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    Basic Info Tab
    • 19 Nov 2024
    • 4 Minutes to read
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    Basic Info Tab

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    • PDF

    Article summary

    Employee records and the Employees page in Smart Ops are being updated throughout Q3 and Q4 of 2024. This article is for the updated version of the employee record Basic Info tab. For the legacy version of the Basic Info tab, please refer to the Legacy Employee Records Basic Info Tab article.

    The updated Employees page is only available when Workforce is enabled or when the updated employee record for Smart Ops is enabled. The updated employee record for Smart Ops is in beta. Contact your CSM to learn more.

    If 'POS' was set as your organization's Employee Master, keep in mind that certain fields will be updated nightly, based on your POS system. Contact your Coach/CSM or R365 Support for more information.


    Identification

    The Identification section contains the employee's name, preferred name, pronoun, and birthdate. When Workforce Payroll is enabled, SSN and EEOC information are also included. 

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    Field

    Description

    1

    First Name

    The first name of the employee. 

    This field is required, and the employee record will not save if this field is blank.

    When a preferred name is entered (#4), it will be displayed as the employee’s first name in Scheduling and in the employee record header.

    2

    Middle Name

    The middle name of the employee.

    3

    Last Name

    The last name of the employee.

    When Workforce Payroll is enabled, this field is required, and the employee record will not save if this field is blank.

    4

    Preferred Name

    The first name that the employee would like to be referred to as.

    When a preferred name is entered, it will be displayed as the employee’s first name in Scheduling and in the employee record header.

    5

    Pronouns

    Employee's preferred pronouns:

    • She/Her/Hers

    • He/Him/His

    • They/Them/Theirs

    • Ze/Zir/Zirs

    • Prefer not to say

    • No Selection

    6

    Gender

    EEOC field for the employee's gender:

    • Male

    • Female

    • Choose not to identify

    • No Selection

    This field only appears when Workforce Payroll is enabled.

    7

    Ethnicity

    EEOC field for the employee's ethnicity:

    • Hispanic or Latino

    • Not Hispanic or Latino

    • Choose not to identify

    • No Selection

    This field only appears when Workforce Payroll is enabled.

    8

    Race

    EEOC field for the employee's race:

    • White

    • Black or African American

    • Asian

    • American Indian or Alaska Native

    • Two or More Races (Not Hispanic or Latino)

    • Choose not to identify

    • No Selection


    This field only appears when Workforce Payroll is enabled.

    9

    Birthday

    The employee's birthday.

    If utilizing one of the following POS systems, this date will be pulled directly from the POS:

    • Aloha

    • Brink

    • Micros 3700

    • Revel

    • Sicom

    • Speedlink

    • Square

    10

    SSN

    The employee's social security number.

    By default, the data for this field is obscured. Click the eye iconto show or hide the text.

    This field only appears when Workforce Payroll is enabled and the employee has been onboarded to Workforce Payroll.

    11

    TIN Verification

    Indicates if the employee's TIN (Tax ID Number) has been verified. 

    This field only appears when Workforce Payroll is enabled and the employee has been onboarded to Workforce Payroll.

    R365 processes TIN verifications weekly. Failed TIN verifications can be viewed and resubmitted on the Unverified TIN Report.


    Contact Info

    The Contact Info section contains information on how the employee can be contacted, as well as the setting for R365 Messaging.  

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    Field

    Description

    1

    Personal Email

    The employee's email address. If an employee is marked as 'Inactive', this field will not be required unless the 'App Access' box is checked.

    The Personal Email field is locked and cannot be edited if the linked user record has access to multi-instance switching.

    2

    Personal Phone

    The employee's personal phone number, which is required for text messaging and R365 Messaging.

    3

    Preferred Contact Method

    This setting will determine how the employee receives notifications from R365, including alerts, announcements, and Manager Log alerts. Contact method options are:

    • Text

    • Email

    • Both Text & Email

    4

    Address

    The employee's address.

    5

    Text Messaging

    When checked, this will enable the employee to receive text message updates for password resets, scheduling announcements, etc.

    6

    R365 Messaging

    When checked, this will allow the employee to utilize R365 Messaging (if enabled on the Location Record).

    If an employee feels uncomfortable participating or if they are banned from messaging due to inappropriate messaging, then uncheck this box to prevent them from accessing and using Employee Messaging on the R365 Mobile App.

    Emergency Contact

    The 'Emergency Contact' section contains information for the employee's emergency contact. 

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    Field

    Description

    1

    First Name and Last Name

    Emergency contact's name.

    2

    Relation

    Emergency contact's relation to the employee:

    • Spouse

    • Parent

    • Friend

    • Child

    • Significant Other

    • Other Relation

    3

    Email

    Email address for the emergency contact.

    4

    Phone Number

    Phone number for the emergency contact.


    Access

    The Access section includes the settings for app access and inactive status. When Workforce Payroll is enabled, the 'Exclude from Payroll' setting is also included.

     

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    Field

    Description

    1

    App Access

    When checked, this will automatically create a user record for this employee and assign them the 'Employee App Access' permission. 

    Learn more about Employee App Access here.

    When Workforce Payroll is enabled, this setting is required before the employee can be onboarded to payroll.

    For employees that also access other portions of R365, their access to the system, including their location access and access to the Manager Log, would then be managed and updated on their user record. Learn more about user setup, security, and location access here

    This setting is disabled when the Inactive setting is on. 

    2

    Inactive

    When checked:

    • The employee record is deactivated for use in scheduling.

    • All future and unpublished shifts are unassigned.

    • The App Access setting is automatically unchecked and employee's access to the R365 Mobile App is suspended. 

    Learn more about making an employee inactive here.

    When Workforce Payroll is enabled, it is recommended to separate or rehire the employee instead of manually changing the 'Inactive' setting.

    3

    Exclude from Payroll

    When checked, the employee will be excluded from payroll and will not be added to traditional pay cycle pay runs.

    When the employee is excluded from payroll, the 'onboard' option will be disabled and the required fields to save the Employee Record will be reduced to only 'First Name' and 'Personal Email'.

    This field only appears when Workforce Payroll is enabled.

    4

    Send Temporary Password

    Click to send the employee either a text message or email (depending on their Preferred Contact Method) with a temporary password.

    This button is only displayed when the App Access checkbox is checked.


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