View > Absences
Workforce Management > WFM Person Maintenance > Find Employee > 3 Dot Button > Absences
WFM Admin Dashboard > WFM Person Maintenance > Find Employee > 3 Dot Button > Absences
Workforce Management > Team Scheduler > Find Employee > Left Click on the White Space under a shift > Person Absences
When the initial absence is entered in PeopleXD, the hours displayed are based on the default work schedule assigned to the employee. If hours are passed back from Access Care Rostering and the period is open or current, the hours against the absence record update based on the shift hours received for the days in the absence period.
Team Scheduler
To access the Team Scheduler, navigate to:
Workforce Management > Team Scheduler
If the absence is in a current open period, the absence is displayed against the relevant days and the hours reflect those passed back from Access Care Rostering.
The shift still displays the default work schedule pattern and does not update.
📌Note: The hours against the absence on this screen initially show the default work schedule hours. They update via an overnight routine in PeopleXD. If the absence is in a previous period and the period is open or current, all historic days in the open period update. If the absence day(s) are in the future, they update via the overnight routine on the day of the absence.
Timesheet Input
The Timesheet Input screen can be accessed from the following areas:
Workforce Management > Team Scheduler > Find Employee > Left Click on the White Space under a shift > Timesheet Input
Workforce Management > WFM Person Maintenance > Find Employee > 3 Dot Button > Timesheet
WFM Admin Dashboard > WFM Person Maintenance > Find Employee > 3 Dot Button > Timesheet
If the absence is in a current open period, an absence pay code and the hours are displayed against the relevant dates. This screen only shows hours against historic and current dates — it does not display hours against future-dated absence.
The hours values initially display the default work schedule pattern and update to show the hours received from People Planner via an overnight routine in PeopleXD, or when the Calculate Attendance button is actioned. Values only show for absences up to the current date; if the absence extends beyond this, values populate on the day of the absence via the overnight routine.
Weekly Work Schedule
The Weekly Work Schedule screen can be accessed from the following areas:
Workforce Management > Team Scheduler > Find Employee > Left Click on the White Space under a shift > Timesheet Input > Actions > Weekly Work Schedule
Workforce Management > WFM Person Maintenance > Find Employee > 3 Dot Button > Timesheet > Actions > Weekly Work Schedule
WFM Admin Dashboard > WFM Person Maintenance > Find Employee > 3 Dot Button > Timesheet > Actions > Weekly Work Schedule
When an absence is initially entered (before hours are received from Access Care Rostering), or if the absence is entered for a historic closed period in PeopleXD, the Weekly Work Schedule displays the default work schedule pattern.
If the absence is in an open or current period and the employee was allocated to shifts in Access Care Rostering in the week(s) the absence falls in, the auxiliary work pattern updates. The Hours field updates with the rostered hours received from Access Care Rostering and the Pattern Default displays as Overridden.
📌Note: The shift name, type, pattern name, and pattern do not update. On the Team Scheduler screen, the shift also does not change. If the absence is entered for a historic week and the period is closed in PeopleXD, the Weekly Work Schedule will not be updated and the hours received from Access Care Rostering will be ignored.
Updating an employee's work pattern in PeopleXD
In PeopleXD, if the work pattern needs to be amended for an employee during an absence period, this can be done either before or after the absence has been entered. This is typically required in two situations:
Multi-contract rostered employees — these employees are not interfaced, so absence and unavailability must be entered manually in PeopleXD and Access Care Rostering respectively. If the hours need to be amended from the default work schedule, the Manager or Admin can amend the hours for the relevant day(s).
Interfaced rostered employees — shift hours pass back from Access Care Rostering and update the auxiliary work pattern based on hours allocated in Access Care Rostering for the week(s) the absence falls in. If no shifts are allocated in the week the absence falls in, no shift hours are passed back and the default work schedule is used. Hours should only need to be amended if the Manager or Admin has agreed to a change (e.g. holiday agreed at 5 hours instead of 10), or where the absence falls in a week with no allocated shifts and the default work schedule needs amending for payroll purposes.
⚠️Important: For interfaced records, if the work pattern is amended and the Do Not Override Manual Shift Changes setting is enabled, any shift hours passed back from Access Care Rostering for the amended day(s) will be ignored and will not update.
Amending work pattern hours via the Team Scheduler
Navigate to Workforce Management, then Team Scheduler.
Find the employee and left-click on the shift that requires changing, or left-click on the white space under the shift on the relevant day and select Roster Change.
Within the Roster Change screen, select the days you wish to change by left-clicking on the shifts. A tick-box appears on each selected shift.
Choose the new work pattern from the Requested Work Pattern drop-down. You can type in the search field to find the correct work pattern.
If different work patterns are required for different days, repeat the steps above for each set of days.
This area auto-saves. Once complete, click Close to return to the Team Scheduler.
Amending work pattern hours via the Weekly Work Schedule
Access the Weekly Work Schedule via one of the navigation paths listed above.
Find the day you wish to amend and click into the Pattern field for that day. The field becomes writeable.
Select the work pattern from the drop-down or type in the field to find the required work pattern.
Click off the field. The screen updates to reflect the change, including the Pattern Name, Pattern Default (shown as Overridden), End Time, and Hours fields.
If changes are needed for multiple days, repeat the steps above for each day.
By amending the work pattern via either the Team Scheduler or the Weekly Work Schedule, the hours update across all areas listed in the Viewing Shift Hours in PeopleXD section above. Some areas may not update immediately, as they are refreshed via the PXD overnight routine.
Key points: PeopleXD absence calculations
SSP on partial day
PeopleXD does not apply part-day SSP. Any sickness absence counts towards SSP as either a waiting day, an SSP paid day, or an Unpaid SSP Day (if the 28-week SSP entitlement has been used). If sickness is submitted for a half day, the system counts this as a full SSP day.
Override of occupational absence rate
If it has been agreed to override the rate of occupational pay for an employee, this is a payroll function. To complete this, log in to PeopleXD as a Payroll Administrator and navigate to:
The Payroll Dashboard, hen select Employee.
Select View, then select Absence Rate Override.
Add the following details
Date Effective and End Date Effective
Override Type
Daily Override
Hourly Override
Override Rate (the rate in £ based on the override type selected)
Click OK.
Reversal of absence
A reversal of absence can occur when absence is paid in one period but is deleted in a later period. Pay Groups in your solution can be configured so that reversal occurs and payments and entitlements are corrected.