Performance Management, Attendance, & Termination Reasons (PM & Att Codes)

Using your Performance, Attendance, & Termination codes in your platform

Performance Management, Attendance, and Termination reasons can be applied to employees throughout the platform and reported on in various places. 

These codes can be applied via:

Attendance

  • Approve Shifts - Decline Shifts (automatically applies on employee profile).
  • Work AppDecline Shifts(automatically applies on employee profile).
  • Employee Profile - Add attendance notes manually.

Performance Management

  • Employee Profile - Add performance management notes manually.

Terminations

  • Employee Profile - Add termination reason when an employee is terminated.

Your platform will have a small selection of default codes configured for you already but you are free to add new ones and customise the existing ones to suit your business.

The codes can also be reported on through the Terminations report or the Attendance & Performance report.

   NOTE: These codes are for internal reporting only. Employees cannot see these items in their Employee app. 
Use cases

Below you will find some of the common examples and record types that are set up. 

Performance Management

  • Annual performance review
  • Probationary review
  • Written warning
  • HR Investigation
  • Suspended

Attendance

  • Called in sick
  • Went home sick
  • No show
  • Sent home early
  • Toil taken
  • Terminated

Termination

  • Terminated
  • Resignation
  • Contract ended
  • Redundancy
  • Breach of contract
  • Moving on
  • Unsuccessful probation
  • Failed alcohol/ drug test

Use Cases

Suspended employment

There are some instances where you may need to suspend a person's employment. In this case, you could suspend the employee, using the toggle found on their profile, which will stop that employee from being rostered. From there, you could add a Performance Management entry against the employee, noting the conditions of their suspension.

You can read more about how to suspend employment here

Tracking attendance patterns

It can be easy to overlook patterns in employee leave or when employees turn up late. Likewise, it can be easy to miss the employees who are turning up early and staying late to help out! 

A solution for this could be to log either an attendance record or a suitable performance management record for the employee. Then, when you need to, you can quickly pull a report on that employee's records. At a glance, you should be able to identify employees that are consistently doing the right or wrong thing. You may also be able to identify days of the week that are most consistently having people call in sick or turn up late.

Tracking termination reasons

There are many reasons that employees are terminated. Some will resign, some will be let go, and some may even be made redundant. If you have a code set up for each of the reasons that an employee may be terminated in your business, you are then able to report on it. The benefit to this is that you can then potentially identify areas for improvement, whether that be in your business (employees churning) or better candidate sources (unsuccessful probations).

Add new PM & Att codes

To customise the codes you use in your platform, you'll need to add ones that your business will use.

Add new codes

To add Performance, Attendance, or Termination codes in your platform:

  1. Open the main menu and select Platform Settings > PM & Att codes.
  2. Click the Add New tab.




  3. Select the Type of reason (Attendance, Performance Management, or Termination).
  4. Add the reason/code in Enter Title (e.g. Absent - Failed to Notify, Covid Isolation, Written Warning 1, etc).
  5. Click + Add.


The codes will appear in the relevant places as an option in Approve Shifts, on Employee Profiles, and when terminating employees.

 

Edit or delete codes

You may also want to edit some of the codes in your platform or delete ones that you have never used.
Edit a code

You can edit or delete existing codes if needed.

  1. Open the main menu and select Platform Settings > PM & Att codes.
  2. Click the pencil icon to the right of the code you wish to edit.



  3. Edit the title of the code or the code type.
    • Editing the title of a code will update all existing records with this code used.
    • Changing the type of code will not update existing records but will change where the code can be used. If the code has been used in the past, it is not recommended to change the type.
  4. Click the tick to the right to Save.

Using performance management codes

Performance management codes & notes can be added to employee profiles directly. 

Add Performance Management notes on the employee profile

  1. Navigate to the employee profile and select the Work History tab.
  2. Open the Performance Management accordion.
  3. Add the relevant details.

  4. Click Create.
Using attendance codes

There are 2 methods for adding attendance records to employees.

  • From the Employee Profile.
  • From the Approve Shifts menu.

Add Attendance notes on the employee profile

  1. Go to People > Approved People.
  2. Find the employee and click their name to go to their profile.
  3. Navigate to the Work History tab.
  4. Open the Attendance accordion.
  5. Add the relevant details.
    • All fields are for reporting purposes only. Setting the leave type will not create or affect any leave requests.

  6. Click Create.

Add Attendance notes in Approve Shifts

When declining or adding leave to a shift, you can optionally choose to add an attendance note at this point. 

To use this feature, a setting must first be enabled. To do so:

  1. Navigate to the main menu > Platform Settings > System Settings.
  2. find the setting titled Provide performance and attendance reason when shifts are declined and select from the available options.


      Depending on your code setup, you may want to only display Attendance codes for use when declining shifts. You can choose to display all codes though.
  3. Scroll to the bottom of the page and Save.

To add an attendance note while declining a shift:

  1. From Time & Attendance > Approve shifts
  2. Decline the shift by clicking the X.



  3. On the review page select the Reason for declining the shift. Add a written comment if further detail should be recorded.



  4. Accept Changes

To add an attendance note when adding leave to a shift:

  1. From Time & Attendance > Approve shifts
  2. Edit the shift and select Add leave.
  3. Add the leave details and add a reason for the leave being applied to the shift. Add a written comment if further detail should be recorded.



  4. Click Add
  5. Click Save and approve X hours if ready to do so. If not, deselect Approve shift upon saving then Save.
Using termination codes

A reason for termination can be added to employees when they are terminated. 

To add a reason for termination:

  1. Navigate to the employee profile.
  2. In the top-right corner, select Manage Terminate.
  3. Add the termination details and add a reason for the termination. Add a written comment if further detail should be recorded.



      Please Note: The termination reason is for internal reporting purposes only. This information is not sent to the ATO through STP.
Reporting

Attendance & Performance  Report

The Attendance & Performance report will pull data for any of the codes discussed in this article (performance management, attendance, and termination). 

To run the report: 

  1. Go to Reports > Workforce.
  2. Click Attendance & Performance.
  3. Enter reporting criteria:
    • Duration - Timeframe details.
    • Employees - Leave blank to view all.
    • Operation - Leave blank to view all.
    • Position - Leave blank to view all.
    • Reason type - Performance, Attendance, or Termination. Leave blank to view all.
    • Reason - Select your category or leave blank to view all.
  4. Click Submit.
  5. The resulting report can be exported to CSV or PDF.

In the below example, we have reported the attendance reason of 'absent-failed to notify' for all employees for the last financial year. 

Terminations Report

The terminations report can be used if you're looking for information on terminations specifically. This report also offers slightly different data with the inclusion of office code & visa information.

To run the report:

  1. Go to Reports > Workforce.
  2. Select Terminations.
  3. Enter reporting criteria:
    • Duration - Timeframe details.
    • Visa subclass - Leave blank to view all.
    • Operation - Leave blank to view all.
    • Office codes - Leave blank to view all.
  4. Click Submit
  5. The resulting report can be exported to CSV or PDF.

In the below example, we have reported on terminations from the 'Hospitality' office code for all of the last financial year. 

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