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 applyPM & 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 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 who 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).

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 an option in Approve Shifts, on Employee Profiles, and when terminating employees.

You may also want to edit some of the codes in your platform or delete ones that 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 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. 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 and select their name to go to their profile.
2. Navigate to the Work History tab and open the Performance Management section.
3. Add the relevant details.
   
   
4. Select Create.

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 allows you to record and track absences or work patterns without needing to approve each shift individually.
 

To add Attendance notes on the employee profile:

1. Navigate to People > Approved People or use the global search to locate the relevant employee and select their name to go to 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.
    

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 only display 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 add a reason for the leave being 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 to do so. 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, in case 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 will pull data for any of the codes discussed in this article (performance management, attendance, and termination). 
 

To generate the report: 

1. Go to Reports > Workforce.
2. Select 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. Select Submit.
5. The resulting report can be exported to CSV or PDF.

In the below example, we have reported the attendance reason of 'no show' for all employees for the last financial year. 

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 the Employee Profile.

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