Location Representatives

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Location Representatives allow your business to identify up to 5 key roles in your business, such as HR representative or payroll contact, and specify who holds those roles in the different locations across your business. By assigning representatives to specific locations you are able to bring flexibility to other features such as global notifications where the notification sent to payroll can be further targeted to the relevant representative in that particular location. This article will explain how to create location representatives and how to begin using them in your organization.

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This article covers:

• What are Location Representatives Types?
• How to edit the list of Location Representatives Types
• How to set Location Representatives to specific Locations
• Using Location Representatives with Global Notifications

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What are Location Representatives Types?

Location Representatives Types refer to specific key roles within a business that may be held by a variety of people across different locations; for example, there can be more than one identified Payroll Representative if the business is global and the payroll admins change depending on the country location an employee is based in. 

By default, intelliHR provides the ability to configure up to 5 types of location representatives as seen in the image above.  It is not possible to configure more than 5 location representative types but it is possible to edit the type of representatives; for example, although HR Reresentative will be standard across most businesses, admin representative could be amended to First Aid contact if that is more relevant to your business/organization.

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How to edit the list of Location Representatives

1. Navigate to Settings >> All Settings >> Location Representative Types

2. Review the default list of representative types

3. If you wish to amend the list, click on the action button (three dots) >> Edit

4. Amend the Location Representative Type title 

5. Select Edit to save

Note: Now that you have set the list of representative types that are relevant to you business you can assign this role to individuals in each location.

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How to set Location Representatives to specific Locations

1. Navigate to Settings >> All Settings >> Locations

2. Select Edit next to the location you wish to assign a representative to

3. Select the person that is the representative of those specific roles in the location in the Representatives section

4. Save

Note: Location Representatives DO NOT have to be set for each location, and not every representative needs to be set in your locations. For example, you may choose only to select location representatives by country or state, and not for each individual location.  You may also only choose to specify the HR representative and Payroll Representative in those locations.

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Using Location Representatives with Global Notifications

Through the use of location representatives intelliHR provides you with the ability to add logic to the Global Notifications feature that will assist in sending notification to specific representatives base on the location of the person the notification is about and the location representative recorded for that location.

e.g. Each time an incident report form is completed the business wishes to notify the health and safety representative.  However, in a global company the OH&S manager may differ depending on locaton and as such if the incident occurred in Australia we wish to notify the australian contact, whereas if the incident occurred in New Zealand we may wish to notify the New Zealand contact. To do this we can follow the steps below:

1. Go to Event Notifications >> Event Notifications

2. Provide a Name of notifications and select the event Form Completed

3. In Notification Targets select Affected person's location representatives

4. Select the representatives you wish to notify

Note: You do not need to specify the person to receive the notification because the logic performed is that the notification will be sent to the representative stored against the same location as that which is recorded on the employee's Jobs tab

5. Complete the rest of the event notification configuration