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
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.
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
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
Go to People > User Profile or System > User Profile.
Open the user profile you want to edit.
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.
If using custom filters, Select organisation component access to open the ORGANISATION COMPONENTS backpack.
Select one or more organisation components.
Select the Green Tick Button to close the backpack.
Use the INCLUDE THE SELECTED ORGANISATION COMPONENT toggle to switch between Include or Exclude.
Repeat step 4 for the other filter options: LOCATION ACCESS, PAYROLL ACCESS, and EMPLOYEE.
Select the Green Tick Button to save the user profile.
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 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 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
Open the user profile.
In the Filter Employee and Payroll Access section, select Rebuild employee access.
Wait a few minutes for the background process to complete.
Check the Employee Access List report (System > Reporting) to verify the changes took effect.
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.
