Performance, attendance and termination reasons

Below, you’ll find a selection of common examples and record types that are typically set up. These serve as a guide to help you understand how to apply PM & Att codes in your own platform.

• 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 or 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 on their profile, which will prevent them 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 overlook the employees who show up early and stay late to help out! 

One solution is 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 who are consistently doing the right or wrong thing. You may also be able to identify days of the week when people are most likely to call in sick or show 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 reason an employee may be terminated in your business, you can report on it. The benefit of this is that you can identify areas for improvement, whether in your business (employee churn) or in better candidate sourcing (unsuccessful probations).

To customise the PM and Attendance codes in your platform, start by adding the ones your business uses. These codes help ensure your records and reporting accurately reflect your business.
 

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

1. Open the main menu and select Platform Settings > PM & Att codes.
2. Select 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. Select + Add.
   

The codes will appear in the relevant places as options: Approve Shifts, Employee Profiles, and when terminating employees.

You may also want to edit some of the codes on your platform or delete those you have never used. You can edit or delete existing codes if needed.
 

To edit or delete a PM & Att code:

1. Open the main menu and select Platform Settings > PM & Att codes.
2. Select 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 updates all existing records that use it.
   • 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 before, it is not recommended to change the type.
4. Select the tick to the right to Save.
   
   
5. To delete, select the delete bin against the code you wish to delete. 

Performance management and attendance codes, along with notes, can be added directly to employee profiles. This allows you to track and manage employee information accurately within the platform.
 

To add Performance Management notes on the employee profile:

1. Navigate to People > Approved People, or use the global search to locate the relevant employee, then select their name to open their profile.
2. Navigate to the Work History tab and open the Performance Management section.
3. Add the relevant details.
   
   
4. Select Create.

  Hot tip: You can view a history in the employee profile under the relevant category; for example, if you have created previous entries for Performance Management, they will also appear here. This gives you a better overview of the employee, as it will show all attendance reasons.

There are 2 methods for adding Attendance records to employees.

• From the Employee Profile
• From the Approve Shifts menu

Let's look at both methods below. 
 

Add Attendance notes on the Employee Profile

Adding attendance codes directly to employee profiles lets you record and track absences or work patterns without having to approve each shift individually.
 

To add Attendance notes to the employee profile:

1. Navigate to People > Approved People, or use the global search to locate the relevant employee, then select their name to open their profile.
2. Navigate to the Work History tab and open the Attendance section.
3. Add the relevant details.
   
     Hot tip: All fields are for reporting purposes only. Setting the leave type will not create or affect any leave requests.
   
   
4. Select Create.

  Hot tip: You can view a history in the employee profile under the relevant category; for example, if you have previously applied an Attendance record assigned to a shift, it will also appear here. This gives you a better overview of the employee, as it will show all attendance reasons.
 

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 > Time & Attendance.

2. Locate the setting titled 'Require a performance and attendance reason when declining shifts' and select from the available options.

   

     Hot tip: Depending on your code setup, you may want to display only Attendance codes for use when declining shifts. You can choose to display all codes, though.

3. To save your changes, select Save from the taskbar.
    

To add an Attendance note while declining a shift:

1. From the quick menu, navigate to Time & attendance > Approve shifts
2. Decline the required shift by selecting the red X.
   
   
3. On the review page, select the Reason for declining the shift. Add a written comment if further detail should be recorded, and Accept Changes.
   
   

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

1. From the quick menu, navigate to Time & Attendance > Approve shifts
2. Edit the required shift and select Add leave.
3. Add the leave details and a reason for the leave to be applied to the shift. Add a written comment if further detail should be recorded and select the green tick. 
   
   
4. Select Save and approve X hours if ready. If not, deselect Approve shift upon saving, then Save.

  For more information on how to Approve Shifts, see our Approve Shifts help guide here. 

A reason for termination can be recorded when an employee leaves the business. This helps maintain accurate records and provides context for reporting and future reference if you decide to rehire them.
 

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.

The Attendance & Performance report provides data on the specific codes discussed in the sections above. It includes detailed information on performance management, employee attendance, and termination processes, aimed at improving your understanding of your workforce dynamics.

You might use this report to

• Identify employees with frequent absences or missed shifts 
• Generate a list of employees terminated within a set timeframe 
• Review all attendance and performance notes applied to employee profiles

To generate the Attendance & performance report: 

1. Navigate to Reports > Workforce and select the Attendance & Performance report.
2. Enter your reporting criteria:
   • Duration - Timeframe details.
   • Employees - Select the relevant employees to view, or leave blank to view all.
   • Operation - Select the relevant operations to view, or leave blank to view all.
   • Position - Select the relevant positions to view, or leave blank to view all.
   • Reason type - Select whether you want to view Performance, Attendance, or Termination codes. Leave blank to view all codes.
   • Reason - Select your reasons, or leave blank to view all.
     
       Hot tip: You can select multiple reason types or reasons in the filters if you want to generate data for more than one reason.
3. Select Submit.
4. The resulting report can be exported to CSV or PDF.

In the example below, we have reported the attendance reasons 'no show' and 'sick' for all employees for all time. 

The Termination report provides information specifically on employees who have been terminated. This data is pulled from the Employee Profile and the Termination modal within it.

  See our "Terminate, offboard, or reactivate an employee" help guide here.