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Add, edit, and manage locations on the Payroll platform

Updated

Available for the following Payroll classic 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

By default, the payroll classic platform only allows you to create one top level location. However, if you need multiple top level locations, you can enable this via 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 classic 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.

      Important

      For organisations integrated with the Employment Hero HR platform, if you need to use special characters for your location names, please use hyphens “-” or underscores “_”. DO NOT USE "/" or "|" as these characters can lead to duplicate cost centres being created in HR.

    • Is a sub location of (click the dropdown box in this field and select the relevant sublocation).
    • 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 (click the checkbox if applicable).
  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.

    Important

    For organisations integrated with the Employment Hero HR platform, if you need to use special characters for your location names, please use hyphens “-” or underscores “_”. DO NOT USE "/" or "|" as these characters can lead to duplicate cost centres being created in HR.

  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 want to export and edit.
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 export file, with a highlight on a blank is a sub location of column

Remove data

Delete a location

Warning

When you delete a location, this will prevent you from reporting on this location. However, the payroll classic 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 button

  5. In the Confirm delete? window that will now have appeared, 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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