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Add, edit, and manage locations on the Payroll platform

James Nixon
Updated
EH Content Team

Available for the following Payroll plans: Standard, Premium

As a business you can have multiple locations based in different regions or provinces, and in these cases, your organisation would have different employees in each location. Having a location register will allow you to maintain an accurate record of who works where within your organisation.

The feature covered in this article allows you to add a new location with the ability to specify its name and region. The feature also allows you to edit the information if it changes and delete a location if it is no longer relevant.

Important

Any changes made to your locations will need to be synced over to your HR platform. To read further details on how to undertake this, refer to the article: How do I manage cost centres via the HR platform?

The Payroll platform by default only allows you to create one top level location. However, if you need multiple top level locations, you can enable them by using the Advanced Settings feature. To read further information on how to enable this feature, refer to the article: How do I use advanced platform settings via the Payroll platform?

Getting started

Add a location
  1. Click the  Business menu.
  2. Click the Payroll Settings submenu.
  3. Under Pay Run Settings, click Locations.
  4. Click Add to add a new location.
    screenshot of the locations screen, with a highlight on the add button
  5. Complete the following fields:
    • Location name
    • State
    • Country
    • Time zone
    • Is a sub location (click the checkbox if applicable)
    • This location correlates with a record in another system (click the checkbox if applicable)
    • Make all sub locations report to this location (click the checkbox if applicable)
    • Default shift conditions
    • Make this location available to all employees
  6. Click the Save button.
    screenshot of the add new location panel, with a highlight on the save button
 

Edit data

Edit a location
  1. Click the  Business menu.
  2. Click the Payroll Settings submenu.
  3. Under Pay Run Settings, click Locations.
  4. Click the location you want to edit.
  5. Make the required changes to the location details.
  6. Click the Save button.
    screenshot of the add new location panel, with a highlight on the save button

Manage data

Export locations
  1. Click the  Business menu.
  2. Click the Payroll Settings submenu.
  3. Under Pay Run Settings, click Locations.
  4. Click the Export button.
    screenshot of the locations screen, with a highlight on the export button
  5. Select a file format.
  6. Click the Download button.
Import locations
  1. Click the  Business menu.
  2. Click the Payroll Settings submenu.
  3. Under Pay Run Settings, click Locations.
  4. Click the Import button.
    screenshot of the locations screen, with a highlight on the import button
  5. Click the Import button in the Import Locations screen.
  6. Click the Upload data from file button.
  7. Choose the file you exported and edited.
Import top-level locations
  1. Click the  Business menu.
  2. Click the Payroll Settings submenu.
  3. Under Advanced, click Advanced Settings.
  4. Tick the Allow multiple top level locations checkbox.
    screenshot of the advanced settings screen, with a highlight on the allow multiple top level location checkbox
  5. Click the Save button.
  6. Under Pay Run Settings, click Locations.
  7. Click the Import button.
    screenshot of the locations screen, with a highlight on the import button
  8. Click the Import button in the Import Locations screen.
  9. Click the Upload data from file button.

  10. Choose the file you exported and edited.

    Important

    You can import top level locations by leaving the ‘Is A Sub-location Of’ column blank.

    screenshot of the exported file, with a highlight on the blank column of is a sub location of

Remove data

Delete a location

Warning

When you delete a location, this will prevent you from reporting on this location. However, the Payroll platform will place this information in a new section called 'unknown'.

  1. Click the  Business menu.
  2. Click the Payroll Settings submenu.
  3. Under Pay Run Settings, click Locations.

  4. Click the  icon for the location you want to delete.

     

    Important

    You cannot delete a top-level location.

    screenshot of the locations screen, with a highlight on the delete icon for one location

  5. Click the Delete button.
    screenshot of the confirmation pop up to delete the location, with a highlight on the delete button

Watch the training video

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Comments

2 comments
Date Votes
  • Avatar
    Vydeeshya Dharmasiriwardana

    Hi Jameson Nixon

    We had only one cost center (Location) set for all employees and from FY25 onwards, we are planning to separate our employees in department and state wise. To start with I have created only the Departments locations and transfer all employees to respective locations they belong to.

    I'm curious whether I Can I delete the old location which we had last year? Is it impact on the old data and pays? Old location still has all employees sitting there.

    And also, when I create the sub locations (Categorized States wise) under each department (location), will it appear automatically in each individual's on processing the pay.

    Thank you!

    Vydee 

    0
  • Avatar
    Xiang Hong Ong
    EH Content Team

    Hi Vydeeshya Dharmasiriwardana, thank you for your comment.

    With regards to your location data queries, this will depend on how your organisation implemented it during first time set up. As such, I have created a ticket for a member of our support team to further assist you.

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