--- title: "How to filter employee and payroll access" slug: "how-to-filter-employee-and-payroll-access-1" tags: ["filter employee access", "User Profile"] updated: 2025-12-19T05:05:06Z published: 2025-12-19T05:05:06Z canonical: "knowledgejems.jemini.com/how-to-filter-employee-and-payroll-access-1" excludeFromExternalSearch: true --- > ## Documentation Index > Fetch the complete documentation index at: https://knowledgejems.jemini.com/llms.txt > Use this file to discover all available pages before exploring further. # How to filter employee and payroll access ## Filter employee and payroll access in a User Profiles The **Filter Employee and Payroll Access** section in User Profiles controls which employees and payrolls a user can view and manage in Jemini. Jemini 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, or limit their access to specific groups, you can use the Filter Employee and Payroll Access feature. ### All Employees vs Custom Filters #### Set ALL EMPLOYEES AND ALL PAYROLLS to Yes when: - The user needs access to all employees (HR administrators, system administrators) - You're setting up an Other user type who needs organisation-wide access #### Set ALL EMPLOYEES AND ALL PAYROLLS to No when: - The user only needs access to specific departments, locations, or payrolls - You want to limit access to particular groups of employees > [!WARNING] > IMPORTANT > > Employee user types can only access people within their reporting chain, even when ‘All Employees and All Payrolls’ is set to Yes. To grant access across the entire organisation, use the Other user type. ### Include vs Exclude filtering For each filter type, you can choose to **include** or **exclude** your selections: #### **Include** (the default) - The user can **only** access the selected items - Everything else is hidden - Example: Include ‘Auckland’ location means the user only sees Auckland employees. #### Exclude - The user can access **everything except** the selected items - Example: Exclude ‘Finance’ organisation component means the user sees all employees except Finance. > [!NOTE] > TIP > > You can combine multiple filters. For example, include the Auckland location but exclude specific employees within Auckland. ### Filter types #### Organisation Component - Filter by divisions, departments, or organisational units - Example: Use for divisional managers, department heads #### Location - Filter by work locations - Example: Use for site managers, location-based administrators #### Payroll - Filter by pay groups - Example: Use for payroll officers managing specific payrolls #### Employee - Filter by specific individuals - Example: Use for exceptions or specialised roles > [!NOTE] > TIP > > 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 want to edit. 3. In the **Filter Employee and Payroll Access** section, choose: - Set **ALL EMPLOYEES AND ALL PAYROLLS** to **Yes** for full access. - Set **ALL EMPLOYEES AND ALL PAYROLLS** to **No** to create custom filters. 4. If using custom filters, **Select organisation component access** to open the **ORGANISATION COMPONENTS** backpack. 1. Select one or more organisation components. 2. Select the **Green Tick Button** to close the backpack. 3. Use the **INCLUDE THE SELECTED ORGANISATION COMPONENT** toggle to switch between **Include** or **Exclude**. 5. Repeat step 4 for the other filter options: **LOCATION ACCESS**, **PAYROLL ACCESS**, and **EMPLOYEE**. 6. Select the **Green Tick Button** to save the user profile. > [!NOTE] > TIP > > After changing filters, the user may need to sign out and back in to see changes. If access isn't updated, use the [Rebuild employee access](/support/docs/how-to-filter-employee-and-payroll-access#rebuild-employee-access) button. --- ## How filters work ### Occupancy records determine access **Organisation Component**, **Location**, and **Payroll** link to an employee through their current occupancy record. When an employee's 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. ### Changes may take a moment to take effect Changes to employee and payroll access may take a minute or two to apply. If a user reports they can't see employees they should have access to, ask them to sign out and sign back in, or use the [Rebuild employee access](/support/docs/how-to-filter-employee-and-payroll-access#rebuild-employee-access) button to manually refresh their access list. --- ## Rebuild employee access Jemini updates employee access lists regularly through background processes. Use the Rebuild employee access button after making changes to filters, during onboarding, or when a user reports they can't see employees they should have access to. ### How to rebuild employee access 1. Open the user profile. 2. In the **Filter Employee and Payroll Access** section, select **Rebuild employee access**. 3. Wait a few minutes for the background process to complete. 4. Check the **Employee Access List** report (**System > Reporting**) to verify the changes took effect. > [!NOTE] > TIP > > The rebuild runs in the background and may take several minutes. You won't see confirmation of what changed. > > The button is only available when the profile is saved, active, and has no unsaved changes. ![save or submit icon](https://cdn.document360.io/4610df0d-4d6e-4f46-8b41-8e4dd44c29a6/Images/Documentation/save%20or%20submit%20icon.png) Select this button to save and submit your content and close the panel.