> ## Documentation Index
> Fetch the complete documentation index at: https://docs.simplifi.work/llms.txt
> Use this file to discover all available pages before exploring further.

# Web Setup

Once the organisation has been created and configured in JAS, the remaining setup is completed on the platform. Log in as a user with access to the **Our Profile** module (usually the Primary User).

## Our Profile

Review and complete the organisation's core details under **Our Profile**. This includes the trading name, address, phone number, and any internal or payroll codes relevant to the organisation.

***

## Locations

Your organisation may operate from more than one physical location. Under **Our Profile → Our Locations**, add additional locations by entering:

* Location name, address, and phone number
* A default role for jobs published from this location (optional)
* Internal and payroll codes for reporting (optional)

For step-by-step instructions, see [How to Add a Second Location](/how-to-add-a-second-location).

***

## Users

### Adding a New Admin User

There are two ways to create an admin user:

**Option A — Promote an existing staff member**

1. Find the staff member in the **Staff** module
2. Switch the **Company User** toggle to **Yes**
3. Press **Save / Update Details** and confirm the prompt

**Option B — Create a new user from scratch**

1. Go to **Our Profile  →Our Users** and press **Add a New User**
2. Enter their name, email address, and phone number
3. Tick the access checkboxes for the modules and actions this user requires
4. If department and role restrictions are in use, select which departments and roles this user can access
5. Press **Save User Details**

See [How to Add a New Admin User](/how-to-add-a-new-user) and [How to Promote an Employee to a User](/how-to-promote-an-employee-to-a-user).

### Setting User Permissions for a Department Manager

If department and role restrictions are configured for your account, you can scope a user's access so they only see the departments and roles relevant to them. This is configured from the user's edit screen under **Our Profile → Our Users → Edit**.

See [How to Set Up User Permissions for a Department Manager](/how-to-set-up-user-permissions-for-a-department-manager).

### Making a User Inactive

1. Go to **Our Profile → Our Users**
2. Select **Edit** next to the user
3. Switch the **Active User** toggle to **No**
4. Press **Save User Details**

### Reactivating a User

1. Go to **Our Profile → Our Users**
2. Switch the **Show inactive users too?** toggle to **Yes**
3. Select **Edit** next to the user
4. Switch the **Active User** toggle to **Yes**
5. Press **Save User Details**

***

## Managers

### Assigning the Company Manager and Store Manager

1. Go to **Our Profile → Our Users → Managers**
2. Use the dropdowns to select the **Company Manager** and **Store Manager** from your list of users
3. Press **Save Managers**

See [How to Assign the Company Manager](/how-to-assign-the-company-manager) and [How to Assign the Store Manager](/how-to-assign-the-store-manager).

### Creating Custom Reporting Roles

Reporting roles let you assign a specific user as the approver for an individual employee's timesheets and leave — useful where someone reports outside the normal department manager structure.

**To create the role:**

1. Go to **Our Profile → Our Users → Managers**
2. Press **Add a New Reporting Role**
3. Enter a name for the role and select the user who occupies it
4. Press **Save Manager**

**To assign the role to a staff member:**

1. Go to **Staff**, search for and select the employee
2. Open **General Details** and select the custom role from the reporting role list
3. Press **Save / Update Details**

Once assigned, only the user in that role (and users with payroll access) can view that employee's timesheets and leave.

See [How to Create New Reporting Roles](/how-to-create-new-reporting-roles).

***

## Roles

Under **Our Profile → Our Roles**, create the roles your staff occupy. For each role you can configure:

* Role name and information fields collected at assignment
* Information collected when a staff member successfully gets a casual job
* **One-Click Breaks** and **Break Replacements** (switch unpaid breaks to paid when taken at a specified time)
* A **Default Roster** (e.g. a recurring 9–5 shift pattern for this role)

To create a new role, press **New Role**, complete the details, and configure breaks and default roster as required.

***

## Store Options & Settings

Under **Our Profile → Our Store Options and Settings**, configure shift and publishing behaviour for the organisation.

### Standard Shifts

Create predefined shift templates with set start and end times and payroll hours. Set up as many as your organisation needs.

### Publishing Jobs

| Setting                               | Description                                                                  |
| :------------------------------------ | :--------------------------------------------------------------------------- |
| **Broadcast address**                 | The address jobs are broadcast from.                                         |
| **First Responder**                   | Enable to automatically assign the first staff member who responds to a job. |
| **Record absence details**            | Choose whether to record details when a staff member is absent.              |
| **Choose activities when publishing** | Select whether timesheet activities are chosen at the point of publishing.   |
| **Default role**                      | The default role shown when publishing a job.                                |

### Paid & Unpaid Breaks

Automatically add a paid or unpaid break when a published job exceeds a set number of hours. The break is inserted after the configured time allowance and can be adjusted from the timesheet if needed. Press **Add New Break** to configure.

### Financial Weeks

Enable financial weeks for reporting and set the start month of your financial year.

### Working Times / Days

Set the start and end of your working day and which days your organisation operates. Deselecting a day (e.g. Sunday) removes it from the roster view.

***

## Rostering Settings

Access **Rostering Settings** from the home screen while logged in as an admin user.

### General Details

| Setting               | Description                                                                                                                                        |
| :-------------------- | :------------------------------------------------------------------------------------------------------------------------------------------------- |
| **Naming Convention** | Set what Simplifi calls your departments, rooms, and other structural units. These labels appear throughout the system and in staff notifications. |
| **Rostering Views**   | Visual configuration for how the roster is displayed.                                                                                              |
| **One-Click Breaks**  | Enable to add breaks to all rostered staff in a single action.                                                                                     |

### Department Details

Create new departments and configure existing ones, including which users can access each department's roster.

<Note>
  If user restrictions have not been set up yet, you will be prompted to do so before you can assign user access per department. See [How to Set Up User Permissions for a Department Manager](/how-to-set-up-user-permissions-for-a-department-manager).
</Note>

**Clock In & Out Times** — Choose whether timesheets reflect contracted hours or actual clock-in/out times. For example, if a staff member clocks in 10 minutes early, you can choose whether that early start appears on the timesheet or if the rostered time is used instead.

### Skill Sets

Assign skills to employees to track capabilities. Departments can be configured to only allow staff with a specific skill set to work there.

### Hours Able to Work

Set maximum-hours rules for specific roles to prevent staff from being rostered beyond their allowed hours.

### Staffing Requirements

Create rules that enforce minimum or maximum staffing levels — for example, a patient-to-nurse ratio in a care environment, or a minimum number of staff on the floor at certain times. Rules can trigger a violation when there are too few staff, too many, or both.

***

## Leave Request Options

Under **Our Profile → Our Leave Request Options**, create the leave types your staff can select when submitting a leave request.

For each leave type, configure:

* **Leave type code** — used to identify the leave type in your payroll system
* **Description** — the label staff see
* **Unit** — days or hours (for part-day leave)
* **Timesheet activities** — which activities can be used when approving this leave type
* **Default activity** — automatically applied at approval, but can be changed before confirming
* **Visibility checkboxes** — control where and to whom this leave type appears

***

## Payroll Settings

Once a payroll provider has been connected in JAS, configure it under **Our Profile → Our Payroll Settings**.

Use the **provider dropdown** to select which provider you are configuring — all settings in this section are provider-specific.

<Note>
  The payroll-provider dropdown only shows providers that have been added in JAS. To add a new provider, contact Simplifi.
</Note>

### Payroll Calendars

Define pay frequency (weekly, fortnightly, monthly) and pay cycle start dates. Multiple calendars are supported for organisations where different staff groups are paid on different schedules. If API syncing is not enabled, create calendars manually by entering the name, iPayroll ID, and frequency.

### Cost Centre Codes

Allocate labour cost to the correct payroll reporting area (department, ward, role type). Cost centre rules are defined once and then selected per payroll provider. Separate defaults can be set for rostered timesheets and casual/published jobs. See [Building a Cost Code Formula](/building-a-cost-code-formula).

### Rate Codes

Where enabled, allows approvers to assign a pay rate (e.g. standard vs overtime) to a timesheet entry at the point of approval. Press **New Rate Code** to create one, entering the name, applicable payroll providers, and the rate code each provider should use.

### Hourly Rates

Enables cost calculations (hours × rate) for budgeting and forecasting. If the API is active, hourly rates can be synced from payroll automatically. If not, they can be maintained manually per staff member, including future-dated pay changes.

### Timesheet & Break Tolerances

Set how many minutes early or late a clock-in/out can be before the timesheet is flagged for review rather than treated as "clean". Break tolerance applies the same logic specifically to clocking in and out for breaks.

**Example:** If the tolerance is 6 minutes and a staff member clocks out at 4:57 pm for a shift ending at 5:00 pm, the timesheet is treated as clean.

### Notifications

Configure reminders that prompt approvers when timesheets are waiting to be actioned.

### Salary Loadings & Deductions

Set up additional amounts applied on top of base pay for costing purposes — for example, KiwiSaver employer contributions or travel allowances.

***

## API Integrations

Under **Our Profile → API Integrations**, connect Simplifi to your payroll software.

Supported providers:

* **DataPay**
* **iPayroll**
* **AWS S3 Buckets**

To connect, go to the **Explore APIs** tab, select your provider, and log in or enter your organisation's credentials.

Once connected, use **API Mappings** to configure which data flows back to your payroll provider — for example, whether leave balances are returned to payroll when leave is approved.

***

## Public Holidays & Closedown Periods

Under **Our Profile → Public Holidays & Closedown Period**, manage how the organisation handles public holidays and planned closures.

### Public Holidays

For each public holiday you can configure:

* Whether the organisation recognises this holiday
* Whether the organisation is **open or closed** on the day
* Whether jobs can be published and casual timesheets created for this day
* Whether a timesheet activity is **automatically created** for staff working on this day
* The **leave timesheet activity** applied if a staff member takes leave on this day

### Closedown Periods

For planned closures (e.g. a Christmas shutdown), create a closedown period by entering:

* Name, start date, and end date
* Which departments it applies to
* Whether it is active across the whole organisation or a specific location
* Whether jobs can be published during this period
* The timesheet activity allocated to staff working during the closedown

***

## Additional Users

Under **Our Profile → Our Additional Users**, add email addresses for people who need to receive notifications about timesheet or leave activity but do not hold a Simplifi user account.

**Example:** If multiple staff share access to `admin@company.com` and all need to be notified of leave decisions, enter that address here. Any notifications Simplifi sends to that inbox will reach everyone who has access to it.

Press **Update Specialist Users** to save any changes.

***

## Groups

Groups let you quickly notify a targeted subset of casual staff when publishing a job — rather than broadcasting to your entire staff list.

**To create a group:**

1. Press **Groups**, then **Add a New Group**
2. Enter a name and press **Create this Group**
3. Drag staff members from the right-hand list onto the group name to add them

There is no limit to the number of groups you can create.