--- title: "Intro to Occupancy" slug: "intro-to-occupancy" updated: 2025-12-16T05:19:56Z published: 2025-12-16T05:19:56Z canonical: "knowledgejems.jemini.com/intro-to-occupancy" 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. # Intro to Occupancy > [!WARNING] > Who this guide is for > > HR managers and administrators managing employee onboarding and role changes. ## Manage employee job details in Occupancy Occupancy records hold an employee's position, payroll, location, employment status, and working hours. Create or update these records for new hires, role changes, transfers, employment status changes, and contract updates. ### Quick links: - [How to add an Occupancy](/support/docs/intro-to-occupancy#how-to-add-an-occupancy) - [How to update an Occupancy](/support/docs/intro-to-occupancy#how-to-update-an-occupancy) - [How to delete an Occupancy](/support/docs/intro-to-occupancy#how-to-delete-an-occupancy) - [Optional fields instructions](/support/docs/intro-to-occupancy#optional-fields-instructions) ![Occupancy.png](https://cdn.document360.io/4610df0d-4d6e-4f46-8b41-8e4dd44c29a6/Images/Documentation/Occupancy.png) ### Core occupation details include: - Reason for change (tracks why the occupation is being created or updated) - Position and payroll assignment - Location and organisation component - Employment status (Permanent, Casual, Contractor, Temporary/Fixed Term) - Occupancy status (Active, Terminated, Suspended, Parental Leave) ### Working hours: - Full-time hours (filled in automatically from position establishment) - Agreed hours and days per week ### Optional fields: - Level, organisation structures, employment category, occupancy function - Public holidays and business leave attachment - Leave calculation settings - Costing types and notifications > [!NOTE] > TIP > > Most employees have one employment stream (their job). Some employees work in multiple roles for your organisation and will have multiple employment streams. Each stream has its own occupancy record. > [!NOTE] > TIP > > Occupancy records appear in different sections based on their dates: > > - **Current:** Records that have started (start date is today or earlier). > - **Forecast:** Records that will start in the future (start date is tomorrow or later). > - **Historical:** Records that have ended (end date is earlier than today). --- ## How to add an Occupancy These instructions guide you through the core steps for adding an Occupancy record. > [!NOTE] > TIP > > Find instructions for optional fields, such as Levels or Organisation Structures*, in the table [**below**](/support/docs/intro-to-occupancy#optional-fields-instructions). > > *Some Organisation Structures are mandatory, depending on your system configuration. 1. Go to **PEOPLE > EMPLOYEES**. 2. Select the employee you need to manage. 3. Go to **ACTION > OCCUPANCY**. The dated OCCUPANCY panel will open. 4. An existing occupancy record will display. Select this record. (Only select [**Update occupancy record**](/support/docs/intro-to-occupancy#how-to-update-an-occupancy) if editing an existing employee). - Default name is **Initial employment stream**. - If you’re using the Multiple Employments feature, this record might have a custom name. [Opening an occupancy record for first time](https://cdn.document360.io/4610df0d-4d6e-4f46-8b41-8e4dd44c29a6/Images/Documentation/Opening%20an%20occupancy%20record%20for%20first%20time.mp4) 5. (Optional) Enter an **END DATE** if the occupation has a known end date. 6. **REASON FOR CHANGE** automatically sets to 'New Employee'. - This field tracks why you're creating the occupation record. You can change it if needed (for example, for secondary employment streams). 7. **Select a position**. 1. The POSITION ESTABLISHMENT backpack will open. 2. Choose a position from the backpack. - Use the **Search** if needed. - If the position isn’t available, set it up in **BUSINESS > POSITIONS**. 3. Select **Yes** or **No** when the confirmation message asks if you want to inherit the position’s location and organisation. - If you select **Yes**, the **LOCATION** and **ORGANISATION COMPONENT** fields will auto-populate using the rules set in the Position Establishment. - If you select **No**, you’ll need to add **LOCATION** and **ORGANISATION COMPONENT** manually. 8. **Select a position**. 1. The POSITION ESTABLISHMENT backpack will open. 2. Choose a position from the backpack. - Use the **Search** if required. - Select the position to close the backpack. 9. Select the **EMPLOYMENT STATUS**. - Permanent (default selection) - Casual - Contractor - Temporary/Fixed Term 10. Select the **OCCUPANCY STATUS**. Options are: - Active (default selection) - Terminated Occupancy - Suspended Occupancy - Parental Leave 11. Set **ATTACH PUBLIC HOLIDAYS TO THE EMPLOYEE** to **Yes** or **No**. - If set to **Yes**, public holidays for the employee's location will automatically attach to their pay when the holiday or holidays occur. - If set to **No**, public holidays won’t attach. For example, set to No if the employee isn't eligible for paid public holidays. 12. Set **ATTACH BUSINESS LEAVE TO THE EMPLOYEE** to **Yes** or **No**. - If set to **Yes**, business leave days for the employee’s location will automatically attach to their pay when the business leave day or days occur. - If set to **No**, business leave days won’t attach. For example, set to No if the employee doesn’t receive paid business leave days. 13. **FULL-TIME HOURS PER WEEK**, **HOURS STATUS**, and **FULL-TIME EQUIVALENT (FTE)** details come from the chosen position establishment and employment status. These are read-only. 14. Adjust the **Agreed working week.** 1. The **AGREED HOURS PER WEEK** fill in automatically from the position establishment. Edit if needed. 2. Enter the **AGREED DAYS PER WEEK**. 15. Select the **Green Tick Button** to save and close the panel. You'll see a new record in the **CURRENT** or **FORECAST** section of the OCCUPANCY panel. Select X to close the panel. --- ## How to update an Occupancy > [!WARNING] > IMPORTANT > > Once the pay cycle process attached to the occupancy has reached the direct credit phase, the current occupancy record can no longer be edited, as it will interfere with processed calculations. Instead, you’ll need to update the occupancy with a new record. If you need to make changes to the occupancy (for example, a change in employment status), create a new occupancy record. 1. Go to **PEOPLE > EMPLOYEES**. 2. Select the employee you need to manage. 3. Go to **ACTION > OCCUPANCY**. The dated OCCUPANCY panel will open. 4. Select **Update Occupancy**. - The ADD OCCUPANCY panel will open and contain the occupancy details for the existing occupancy. The only change is the **START DATE** which defaults to tomorrow’s date. 5. Make any necessary changes to the occupancy. For details on each setting, refer to [**how to add an occupancy**](/docs/intro-to-occupancy#how-to-add-an-occupancy) above or the [**optional fields instructions**](/support/docs/intro-to-occupancy#optional-fields-instructions) below. - Remember to update the **REASON FOR CHANGE**. 1. Choose a reason from the backpack (for example, 'Promotion', 'Internal Transfer', 'Contract Extension'). 2. Use the Search if needed. 3. Select the reason to close the backpack. 6. Select the **Green Tick Button** to save and close the panel. You’ll see a new record in the **CURRENT** or **FORECAST** section of the dated OCCUPANCY panel depending on the occupancy start date. The previous record's end date is automatically set to the day before the new record's start date. Select the **X** to close the dated OCCUPANCY panel. --- ## How to delete an Occupancy > [!WARNING] > IMPORTANT > > Once the pay cycle process attached to the occupancy has reached the direct credit phase, you can no longer delete the current occupancy record, as it will interfere with processed calculations. Instead, you’ll need to update the occupancy with a new record, as shown above in [**How to edit an Occupancy**](/docs/intro-to-occupancy#how-to-edit-an-occupancy). > > If the pay cycle process attached to the occupancy hasn’t reached the direct credit phase, you can follow the steps below. You can't delete the initial occupancy record. At least one occupancy record must exist for each employment. Delete future-dated occupancy records by selecting the **Delete Button**. 1. Go to **PEOPLE > EMPLOYEES**. 2. Select the employee you need to manage. 3. Go to **ACTION > OCCUPANCY**. The dated OCCUPANCY panel will open. 4. Select the **Delete Button** on the occupancy record. - Alternatively, open the occupancy record and select the **Delete Button** there. 5. Select **Go ahead** when the confirmation message appears, or select **Go back** if you’ve changed your mind. --- ## Optional fields instructions Some of these fields are only visible if your system administrator has set them up. | Field | Instructions | What it's for and how to configure it | | --- | --- | --- | | **Level** | 1. **Select a Level**. 2. The LEVELS backpack will open. 3. Choose a level from the backpack. - Use the **Search** if needed. | Classify occupation by seniority for reporting. Configured in: People Core Tables > Job Level | | **Organisation Structures** | 1. Select **Organisation structures** to expand that section and view any available organisation structures. 2. **Select organisation component** to open the ORGANISATION COMPONENTS backpack for that structure. 3. Choose an organisation component from the backpack. 4. If you have multiple organisation structures, repeat this process to choose an organisation component for each one. 5. Select the **Circled tick icon** to close the ORGANISATION STRUCTURES section. | Link occupation to organisation components. Configured in: Business > Organisation Components | | **Employment Category** | 1. **Select employment category** to open the EMPLOYMENT CATEGORY backpack. 2. Choose one or more employment categories from the backpack. - Use the **Search** if needed. 3. Select the **Green Tick Button** to save and close the backpack (select **X** to cancel). | Additional employment classification. Configured in: People Core Tables > Employment Category | | **Occupancy Function** | 1. **Select occupancy function** to open the OCCUPANCY FUNCTION backpack. 2. Choose one or more occupancy functions from the backpack. - Use the **Search** if needed. 3. Select the **Green Tick Button** to save and close the backpack (select **X** button to cancel). | Track job function for reporting. Configured in: People Core Tables > Occupancy Function | | **Employment Agreement Classification** | 1. **Select employment agreement classification** to open the EMPLOYMENT AGREEMENT CLASSIFICATIONS backpack. 2. Choose an employment agreement classification from the backpack. - Use the **Search** if needed. 3. Select a classification to close the backpack. | Links the employee to their role within an employment agreement. This automatically connects them to the correct pay rates, steps, and allowances defined in the agreement. Configured in: Pay > Employment Agreement | | **Leave Configuration** | 1. **Select leave configuration** to open that section. 2. Set **USE AVERAGE DAILY PAY FOR LEAVE CALCULATION** to **Yes** or **No**. - Set to **Yes** for employees with variable hours or pay (for example, casuals without set hours). 3. Set **PAY GREATER OF ADP AND RDP WHEN ON LEAVE** to **Yes** or **No**. - Only appears if you set Use average daily pay to Yes. - Set to **Yes** to automatically pay the higher amount. 4. Set **USE 4 WEEK AVERAGE FOR ORDINARY WEEKLY PAY** to **Yes** or **No**. - Only available for permanent employees. - Set to **Yes** to calculate their ordinary weekly pay using a 4-week average instead of their agreed hours. | For New Zealand only. Configure leave payment calculations for NZ employees. Use Average Daily Pay settings for variable-hour employees and 4-week averaging for permanent employees. Set Average Daily Pay or 4-week average calculations. Configured in: Occupancy panel | | **Content** | 1. Select **Content** to expand that section. 2. Enter **NOTES**. 3. Add **ATTACHMENTS** or **LINKS**. | Document additional information about the occupancy. Add notes, attach files, or link to related resources. Configured in: Occupancy panel | | **Costing** | 1. Select **Costing type** to expand the COSTING TYPE section. 2. Select **Add costing**. 3. Enter the costing **NAME**. 4. **Select cost code** for each available costing type as needed. - If there are no available options, it means costing codes are not set up. These can be set up in PAY > COSTING. 5. Add more costings if needed. - If you add more than one costing, a costings percentage bar will appear for each costing. You can adjust this if needed. 6. Select the **Circled tick icon** to close that section. | Split costs across departments or projects. Configured in: Pay > Costing | | **Notifications** | 1. **Select notification** to open the NOTIFICATION backpack. 2. Choose one or more notifications from the backpack. - Use the Search if needed. - Select the **Green Tick Button** to save and close the backpack (select X button to cancel). | Set up notifications for this occupation. Configured in: System > Notifications | ![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. ![delete content icon](https://cdn.document360.io/4610df0d-4d6e-4f46-8b41-8e4dd44c29a6/Images/Documentation/delete%20content%20icon.png) Select this rubbish bin button to delete a record or entry. If the button is greyed out, the delete function is inactive. ![circled tick bg](https://cdn.document360.io/4610df0d-4d6e-4f46-8b41-8e4dd44c29a6/Images/Documentation/circled%20tick%20bg.png)Select this icon when you're done making changes in the panel. Your changes will be saved, and the panel will close. Average Daily Pay (ADP) in New Zealand payroll is used to pay public holidays, sick leave, bereavement leave, and alternative holidays. It's calculated by dividing an employee's total gross earnings in the past 52 weeks by the sum of whole or part days they worked or were on paid leave during that time. It's used as an alternative to Relevant Daily Pay (RDP) when RDP can't be calculated. Relevant Daily Pay (RDP) in New Zealand payroll is used to pay public holidays, sick leave, bereavement leave, and alternative holidays. It represents the amount an employee would have earned if they had worked on a given day, including their normal hourly pay, regular allowances, and additional earnings like commissions. If determining RDP is not possible or practicable, employers can use Average Daily Pay (ADP) instead.