This video explains how to set up and manage locations in Employment Hero Payroll, providing a foundation for efficient workforce management. It covers creating locations and sublocations, configuring access permissions, and assigning employees to specific locations. You’ll also learn how to adjust location availability and manage sublocation hierarchies. The video is relevant for organisations using the SCHADS award, helping payroll administrators and managers understand how to structure their locations and ensure employees can access the correct work locations when clocking in and out. Following these steps helps maintain accurate payroll and simplifies employee management.
Setting up locations correctly in Employment Hero Payroll creates the foundation for efficient workforce management. As specialists who've implemented these systems across various industries, we understand what matters most. In this video, you'll learn how to establish your location structure, configure access permissions, and manage employee location assignments. We'll also cover how to adjust location availability and handle sublocation hierarchies effectively.
The first thing I'm going to do is create locations. I'm going to scroll down to Payroll Settings and Locations, which is under the Pay Run Settings tab. Here, I have my list of locations already. You'll always see that the business name will be the parent location, and you can see there are other locations underneath at different layers. These are all sublocations within each other. We have Admin and Support, which are on the same level as each other, and under the Support location, I have Client A, Client B, and Client C.
If I want to create a new location or sublocation, I just click on the plus symbol beside whatever location I want to create a sublocation under. I'm going to click the plus, and under Admin, we might say Office Staff. You can see here it says "This is a sublocation of," and you can adjust that if you have selected incorrectly. I'm going to leave it as a sublocation under Admin and click Save. Now, underneath Admin, I have Office Staff.
If we want to create a second sublocation under Admin, again I would click on the plus symbol beside Admin, not beside Office Staff, because I want the sublocation to be under Admin. I'll click on Plus and say Finance. One more setting I have here is that we can make this sublocation available to all employees. If we leave this unticked, the location will be created, but no employees will have access to it. By access, I mean they can select this location when they're clocking in and out.
If you want all your employees to have a location available, you can tick "Make this location available to all employees." If not, you can leave it unticked. I'm going to tick this one and click Save. When you're looking at your locations, you can see "Available to all" in this column and identify which locations are available to everyone and which are not. You'll notice that locations not available to everyone have a number beside them. For example, this one is available to zero employees, and this one's available to five employees.
If I want to allocate the Office Staff location to just a few employees, I can click the Edit button, which is the blue pencil icon. Under Employee List, I can click the little arrow key and search for the employees I want to have access. There are a few different fields we can search for. For example, if I wanted to select employees under the Admin pay schedule, I don't have any employees there in this example. But if I click Fortnightly, I can see all of those employees. I want to give all these employees access to the Office location, so I just tick them and click Save.
Now, I can see that I have eight employees allocated to the Office Staff location. That is how you can create different locations and assign them to different employees.