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    Employment Tab
    • 01 Oct 2024
    • 12 Minutes to read
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    Employment Tab

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    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 Employment tab of employee records. For the legacy version of the Employment tab, please refer to the Legacy Employment Tab article.

    The updated employee record 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.

    The Employment tab contains employment information, job and responsibility information, and labor settings.


    Employment Info Section

    The 'Employment Info' section contains the employee's hire date, work-provided email address and phone number, primary location, employment type, primary FLSA status, employment status, and payroll ID. 

    Field

    Description

    1

    Employee ID

    System-generated employee ID.

    2

    Hire Date

    The date the employee was hired.

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

    When Workforce Payroll is enabled, the date in this field is also used for historical earnings imports. Earnings will not be importable for dates prior to the employee's hire date.

    3

    Employment Type

    Full-time or part-time status of the employee.

    This field is required when Workforce Payroll is enabled, and defaults to 'Part-time'.

     

    4

    Primary FLSA Status

    Hourly or salary status of the employee.

    This field is required when Workforce Payroll is enabled, and defaults to 'Nonexempt'.

    5

    Work Email

    The email used by the employee for work. This is for informational purposes only.

    6

    Work Phone

    The phone used by the employee for work. This is for informational purposes only.

    7

    Primary Location

    The Employee's primary/default location.

    This field is required, and the Employee Record will not save if this field is blank.

    The 'Primary Location' is the location associated with the 'Primary Job' for the employee. The 'Primary Job' is found on the 'Job' section below.

    8

    Legacy Employee ID

    The employee's employee ID used in past payroll systems.

    9

    Payroll ID / Legacy Payroll ID

    The employee's payroll ID used in third-party payroll systems.

    This field is only displayed for users with the following permission:

    • Labor → Employees → Employment → Payroll ID → View Payroll ID

    When Workforce Payroll is enabled, this field is labeled 'Legacy Payroll ID'.

    10

    Status

    The employment status of the employee:

    Active - The employee is actively employed.

    Separated - When Workforce Payroll is enabled, this status indicates that the employee has been separated from all payroll companies.

    The default filter on the Employees page excludes employee records with the 'Separated' employment status.

    The Separated status does not impact the employee's app access.

    The Separated status in not connected to the Inactive setting on the Basic info tab. Learn more about making an employee record inactive here.

    When Workforce Payroll is enabled, selecting Separated will open the Employee Separation wizard, where the employee can be separated from one or more payroll companies.


    Leave - The employee is on a leave of absence.

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

    11

    Onboarding Manager

    Employee assigned to manage the employee's onboarding. Learn more about onboarding an employee to Workforce Payroll here.

    This field is only displayed when Workforce Payroll is enabled.

    12

    Corporate Officer

    Marks the employee as a corporate officer (such as CEO, CFO, VP, etc.). To mark the employee as exempt from applicable taxes, contact R365 Support.  

    This field is only displayed when Workforce Payroll is enabled.

    13

    Exclude from Payroll Export

    When checked, indicates that the employee will not be included when hourly earnings are exported from Smart Ops. This option is typically used for salaried employees who have punch data in the POS that is not used for payroll purposes.

    This field is only displayed when Workforce Payroll is enabled.


    Jobs Section

    The Jobs section lists all jobs associated with the employee. For each job, the employee's pay rate can be added. To assist in scheduling, the responsibilities and employee rating can be defined for each job listed. Learn about adding and editing jobs here.

    When manually creating a new employee record, this section will only appear once the employee record is saved.

    If no jobs are added, the employee will be hidden from the Schedule Calendar, and cannot be onboarded to Workforce Payroll.

    If Workforce Payroll is enabled, after adding a job for a new legal entity, it is recommended to update the Expected Weekly Hours section of the Time tab.

    Active Jobs List 

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    Field

    Description

    1

    + Add Job

    Opens a blank Job Details form to assign a new job to the employee. Learn more about adding jobs here.

    If Workforce Payroll is enabled, this button is not displayed when the employment status is 'Separated'.

    2

    Job History Button

    Opens the Job History List for jobs with effective end dates that have passed.

    This button is only available when Workforce Payroll is enabled.

    3

    Search

    Filters the listed jobs for jobs whose names contain the entered text.

    4

    Filter

    Filters any of the available columns.

    5

    Columns

    Show or hides specific columns.

    6

    Job

    Details for the job assigned to the employee. Click to edit job details.

    Note: The blue dot  indicates that the job is the employee's 'Primary Job'.

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    7

    Pencil Icon (Edit) 

    Opens the job details. Learn about editing job details here.

    8

    Trashcan Icon (Remove) 

    Removes the job from the employee's employee record.

    When Workforce Payroll is enabled:

    • Hourly jobs will be removed from the Active Job List and placed in the Job History List with an effective end date of 'Today'

    • Salary jobs can only be removed when the effective start date is in the future or when the employee has not yet received any payroll payments. Removed salary jobs do not appear in the Job History List.

    • The employee's primary job cannot be removed.

    Active Jobs List Columns

    Column

    Description

    Location

    Location associated with the job.

    Job Title

    Name of the job.

    Department

    Scheduling department associated with the job.

    Pay Rate

    Hourly rate of pay.

    Responsibilities

    Job responsibilities for the employee associated with that job.

    Rating

    Job rating for the employee associated with that job.

    Reports To

    The employee assigned as this employee's manager.

    Workforce Payroll Active Jobs List Columns

    The following columns are only available when Workforce Payroll is enabled:

    Column

    Description

    Payroll Status

    Employee's status for the listed payroll company.

    Payroll Company

    Payroll company that the employee has been onboarded to.

    Legal Entity

    Legal entity associated with the location for the job.

    Pay Type

    Hourly or salary.

    Annual Salary

    Annual salary for jobs with a 'Salary' pay type.

    Effective Start Date

    First active date for the job for the employee. 

    Effective End Date

    Last active date for the job for the employee. 

    Rating

    Job rating for the employee associated with that job.

    Workers' Comp Code

    The Worker's Compensation Class Code associated with the job.

    Job Details

    Standard Job Details

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    Field

    Description

    1

    Job

    The title of the job.

    2

    Location

    Location associated with the job.

    This field is not editable. To change the location, either change the job assigned to the employee or the location associated with the job on its job record.

    3

    Department

    Title of the scheduling department associated with the job.

    This field is not editable, and adjustments to the scheduling department must be made on the job record.

    4

    Responsibilities

    Job responsibilities assigned to the employee for the job.

    Job responsibilities enable users to further specify the duties for the job. For example, a job might be listed as 'Cook', but job responsibilities will further detail the job, such as 'Fryer' or 'Grill'. Job responsibilities can be used to restrict jobs in Scheduling.

    5

    Pay Rate

    Hourly pay rate for the employee when working this job.

    When Workforce Payroll is enabled, this field is disabled for jobs with the pay type 'Salary'.

    6

    Reports To

    The employee assigned as this employee's manager.

    Only employees with R365 employee records can be assigned. The drop-down field will display their name and employee ID.
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    Employees cannot be assigned as reporting to themselves.

    7

    Rating

    Rating associated with the employee for the job.

    8

    Primary

    Indicates if the job is the employee's 'Primary' job.

    Only one job can be tagged as 'Primary'.

    If the employee only has one job, 'Primary' cannot be unchecked.

    Workforce Job Details

    When Workforce Payroll is enabled, job details contain additional fields:

    Field

    Description

    1

    Payroll Status Indicator

    The payroll status of the employee for the displayed payroll company.

    Payroll status is not displayed when adding a job.

    2

    Payroll Company

    Payroll company associated with the legal entity.

    This field is not displayed when adding a job.

    This field is blank when the legal entity is not associated with a payroll company.

    3

    Legal Entity

    Legal entity associated with the location.

    This field is not displayed when adding a job.

    4

    Job Title

    Title of the job from the associated Job record.

    This field cannot be edited if the employee has received any payroll payments associated with this job.

    5

    Pay Type

    'Hourly' or 'Salary' pay type. If 'Hourly' is selected, the 'Pay Rate' field will be enabled. If 'Salary' is selected, the 'Annual Salary' field will be enabled. 

    The pay type is only editable when adding the job.

    An employee can only have one active job with the pay type of 'Salary'. Learn more about salary effective dates below.

    6

    Annual Salary

    Annual salary for the employee associated with this job. Salary payments will be added to pay runs for this employee regardless of punch activity for this or other jobs.

    This field is only displayed for jobs with the pay type 'Hourly'.

    7

    Job Effective Start Date

    Date the job will be active and used for Payroll and Scheduling. Learn more about salary effective dates here.

    This field is only displayed for jobs with the pay type 'Salary'.

    8

    Job Effective End Date

    Date the job will be inactive and no longer used for Payroll and Scheduling. Learn more about salary effective dates here.

    This field is only displayed for jobs with the pay type 'Salary'.

    9

    Worker Comp Code

    The Workers' Compensation Class associated with the job.

    Job History List

    The Job History List shows all jobs that have been assigned to the employee and that have an effective end date in the past. These jobs will not be used for scheduling or payroll. Historical jobs cannot be edited. 

    The Job History list is only available when Workforce Payroll is enabled.

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    Job History Columns:

    Column

    Description

    Job Title

    Name of the job.

    Department

    Scheduling department associated with the job.

    Location

    Location associated with the job.

    Pay Type

    Hourly or salary.

    Pay Rate

    Hourly rate of pay.

    Annual Salary

    Annual salary for jobs with a 'Salary' pay type.

    Effective Start Date

    First active date for the job for the employee. 

    Effective End Date

    Last active date for the job for the employee. 

    Responsibilities

    Job responsibilities for the employee associated with that job.

    Rating

    Job rating for the employee associated with that job.

    Reports To

    The employee assigned as this employee's manager.

    Workers' Comp Code

    The Worker's Compensation Class Code associated with the job.

    Job History Navigation

    The Job History List is accessible by clicking on the 'History'  icon in the top-right corner of the Jobs section.

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    Employment History Section

    The Employment History section displays the employee's hire, separation, and rehire information for a selected legal entity. Learn more about employee separations here

    The Employment History section is only available when Workforce Payroll is enabled.


    Field

    Description

    1

    Legal Entity Selector

    Drop-down menu to select the legal entity that separation information is displayed for.

    2

    Payroll Company

    Payroll company associated with the selected legal entity. 

    3

    Locations

    All locations associated with both the employee and the selected legal entity.

    4

    Status

    Employee's employment status for the displayed payroll company on the associated date (#5).

    Hired - Employee was originally hired to the payroll company.

    Separated - Employee was separated from the payroll company.

    Rehired - Employee was rehired to the payroll company.

    5

    Date

    Date the employee's payroll status was changed to the associated status (#4).

    6

    Type

    Separation type. 

    7

    Date of Notice

    Date employee gave notice for separation.

    8

    Eligible for Rehire

    Indicates if the employee is eligible for rehire.

    9

    Notes

    User-entered notes regarding the separation. 

    10

     (Edit)

    Click to edit the separation details

    11

    (Delete)

    Click to delete the row. This option is only displayed for rows with a 'Separated' or 'Rehire' status and where the date is today or a future date. Deleting the row will abort the employee's pending employment status change. Only the row with the date furthest in the future can be deleted.


    Settings Section

    The 'Settings' section includes the following employment-related settings:
     

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    Field

    Description

    1

    Break Waiver

    When checked, this is used as part of break penalty rules.

    2

    Exclude Overtime

    When checked, this will ensure that the employee does not receive any overtime pay on their timecard for any hours worked beyond the timeframe set for the OT Rule Group(s). If not set, this will default OT to over 40 hours in a week. This helps to not skew labor calculations for scheduling and forecasting, and works in conjunction with Overtime Rule Groups.

    3

    Exclude Labor Hours

    When checked, this will exclude labor hours on the employee's timecard. This helps to not skew labor calculations for scheduling and forecasting, and works in conjunction with Overtime Rule Groups.

    When this checkbox is checked, the hours associated with the employee will be omitted from the actual labor hours in reporting and the operations dashboard. This means, their labor hours will be discounted from reports that include actual labor hours.

    4

    Exclude Labor $

    When checked, the employee's labor $ will not impact the total labor $ for their corresponding location(s). This helps to not skew labor calculations for scheduling and forecasting, and works in conjunction with Overtime Rule Groups.

    When this checkbox is checked, the labor dollars associated with the employee will be omitted from the actual labor dollars in all reports and the operations dashboard that include this value.


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