This article reviews merging Employee Records from the Employees page within Workforce. If Workforce is not enabled, please refer to the Smart Ops Merge Employee Records article.
Article Topics:
Employee Record Merge Overview
Employee Records are merged on the Workforce Employees page using the Bulk Edit menu. After selecting up to 20 Employee Records to merge, the employee merge wizard provides control over how they are merged.
It is common for employees to work at multiple locations, and therefore have multiple/duplicate Employee Records imported from multiple POS systems. These Employee Records must be merged into a single Employee Record for correct employee identification throughout R365.
Important Notes
Once complete, merging Employee Records cannot be undone.
Only one of the selected Employee Records can be onboarded to payroll. If more than one of the selected Employee Records has already been onboarded to payroll, the merge will not be processed. For assistance merging multiple Employee Records that have been onboarded to payroll, please contact R365 Support.
If Employee Record updates are configured for Workflows, Employee Records with pending changes cannot be merged. All pending changes for the merging Employee Records must be approved or denied first. Pending changes can be viewed on the Summary tab of Employee Records.
Impact of Merging Employee Records
Merging Employee Records will have the following impacts to other areas of R365:
Employee Messages - Messages sent to/from any of the merging Employee Records will be attributed to the final merged Employee Record.
Scheduled Shifts - Shifts assigned to any of the merging Employee Records will be updated to the final merged Employee Record.
- Note: If scheduled shifts overlap, only the published shift will be retained.
Default Record
When merging Employee Records, only one will be considered the 'default', and its information is auto-populated as the default values in the employee merge wizard. Any additional values from the other merged Employee Records will be available to select in the employee merge wizard.
Note: The availability settings from the employee with the most restrictive settings are auto-populated as the default availability settings. These will not necessarily be the settings from the selected 'default' record.
Merged Employee Record Data
Since most fields within an Employee Record can only contain one value, only one Employee Record's data will be retained for conflicting fields. Merging employees via the Employees page will allow users to choose which value is retained for fields with conflicts.
| Required Fields | At least one of the selected Employee Records must have data for the Employee Record fields that are required for payroll. These fields are not provided in the POS data, and will not be present in Employee Records created through the POS integration:
Before beginning the merge, ensure that at least one of the selected Employee Records contains data for these fields. |
| Employee Photo | If available, one employee photo from the merging Employee Records will be retained. |
Excluded from Payroll | If all selected Employee Records have been 'Excluded from Payroll', the final merged Employee Record will also be 'Excluded from Payroll'. If one, but not all, of the selected Employee Records have been 'Excluded from Payroll', the final merged Employee Record will not be 'Excluded from Payroll'. Note: The 'Exclude from Payroll' setting is found on the Basic Info tab of Employee Records. |
| Employment Status | Active Status If any of the selected Employee Records are in 'Active' status, the final merged Employee Record will also be in 'Active' status. Leave & Separated Status If all of the selected Employee Records are in the 'Leave' status, the final merged Employee Record will be in the 'Leave' status. If all of the of the selected Employee Records are in the 'Separated' status, the final merged Employee Record will be in the 'Separated' status. If the selected Employee Records have a mix of 'Leave' and 'Separated' statuses, the status from the default Employee Record will be retained. Important Note: The fields associated with 'Separated' status will be retained from the selected default Employee Record, even if these fields contain no data. |
The following is retained from all of the Employee Records in the merge:
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Merging Employee Records
Merging Employee Records on the Employees page is done through the Bulk Edit menu. This allows for the merging of up to 20 Employee Records at the same time.
- Important Note: Only one of the selected Employee Records can be onboarded to payroll. If more than one of the selected Employee Records has already been onboarded to payroll, the merge will not be processed. For assistance merging multiple Employee Records that have been onboarded to payroll, please contact R365 Support.
To merge Employee Records, perform the following steps:
 | Select the desired Employee Records. |  | |
 | Click the Merge icon in the Bulk Edit menu at the bottom of the screen. | ||
 | Select the default Employee Record. Note: If an Employee Record has already been onboarded to payroll, it will be indicated as 'Active'. The employee merge wizard will open pre-populated with the data from the selected default Employee Record. |  | |
The employee merge wizard is organized into sections. The following icons indicate if fields within each section require attention:
The employee merge wizard contains all of the fields for the merging Employee Records where only one selection can be retained. Many of these fields require that the user performing the merge select which value to retain. Any fields where the merging Employee Records do not match will be indicated with a drop-down menu icon Note: Only the provided options can be selected. New information cannot be added at this time. | |||
| User Profile | |||
 | Select the User Profile to keep. The User Profile section contains the selection for the User Record linked to the Employee Record. This selection will determine which User Record is used when the employee logs into the R365 Red App, as well as the Employee Self-Service Portal. Once a selection is made, the email address field within the 'Personal' section of the form will be populated. Only one User Profile can be selected. All active users linked to the merging Employee Records will be listed. The User Records with the most User Roles will be listed first. If one of the merging Employee Records has been onboarded to payroll, this User Record will be automatically selected and cannot be changed. Expanding the User Profile listing will show the following fields:
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| Personal Information | |||
 | Review and complete the Identification subsection. |  | |
 | Review and complete the Contact Info subsection. Personal Email
Address If one of the merging Employee Records has been onboarded to payroll, the 'Address' field will be populated with the data from that Employee Record and cannot be changed. Note: The full address can be viewed by hovering over the field. Other Fields Each other field can be changed if the merging Employee Records have other values. |  | |
 | Review and complete the Emergency Contact Info subsection. |  | |
| Employment Section | |||
 | Review and complete the Employment Info subsection. Hire Date The Hire Date filed will be populated with the hire date from the merging Employee Record that has been onboarded to payroll. If none of the merging Employee Records have been onboarded to payroll, the oldest hire date will be selected. Note: This selection cannot be manually changed. Primary Location The Primary Location field is populated when the Employee's Primary Job is selected in the Job subsection. Note: This selection cannot be manually changed. Legacy IDs By default, both the Legacy Employee ID and Legacy Payroll ID fields are left blank. If any of the merging Employee Records contain values for these fields, they can be manually selected. Other Fields Each other field can be changed if the merging Employee Records have other values. |  | |
 | Review and complete the Jobs subsection. The Jobs subsection is where the employee's primary job is selected. A primary job must be selected before the Employee Records can be merged. Selecting the primary job will set the primary location in the Employment Info subsection. All jobs from the merging Employee Records that are not duplicates will be retained. Clicking on the job listing will display the following information for the job:
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 | Review and complete the Labor Settings subsection. |  | |
Time Section | |||
 | Review and complete the Expected Weekly Hours settings. All legal entities associated with jobs from the merging Employee Records will be listed. Any fields with conflicting values must be updated before the Employee Records can be merged. |  | |
| Schedule | |||
 | Review and complete the Availability settings for the employee. The entire Availability settings group can be changed to the settings from any of the merging Employee Records. The individual settings cannot be manually changed at this time. Note: The availability settings from the employee with the most restrictive settings will be auto-populated. |  | |
| Complete the Merge | |||
 | Click Merge at the top of the wizard. |  | |
- Fields within the section require attention.
- Fields within the section are resolved.
- Fields within the section can be changed, but are not required to be changed.
. Click the field to select which value to retain.