How to Set up a new Organisation - Part 2 - Simplifi Documentation Hub

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The Organisation is the business or organisation that employs and manages the users in Simplifi. This is the second part to setting up an organisation.

Setting Up Guide

You can follow this guide to set up an organisation. This guide will run through heading by heading and detail what the settings are, what they do and provide an example of the setting. If a setting is complicated, it will lead to another page.

Some options are omitted in the guide; these are the self-explanatory checkboxes and information fields.

Now we move on to the settings hidden in the tabs to the right of your screen.

Users/Roles/Shifts Set up users/staff in this tab who will be using the system. Enter the details for the user, then press save user details to save the user to the system. To edit any staff members, press a staff member from the list. Select the available roles for the organisation on the right.

Rostering Mark checkboxes as appropriate here for Rostering settings

Setting Name	Description
Organisation has staff	Does this organisation actually have staff? A head office will most likely not
Using Rostering Module	Is the organisation actually using the rostering module? If they are not, the rest of these settings you may skip.
All organisations within this head office are using rostering	Select this if all organisations controlled by this head office are using rostering
User access needs to be set up for each department/room	If this is not set it means all users (with rostering access) can access all rooms/departments which is the default. For a larger set up such as a supermarket, this flag can be set which means only users with access can access the roster for the department.
User access needs to be setup for each role	If users can access all roles what does this mean
Profiles used to calculate number required staff	If this organisation uses profiles to generate the number of required staff
Casual jobs require role and room/department match	Casual jobs must require the casual staff’s stated role/department and the job’s department to match
All organisations use head office rostering settings	???
Users have a primary organisation
Users have a primary role
Users have a home room/department	If staff can work across multiple
Have standby timesheets	This allows non-working timesheets such as a staff member being ‘on-call’ to be created
Staff can be set up with contracted hours and roles	This makes the leave module available, as well as its main purpose of allowing staff to be set up with contracted hours and roles
Staff can be set up with work patterns	???
Give option to copy rosters across days or weeks	Gives the option to copy rosters across days and weeks
Give option to copy timesheets across days	Gives the option to copy the current timesheet across days
Give option to clear weekly rosters	Gives the user the option to clear rosters across future weeks
Staff can create their own timesheets	Gives staff the option to create their own timesheets. This has to be manually turned on per staff member, however.
Shift Swaps Options	These configure how shift swaps work. - What is difference between these
Keep original shift swap timesheets	When a shift swap is processed, instead of removing the original shift, it keeps it and replaces its activity with the specified activity in the below dropbox. eg. General Ward Nurse is replaced with Leave Without Pay
Require shift swap endorsements	Requires the shift swap partner to confirm they are willing to swap
Date change options	???
External data provider	If the organisation is pulling their rostering requirements from an external data source, mark this source in this box

Payroll

Setting Name	Description
Current Payroll Provider	Select the payroll provider for this organisation. Multiple providers can be set up but only one can be used at a time
Hours Require Approval	Hours submitted by staff require separate approval before payroll can be processed
Only Approve Completed Timesheets	Timesheets can only be approved if the time that they are for has passed. eg. If it is 3pm and you are trying to approve a timesheet that stretches to 6pm, with this tick check it would not be possible.

Press Inactive Timesheets to bring up this window. If the Organisation has loaded timesheets that you do not want sent to payroll in this window you can select the date in the second tab, while in the first (“external timesheet provider”) you can select a date to backfill timesheets.

Payroll Settings

With each payroll provider, certain settings must be configured to set the provider up correctly.

Setting Name	Description
Pay Increment	The timesheet hours are rounded. This is how much they are rounded to. eg. if a staff member clocks out at 4:57 and the increment is 5 minutes, the timesheet is showing as 8 hours for a 9-5 shift.
Change all organisations to same increment
Round timesheet start and finish times	This setting means that the timesheet start and finish times are also rounded. In the same example as the top setting, that 9-4:57 shift would not just show as 8 hours total but also round the start and finish to 9-5pm as well.
Show Timesheets in Payroll to End of Current Pay Period	If the timesheets haven’t been processed after the current pay period has ended, they will not show up in the payroll module
Show Organisation on Timesheet Details	Archived?
Allow same day timesheet amendments for flat files	Applicable to payroll providers that use flat files uploads instead of an API/FTP. If this setting is selected then the user can amend the timesheet the same day that the timesheet is processed
Has Hourly Pay Rates for Staff	This organisation has hourly pay rates for their staff
Has Payroll Awards/Rules Engine	This enables the payroll awards/rules engine module
Process Days Worked Payroll Element	If this option is ticked then a days worked payroll element is included in the export file or API upload
Process Hours Paid in Week Payroll Element	If this option is ticked then an hours paid in week payroll element is included in the export file or API upload
Can Pay Staff across Organisations	If this is ticked, then staff that are working at this organisation can be paid by another in the case that they are loaned out for example to another company
Daylight Savings Settings	????
Clear staff payroll code on termination	???
Leave staff payroll code on termination	When a staff member is terminated their payroll code is just left as is and is not updated by syncing
Archive	Ticking this archives the provider, keeping their configurations but stopping the organisation from using this provider Ending part???

Payroll Forecasting

Check this if the forecasting module needs to be enabled.

Leave Requests

Setting Name	Description
Has Leave Requests module enabled	Ticking this box enables the leave requests module
Leave Endorsements enabled	If this is ticked then the leave requests are approved and managed at the head office instead of the individual branches
Each Room/Department needs to approve requests that cover multiple departments	If the employee is split across multiple departments then each department manager will have to approve the leave
Show annual leave projected balances	If this setting is turned on when approving leave managers will be able to view projected balances of annual leave
Show projected balances to staff	If this setting is turned on staff will also be able to see their projected balances
Default leave entitlement	Default number of weeks leave entitlement for each employee
Leave Balance Warnings enabled	If this is turned on, then staff will receive a warning pop-up if they try to apply for leave that exceeds their balance
Public Holidays based on organisation address rather than the staff addresses	Public holidays that are specific to different regions (e.g. Canterbury Anniversary Day) are applied based on the address specified in the business’s address rather than the employee’s address (e.g. business is in Canterbury but employee’s address is in Otago)

External Timesheets This feature allows timesheet details to be sent to a third party. Currently only InfoCare is supported Is this true? If this organisation is a head office, you will also have the option to turn external timesheets on for all organisations.

Upon completing this guide, you will have entered all the settings for a new organisation in Simplifi. Make sure to save your work! Press Save Organisation Details at the bottom to save the settings. The organisation is now set up!

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How to Set up a new Organisation - Part 2

About

Setting Up Guide

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​Setting Up Guide

About

Setting Up Guide