Multi-site Team in Loaded helps prevent rostering conflicts across multiple venues and makes payroll processing smoother by consolidating timesheets into one place.
đ What Youâll Need
đ Manager + Time Permissions
If you donât have access to your Company Settings, ask someone with Manager permissions to update your access.
You will need Manager + Time permissions at each venue if you want to to create or edit a staff member linked to multiple venues. You will need Time permissions to edit and view rosters.
đ˛Add your Payroll System
Head to Company Settings â Team â Payroll and select your payroll system from the dropdown menu. Loaded will automatically generate the correct export format for your payroll provider, or prompt you to connect if you use Xero payroll.
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Multi-Site Staff Member Set Up
To get set up, link your staff members across venues from Team â Workforce â Staff Members.
Adding new staff members?
Click Add New
Enter the required personal details
First Name
Last Name
Birth Date (especially important for Junior Staff in AU!)
Email
Employment Type
Remuneration Type
Add available venue by clicking + Add another venue
Select the additional venue the staff member will work at
Add the relevant role(s) and pay rate for that venue
Add a role by clicking + Add available role under the corresponding venue
Repeat this steps for as many roles the staff member has for each venue they work at
You can change the assigned role by clicking on the Role name in blue
Determine whether the staff member will be paid from one company, or each company they work for
If staff members are employed and paid by one entity, choose the corresponding Payroll Company from the dropdown list
If staff members are employed and paid by multiple entities, click the âPaid by each companyâ box
Click Save
You should now see the staff member with a green link icon next to their name to indicate they work at multiple venues. Learn more about Creating and Editing Staff Members here.
Staff members already set up?
Click on a staff member you want to edit and open the Job Tab
Click the blue Edit Pay button
Click + Add another venue at the bottom
Select the additional venue the staff member will work at
Add the relevant role(s) and pay rate for that venue
Select a Payroll Company from the dropdown. This determines which venue the staff memberâs hours will be attributed to when exporting payroll
Alternatively, tick Paid by each company if you want hours attributed to the venue where they were worked, rather than consolidated into one Payroll Company
Set the Start From date and click Save
A green link icon will appear to indicate the staff member has been linked to another venue.
That staff member will now show in the Manage Staff Members list and be able to clock-in and be rostered on for shifts at the new venue
Important: If you've linked a staff member to a venue, and they already had an existing profile at the newly added venue, deactivate the previous profile and use the multi-site profile. Learn how to deactivate an employee here.
Rostering
The Edit Roster page will display shifts rostered at another venue with a grey link icon. Hover over a shift to see the venue and role itâs for.
NOTE: Loaded will not prevent you from rostering a staff member over another shift. This feature is a visual tool to help see when staff members are rostered at other sites but itâs up to you and your team to double check shifts do not overlap.
Pay Summary Report
The Pay Summary report gives you a clear view of all actual hours worked during a pay period, making it easier to review payroll before exporting.
What does the Pay Summary report show?
The information shown in the Pay Summary report depends on how your staff members have been set up for payroll purposes:
Payroll Company selected: If staff members are employed and paid by one entity, all their hours will be exported from a single venueâs Pay Summary report.
Paid by each company selected: if staff members are employed and paid by multiple entities, their hours are exported separately from the Pay Summary report for each venue they work at.
For staff members where a Payroll Company is selected, all rostered and worked hours across all venues for that staff member will display on the Pay Summary report for the company that is selected as their âPayroll Companyâ.
For example, if you're logged into The Loaded Plate Cafe, the Pay Summary report will include all hours for staff members whose Payroll Company is set to The Loaded Plate Cafe, regardless of which venue their hours were worked at.
For staff members where "Paid by each company" is selected, then their rostered and worked hours at each venue will show on that specific venueâs Pay Summary report.
For example, if a staff member works at both The Loaded Plate Cafe and Bar & Grill:
The Pay Summary report in The Loaded Plate Cafe will only show hours worked at The Loaded Plate Cafe
The Pay Summary report in Bar & Grill will only show hours worked at Bar & Grill
How do I export the report data to payroll?
NZ Payroll systems: Click âExport to Payrollâ and Loaded will automatically generate the CSV file required for your payroll system.
Xero Australia: Clicking âExport to Payrollâ will take you to the Pay Runs page where you can create a draft pay run in Xero and sync wages directly.
FAQs
What should I do if I already have the same staff member set up separately across multiple venues?
For example, Jane Doe works at both Venue A and Venue B and has an existing employee profile at each venue.
If you want Venue A to be Janeâs Payroll Company:
Log into Venue A in Loaded
Open Janeâs employee profile
Add Venue B to her profile using the multi-site setup steps above
Save your changes
Then log into Venue B and deactivate Janeâs duplicate employee profile
This prevents duplicate staff records while keeping all historical data intact.
If I update a staff memberâs roles or venues in one venue, will it update everywhere?
Yes. Once a staff member has been linked across venues under the same profile, updates made in the Job tab will be reflected across all Loaded venues they work at.
Do Leave & Availability requests show in all venues?
Yes. Staff members only need to submit one leave or availability request. The request only needs to be approved by one venue for the request to show as âApprovedâ across all other venues they work at. Approved requests will display on all relevant rosters.
If approving requests via the Approvals page, users can only approve requests if they are logged into the company that is set as the Payroll Company for the staff member.
If 'Paid by each company' is checked, then leave & availability requests will show on the Approvals page for all venues the staff member is linked to and can be approved by any users with Manager and Time permissions.
How does multi-site team work for salaried staff?
Salaried staff can be set up to work at multiple venues. Their pay for the report period and hourly rate will be attributed across venues based on their timeclocks or rostered shifts. If there are no timeclocks or rostered shifts, the total pay will be attributed to the company set as their Payroll Company.
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Can a staff member be set up on a salary in one venue, and hourly rate in another venue?
âNo, currently a staff memberâs Remuneration Type (e.g. Salary or Hourly Rate) must be the same across all venues the staff member works at.
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âCan I edit another venueâs roster while creating my own?
No. You must be logged into the relevant venue to create or edit its roster. Youâll still be able to see shifts from other venues for visibility, but you wonât be able to make changes to them.
If leave is set up to show as a cost on financial reports, which venue does a staff memberâs leave get attributed to if they work across multiple venues?
âThe leave will show as cost on the labour reports for the venue that is the staff memberâs Payroll Company. It will not show as a cost on venues that are not the staff memberâs Payroll Company.
Does the Multi-Site Team feature work in the Team App?
Yes! Your staff will be able to log into their Team App and see all rostered shifts and time sheets for each venue they are part of.
Tips and Tricks
After you click on a staff memberâs name, navigate to the Job tab and click Edit Pay. Click + Add another venue or use the rubbish icon to delete a venue from a staff memberâs record
Multi-site rostering is a visual tool to help see when staff members are rostered at other sites but itâs up to you and your team to double check shifts do not overlap!
We recommend you have the same Leave Types set up in each venue, so when a staff member submits a leave request, the request is displayed correctly on each venues' roster.