How to filter employee and payroll access

  • Updated on Aug 1, 2024
  • Published on Feb 6, 2023
  • 2 minute(s) read
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Navigation: System | User Profiles OR People | User Profiles

Filter Employee Access in a User Profile

Users can view specific employees who aren't part of their direct reports based on the Filter Employee Access settings applied in their User Profile.

The system automatically gives users access to employees who report to them according to the Position Chart. But if you want to provide the user with access to additional employees, like their indirect reports, you can use the Filter Employee and Payroll Access feature in the User Profile (found in People or System).

Employee access can be filtered by organisation component, location, payroll, or individual employees.

The filters you include or exclude will determine which employees the user can access. For example, including a location filter will allow the user to see all employees that are associated with that location based on their current occupancy.

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You can check which employees a user can see by looking at the Employee Access List* report.

How to filter employee and payroll access:

  1. Go to People > User Profile or System > User Profile.
  2. Open the User Profile you wish to edit (or select Add user profile to create a new user profile).
  3. If you still need to do so, enter the User Type settings (USER TYPE, EMPLOYEE, USER NAME, EMAIL ADDRESS, and SECURITY PROFILE).
  4. In the Filter Employee and Payroll Access section, select Yes or No to give the user access to ALL EMPLOYEES AND ALL PAYROLLS or none (other than the direct reports automatically assigned to them).
  5. Select organisation component access to open theORGANISATION COMPONENTS backpack.
    1. Select one or more organisation component cards that you want the user to have access to.
    2. Select the Green Tick Button to close the backpack.
  6. If you've selected organisation components, the INCLUDE THE SELECTED ORGANISATION COMPONENT button will appear, and the default will be set to Include. Leave it as it is or press the button to change it to Exclude. This will exclude your chosen organisation component(s).
  7. Repeat steps 5 and 6 with the remaining filter options: LOCATION ACCESS, PAYROLL ACCESS and EMPLOYEE.
  8. If you still need to do so, complete the remaining User Type settings (ACTIVE, SINGLE SIGN ON, PASSWORD AUTO RESET, and PASSWORD MANUAL RESET).
  9. Select the Green Tick Button to save and close the User Profile.
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When the user next signs into Jemini, the changes will take place. The system may take a minute or two to update if the changes have been made recently.

Rebuild employee access so managers can view their new reports

When employees are undergoing the onboarding process, or when there have been recent changes to reporting lines, Jemini may not always automatically refresh the manager's employee access list. To address this, use the Rebuild employee access button within the User Profile. This action prompts Jemini to update the list, ensuring that all employees who report to that manager are visible to them

How are Organisation Components, Locations, and Payrolls linked to an employee?

Organisation Component, Location and Payroll are associated with an employee through their current occupancy record.

When employee occupancy record changes over time, the user's employee access list will adapt accordingly. For example, if an employee moves from Auckland to Wellington, the manager who oversees all Auckland employees will no longer have access to this employee, while the manager responsible for all Wellington employees will gain access to them.