This article reviews the process of adding an Employee to Workforce so that they will be available for Scheduling and Payroll. 

Article Topics:

• Managing Employee Records
  • Creating an Employee Record
  • Merging Employees
  • Employee App Access
• Employee Availability in Scheduling
• Employee Availability in Payroll
• Updating Employees in Bulk

Managing Employee Records

Creating an Employee Record

The first step to ensuring a new Employee is available for Scheduling and/or Payroll within Workforce is to create an Employee Record for them. 

Employee Records can be created in the following ways:

1. Employee Records can be manually created before the Employee starts work as part of the Workforce Onboarding process.
   
   
2. If Hire is enabled, Employee Records can be populated from Hire as part of the hiring process.
   
   
3. When a new Employee is entered into the POS, their information will be polled into R365 at the end of the night with the Daily Sales Summary, automatically creating an Employee Record for them.

Merging Employees

When an Employee begins work and first appears in POS data, an additional Employee Record will be automatically created for that Employee. In order to connect the POS information to the existing Employee Record, this new Employee Record must be merged with the existing Employee Record.

Learn more about Merging Employees within Workforce here.  

R365 Red App

Employees will need access to the R365 Red App for the following features within R365 Payroll and Scheduling:

• Completing Payroll Onboarding
• Viewing Schedules
• Adjusting Scheduling Availability
• Requesting Time Off
• Trading Shifts
• Viewing Historical Paystubs
• Updating Tax Information

Learn more about granting Employee App Access here.

Back to Top

Employee Availability in Scheduling

Only Employees with a Job assigned to them for the Location they will be working at will be available for Scheduling. Employees can only be scheduled for Jobs listed on their Employee Records. Employees will also require App Access to view their schedules, trade shifts, request time off, and update their availability. 

To ensure that a new Employee is available in Scheduling and is able to view their schedule:

		Add/confirm Jobs for all Locations on the 'Employment' tab of their Employee Record
		Schedule the Employee on the Scheduling Calendar
		Grant App Access

• Note: Some Employees who are paid through R365 Payroll do not need to be available for Scheduling. While individual Employees cannot be excluded from the schedule, Jobs can be excluded. Learn more about Excluding Jobs from Scheduling here. 

Back to Top

Employee Availability in Payroll

By default, new Employees are not added to Payroll. Adding an Employee to Payroll will send them an Onboarding Invite to begin the onboarding process, where they will confirm their personal identification information, emergency contact, tax withholdings, direct deposit, and I9. Learn more about adding an Employee to Payroll here.

To ensure that an Employee receives an Onboarding Invite, follow these steps:

		Confirm that all fields required for Payroll are complete on the Employee's Employee Record: Basic Info Tab First Name Last Name Phone Number Email Employment Tab Hire Date Job Assigned FLSA Status Employment Type (Full Time/Part Time) Time Tab Expected Weekly Hours
		Grant App Access
		Add the Employee to Payroll

• Note: Employees that will not be paid through R365 Payroll should be explicitly excluded from Payroll. The 'Exclude from Payroll' setting is found on the 'Basic Info' tab of Employee Records.
  
  

Employee Onboarding Responsibilities

Once the Employee has completed their onboarding, they will be included in Pay Runs. To complete onboarding, the Employee should complete the following through 'My Pay' on the R365 Red App:

Required for Payroll
		SSN/TIN
		Birthday
		Address
		Tax Withholdings
		Direct deposit account information or election to be paid via check
		I9
Optional
		Emergency Contact
		Demographic Information (Gender, Ethnicity, Race)
		Preferred Pronouns
		Electronic Signature for Additional Company-Specific Documents

Back to Top

Updating Employees in Bulk

To update and prepare multiple Employees for Scheduling and/or Payroll in bulk, follow these steps:

		Ensure desired Employees have Employee Records
		Merge Duplicate Employees
		Download the Update Template
		Confirm that the desired fields are complete for each Employee: Scheduling Primary Location Job Payroll Primary Location Job Hire Date Mobile Phone Email Primary FLSA Status Employment Type (Full Time/Part Time)
		Upload Update Template via the Import Tool
		Bulk Add App Access via the Employees page
		Bulk Add to Payroll via the Employees page

Back to Top