Configuring Locations - Best practices and tips

Initial access and setup

Access to the Locations bubble

For Jemini consultants and system administrators

Jemini consultants and system administrators typically handle user access to the Locations bubble. If you need access, please reach out to your consultant.

How to grant access to Locations

Setting up and managing locations

For HR managers and administrators

The HR managers or administrators responsible for recording company addresses (including offices, warehouses, regional branches, and training rooms) typically manage location data.

To maintain accurate location data, administrators can add, edit and delete locations as needed.

How to add, edit, and delete Locations

Choosing the best configuration approach

Locations serve as more than just storage for your organisation’s addresses. They integrate with various other areas of Jemini, such as Position Establishments, Occupancies, Public Holidays, Organisation Components, Reporting, User Profiles, Employee Leave, and Upskilling.

Choosing a Location Type

There are four available location types:

Standard
Office
Training
Other

You can select the location types that suit your organisation. If you have different types of locations—such as offices, warehouses, or sales rooms—you can use the available options to categorise them.

Standard, Office, and Other: These types help you categorise your various locations within the Locations bubble. For example, if you have one head office and multiple branches or warehouses across the country, you could use Office for the head office and Standard for the branches or warehouses.

Training: This location type has specific rules and is used exclusively for Upskilling Course Sessions. It won’t appear as an option to select elsewhere in Jemini. For more on Training locations, refer to Connecting Locations to training sessions in Upskilling Courses.

Connecting Locations to Position Establishments

Screenshot of open Position Establishment panel with Locations setting outlined in red

When adding or updating a Position Establishment, you can specify the position’s location. This is useful when connecting a position establishment to an employee’s occupancy, as described in the next section, Connecting Locations to Occupancies.

By default, Jemini will assign the location based on the Position Establishment being reported to, but you can modify if needed.

Available options include all locations set up in the Location bubble, except ‘Training’ locations.

Connecting Locations to Occupancies

Screenshot of open Occupancy panel with Locations setting outlined in red

You’ll need to specify the Occupancy’s location when adding or updating an employee’s Occupancy. This allows Jemini to correctly process location-based payroll calculations, tax deductions, occupancy data and reporting.

If a location is specified in the Position Establishment, the location field will auto-populate with the same location when you connect that Position Establishment to the Occupancy. You can then modify the location if needed.

Available options include all locations set up in the Location bubble, except ‘Training’ locations.

Using Locations to set up regional public holidays (and Australian long service leave)

Locations play a role in payroll calculations, such as handling Public Holidays.

Setting up Public Holidays for Australia

Screenshot of open Public Holiday panel with Australian State/Territory and Local Government Area setting, which link to settings in Locations, outlined in red

When adding or updating a Public Holiday in Australia, you’ll need to specify the State or Territory. Depending on the specific rules for public holidays in the area, you may also need to specify the Local Government Area. Once the Public Holidays are set up, Jemini will automatically apply them to employees whose Occupancy location align with the designated public holiday location.

Australian long service leave (LSL) for Australia is also defined by the State or Territory. LSL can then be set up in Leave Plans.

Setting up Public Holidays for New Zealand

Screenshot of open Public Holiday panel with New Zealand Province setting, which link to settings in Locations, outlined in red

When adding or updating a Public Holiday in New Zealand, you’ll need to specify the Province. Once the Public Holidays are set up, Jemini will automatically apply them to employees based on their Occupancy Location.

Filtering Organisation Components by location in Reporting

Screenshot of Organisation Component panel with Locations setting outlined in red

Locations are optional integrations in Organisation Components, allowing you to filter or categorise components by location when generating reports.

Filtering employee access by location in the User Profile

You can filter user access to employees by location in their User Profile. Set ALL EMPLOYEES AND ALL PAYROLLS to No, then select a location from the LOCATION ACCESS backpack. The toggle to INCLUDE THE SELECTED LOCATION can be left as ‘Include’ or changed to exclude user access to employees from that location.

How to filter employee and payroll access

Tracking team locations

Managers can monitor their team members’ locations to effectively allocate resources. The location of each employee is determined during Occupancy setup (see Connecting a location to an Occupancy).

Managers can easily identify each employee’s Occupancy location on their respective employee cards in the Employees application

Screenshot of Team Leave with Location filter outlined in red

Managers can filter Team Leave based on employee Occupancy location

If a manager has access to Reporting, they can filter the some reports by the employee’s Occupancy location

Screenshot of report filters with Occupancy Location filter outlined in red

Connecting Locations to training sessions in Upskilling Courses

In Locations, you can create Training locations. These can then be assigned to Upskilling Sessions. Only locations with ‘Training’ location types are available to select in as an Upskilling Session location.

TIP
Locations with Training location types are only available in Upskilling and won’t feature in Locations backpacks elsewhere in Jemini.

Assigning Training Locations to Upskilling Course Sessions

Screenshot of Upskilling Session with Location setting outlined in red

Upskilling Training Coordinator can assign Training locations to Upskilling Course Sessions, providing participants with information about where training sessions will take place.

Upskilling sessions catalogue

Viewing Course Session locations

Screenshot of employee Upskilling Course in Your Jemini with training location outlined in red

In Your Jemini, course participants can view the name of the location for the course sessions they're enrolled in, helping them plan their attendance accordingly.