JAS Setup - Simplifi Documentation Hub

A new organisation is created and configured through JAS. Setup is split across two stages: the main organisation record and settings, followed by the tabbed configuration panels.

Some options are omitted from this guide — these are self-explanatory checkboxes and information fields.

Part 1 — Organisation Record

Press Create New Organisation at the top. Select the portal, industry, and head office (if applicable), then enter the organisation name.

Organisation Settings

Setting	Description
ID Number	Auto-generated.
Name	The organisation’s display name.
Xero ID	Enter if the organisation uses Xero.
Payroll ID	Enter if the organisation uses a payroll provider other than Xero.
Go Live	The date the organisation begins using Simplifi.
Offboarding Date	The date the organisation leaves Simplifi.
Primary User	The master admin user for this organisation.
BCC Addresses	Email addresses notified when a job is assigned.
Reliever Requests	Email addresses notified when a reliever requests to be preferred.
Subscription	The subscription type for this organisation. In the large majority of cases, this will be left alone, and blank. In the majority of schools cases this will be set to “Schools - Standard”, and in some cases it can be set to “per timesheet”, which is if they are being charged per timesheet
Entity Name	How Simplifi refers to the entity for end-users (e.g. “Store”, “School”, “Site”).
Temp Staff Name	What the organisation calls temp staff (e.g. a school would use “Relievers”).
Roll Count	Student roll count (schools only).

Options for Publishing Jobs

Setting	Description
Can Publish Long-Term / Permanent Jobs	Allows the organisation to publish long-term or permanent jobs.
Has Option Accept First Job Response	The organisation automatically accepts the first job response received. If this option is not selected the organisation will always have to manually choose the person they want to work and assign each job.
Has Option to Hide End Time	Hides the job end time from staff notifications. An end time will still be entered when publishing the job to show on schedules and payroll, but it allows jobs to be published that are say from 9am until all guests leave. It requires a way to capture when the person actually finished working, eg clocking in and out otherwise the timesheet will always be the legth of time set up when publishing the job, not what the person actually worked.
Has Option to Notify Staff in Other Roles	Sends notifications to staff in roles other than the one specified on the job.
Has Response Option Only If Needed	Shows the “Only if you need me” response option when staff accept or decline a job. If this option is not ticked, they will only have the option when accepted a job that yes they can work it, or no they can’t.
Has Response Option Alternate Times	Allows staff to accept jobs with alternative times, including a notes field. If this option is used and the person is accepted the job times are not automatically changed. The alternate times are shown to the person assigning the job but it is up to them to manually change the times is they wish. It is not a given that giving alternate times means you will be granted those times
Has Option of Fixed Payroll Hours	Allows jobs to be published for longer than the paid hours (e.g. publish 8:30–3:30 but pay for 5 hours). This option is only used for schools but could apply to the situation where that get paid a flat 5 hours, so the times are just to let the person know when to turn up and finish
Has Pay Rate Entry	Allows an hourly pay rate to be entered for each job, paid to everyone working it. This is used when pay rates are also being set within he system and sent through to the payroll company. Usually pay rates are not sent through and staff get paid based on what rate is set up within their payroll company. One of the pay rate settings within pay roll, is to also send through each person pay rate. This option then provides a per job override, for example if your bar staff are usually paid $28 per hours, but you are really short, or the hours for this job are particularly difficult you may offer the job at $33. In this case, anyone that gets assigned this job will be paid at this rate, regardless of what their usual rate is - higher or lower
Has Periods	Turning on this option allows periods In Simplifi (specifically for secondary schools), Periods are configurable time blocks—each with a start, finish, and payroll hours—used instead of a standard full-day rate. Relievers are paid per period, and a single job posting can include multiple periods.
Hide Wizard Step Replacement / Custom Fields	Turning on this setting, turns off the custom fields/replace step in the new job wizard In the publish job wizard, there is an option for custom details, and turning on this option hides this option.
Hide Wizard Step Sucessful Casual	Turning on this setting turns off the sucessful casual step in the wizard In the publish job wizard, there is an optional setting to provide the sucessful applicant with any extra information that they may need for the job. This setting hides this option
Default Job Replacements Off	Turning this on turns off default job replacements INVESTIGATE FURTHER
Allow Individual Pay Rate Override	If Has Pay Rate Entry is enabled, allows the pay rate to be overridden per individual job. When you have a set pay rate for roles, turning this on allows a user to override an individual staff member’s pay rate.
Allow Broadcast Function	Enables the broadcast function for job notifications. If this option is not ticked they will only be able to publish jobs to their own preferred staff. This is the norm as you would usually need a contract for someone to be able to work for you, so you cant send the job to anyone. This is currently only applicable within the education industry as teachers are paid by the ministry so can turn up to work at any school

Options for Timesheets

Setting	Description
Client Details to be Entered	Allows client names and details to be attached to jobs and events. Clients are not really used in Simplifi anymore, and were created for a past specialty client. This would show a list of clients that you could attach to an event, and by extension a job.
Client is Required to Approve Timesheets	Requires the attached client to approve timesheets for jobs created for them. If this is enabled, then the client would have to approve timesheets for all the jobs created for them
Show Timesheet Details on Schedule	Displays timesheet details on the schedule bars. This is just a visual setting. In the image below you can see a schedule with all 3 options turned off, and all 3 options turned on On: Off:
Show Replacement Info on Email	Includes replacement information in job assignment emails. When a temp staff is successful in getting a job, a job success email is sent out to the people who have been selected as to be notified. Ticking this option will include the staff that were replaced in the success email
Default to Replacements Using Same Activities	When marking a staff member as on leave and finding a replacement, defaults to keeping the same timesheet activities. When a replacement job is created, with this ticked the original activity will be applied to the replacement staff member. If this is not ticked, then an activity will have to be manually selected.
Show Pay Rate on Job Tile	Shows temp staff’s hourly pay rate on their summary tile in the payroll module.
Show Contracted Hours on Payroll Tile	Shows the temp staff member’s contracted hours on their summary tile in the payroll module.

Options for Staff / Casuals

Setting	Description
Has Gold / Silver Status for Internal Notifications	Notifications can be delayed for silver-status users for jobs published by this organisation. There is a gold and silver status in Simplifi. Ticking this option enables it the organisations internal notifications (notifications that are to employed staff or registered casuals). Gold status means that the staff member responds to at least 33% of all notifications that you view.
Can Users Register with this Organisation	Allows StaffSync/Simplifi users to apply to join this organisation. For the majority of organisations this will be false. If the option is enabled, it allows people to use the registration wizard to register directly with this organisation - they would then show as Pending and waiting approval. If this is not allowed when they search on the organisation it wil say they have a closed registration and not allow them to register.
Can Edit Staff Details	Allows organisation users to edit their staff’s details Allows organisation users to edit their staff’s details, such as their name, email, address in the staff module.
Add Temp Staff as Requested	When adding temp staff via Our Relievers, sets their default status to “Requested” rather than “Preferred”. When you add a new casual, turning this on will prevent the default status from being “preferred”, and will be “requested” instead.
Has Custom Staff Docs	Allows organisation users to upload custom files to a staff’s record. With this setting enabled, supporting documents can be uploaded for internal use in the supporting documents section.
Staff can View Organisation Schedule	Allows staff to view a schedule of everyone working in the same department or room as them.
History Display (months)	Number of months to display temp staff if they are inactive, requested, or terminated. After these months are over, the staff member will not be displayed in the organisations staff view anymore.
Default Reporting To	Sets the default approver for timesheets and leave. Usually the department manager.

Options for Events

Setting	Description
Has Events (multiple jobs in one event)	Enabling this option enables the events module. This module isn’t currently in use in any organisations in the system.
Jobs can only be for an event	This stops jobs being avaliable as one off options, and locks them down to only being able to be made inside of an event

Head Office Settings

If this organisation is a head office, mark the Head Office checkbox.

Press Save Organisation Details at the bottom of the page before moving on to Part 2.

Part 2 — Tabbed Settings

After saving the main record, complete the tabbed settings on the right-hand side of the screen.

Users / Roles / Shifts

Add the users and staff who will be using the system. Enter each user’s details and press Save User Details. Select the available roles for the organisation from the right-hand panel.

Setting	Description
Test system access only	This means that the selected user can only use the test system and no other system
Can shadow other organisations	Applicable only in head office organisations. Shadowing means that they are able to press a button to login to a organisation under that head office.
Archive - User will no longer be active	Archives the user and means that they will no longer be able to log in. An alternative to removing a user that has the same effect but can be easily reversed.

Rostering

Setting	Description
Organisation has staff	Indicates whether this organisation has staff This would typically be enabled for every organisation, apart from if the organisation is a head office that doesn’t have staff working directly for it
Using Rostering Module	Enables the rostering module. If not enabled, the remaining rostering settings can be skipped.
All organisations within this head office are using rostering	Applies rostering to all organisations controlled by this head office.
User access needs to be set up for each department / room	When enabled, only users with explicit access can view and edit the roster for a given department. 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. eg, only bakery manager accesses bakery department, and butchery manager doesn’t see it.
Users have a primary organisation	When enabled, users will have a home/primary site/organisation that they are ‘from’ Primary organisation can be used for payroll to determine alternate pay or pay element if you are not working at your primary organisation
Profiles used to calculate number required staff
Casual jobs require role and room / department match	Casual jobs are only offered to staff whose stated role and department match the job.
Have standby timesheets	Allows non-working timesheets (e.g. on-call) to be created.
Staff can be set up with contracted hours and roles	Enables the leave module and allows staff to be configured with contracted hours and roles.
Give option to copy rosters across days or weeks	Enables the copy-roster function across days and weeks.
Give option to copy timesheets across days	Enables copying the current timesheet across days.
Give option to clear weekly rosters	Allows users to clear rosters across future weeks.
Staff can create their own timesheets	Allows staff to create their own timesheets. Must also be enabled per staff member individually.
Keep original shift swap timesheets	When a shift swap is processed, keeps the original shift and replaces its activity with a specified activity (e.g. Leave Without Pay) rather than removing it.
Require shift swap endorsements	Requires the swap partner to confirm they are willing to swap before the swap is processed.
External data provider	If the organisation pulls rostering requirements from an external data source, select that source here.

Payroll

Setting	Description
Current Payroll Provider	Select the payroll provider. Multiple providers can be configured but only one is active 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 once the time period has passed. For example, a timesheet ending at 6:00 pm cannot be approved at 3:00 pm.

Use Inactive Timesheets to manage timesheets that should not be sent to payroll, or to select a backfill date.

Payroll Settings

Setting	Description
Pay Increment	Timesheet hours are rounded to this increment. For example, a 5-minute increment rounds a 4:57 pm clock-out to 5:00 pm, producing a clean 8-hour shift.
Round timesheet start and finish times	In addition to rounding total hours, also rounds the displayed start and finish times on the timesheet.
Show Timesheets in Payroll to End of Current Pay Period	Timesheets not processed by the end of the current pay period will not appear in the payroll module.
Allow same day timesheet amendments for flat files	For payroll providers using flat file uploads, allows the timesheet to be amended on the same day it is processed.
Has Hourly Pay Rates for Staff	Enables hourly pay rates for staff at this organisation.
Has Payroll Awards / Rules Engine	Enables the payroll awards and rules engine module.
Process Days Worked Payroll Element	Includes a days-worked element in the export file or API upload.
Process Hours Paid in Week Payroll Element	Includes an hours-paid-in-week element in the export file or API upload.
Can Pay Staff across Organisations	Allows staff working at this organisation to be paid by another organisation (e.g. when loaned out).
Clear staff payroll code on termination	Clears a staff member’s payroll code when they are terminated.
Leave staff payroll code on termination	Retains the payroll code on termination and prevents it from being overwritten by future syncs.
Archive	Archives the payroll provider, preserving its configuration but stopping it from being used.

Payroll Forecasting

Enable the forecasting module if required for this organisation.

Leave Requests

Setting	Description
Has Leave Requests module enabled	Enables the Leave module for this organisation.
Leave Endorsements enabled	Enables leave endorsements, allowing one user to endorse a request before another user gives final approval.
Each room / department needs to approve requests that cover multiple departments	If a staff member works across multiple departments, each affected department manager must approve the leave request before it is finalised.
Show annual leave projected balances	Displays projected annual leave balances to managers when approving leave.
Show projected balances to staff	Displays projected leave balances to staff when they submit a leave request.
Default leave entitlement	The default number of weeks of leave entitlement applied to staff if no individual entitlement is set.
Leave Balance Warnings enabled	Shows a warning when approving leave that would put a staff member’s balance into the negative. Approvers can still proceed if required.
Public holidays based on organisation address rather than staff addresses	Uses the organisation’s address to determine applicable public holidays. Useful for organisations near regional boundaries where staff may live in areas with different public holidays.

External Timesheets

Allows timesheet details to be sent to a third party. If this organisation is a head office, you can also enable external timesheets for all organisations within the group. Enabling this will enable the InfoCare module.

Press Save Organisation Details at the bottom of the page once all tabbed settings are complete. The organisation is now set up.

​Part 1 — Organisation Record

​Organisation Settings

​Options for Publishing Jobs

​Options for Timesheets

​Options for Staff / Casuals

​Options for Events

​Head Office Settings

​Part 2 — Tabbed Settings

​Users / Roles / Shifts

​Rostering

​Payroll

​Payroll Settings

​Payroll Forecasting

​Leave Requests

​External Timesheets

Part 1 — Organisation Record

Organisation Settings

Options for Publishing Jobs

Options for Timesheets

Options for Staff / Casuals

Options for Events

Head Office Settings

Part 2 — Tabbed Settings

Users / Roles / Shifts

Rostering

Payroll

Payroll Settings

Payroll Forecasting

Leave Requests

External Timesheets