This article is an overview of employees within Workforce.
Article Topics
- Introduction
- Employees Page and Employee Records
- General Employee Record Management
- Employee Record Management for Payroll
- Adding Employee Records
- Merging Employee Records
Introduction
In order for employees to be paid through Workforce payroll, assigned to shifts on the Scheduling Calendar, and have access to the R365 Mobile App, they must have an Employee Record in R365. Employee Records can be viewed and edited on the Employees page.
Employee Records are automatically created for each employee in polled POS data. POS integration information for an employee can be viewed on the Integrations tab of Employee Records.
The jobs and locations associated with an employee will determine which locations and shifts that employee can be scheduled for. Job information for an employee can be viewed and edited on the Employment tab of Employee Records.
It is common for employees to work at multiple locations, and therefore have multiple/duplicate Employee Records imported from multiple POS systems. These records must be merged into a single master record for correct employee identification throughout R365. Learn more about merging Employee Records here.
By default, new employees are not added to payroll. Onboarding an employee to payroll will send them an email and/or SMS message to begin the onboarding process. This manual process ensures that payroll onboarding emails are not sent to employees who are not ready to start the onboarding process or to fictitious 'employees' created in the POS (shared drawers, IT logins, etc.) that were polled into R365 at the end of the night with the Daily Sales Summary.
Employees Page and Employee Records
Employees Page
The Employees page is where all active and inactive employees are listed. Here, users can review employee details, add new employees, grant employees app access, change employee active status, and onboard employees to payroll. The Employee Record for each employee can be opened in a sidesheet on this page.
Employee Record Sidesheet
The Employee Record sidesheet contains details for the employee. Here, users can review and edit an employee's details.
Learn more:
General Employee Record Management
POS Integrations
During POS import, R365 creates a POS Employee Record for each employee in the POS System. The POS Employee Record is linked to the Employee Record on the Integrations tab of the employee's Employee Record. The employee will be associated with each location listed on the Integrations tab.
When an employee works at multiple locations, a POS Employee Record and corresponding Employee Record will be created for each location. The Employee Records in R365 are then merged to associate both POS Employee Records with a single Employee Record.
Employee Master
The 'Employee Master' setting on the Miscellaneous tab of System Preferences determines if changes made to employee details in the POS should be applied to Employee Records in R365. To ensure that changes that could impact payroll are not made inadvertently, this setting should be set to 'R365'.
When set to R365, all employee information will be controlled through R365. New employees will be pulled over from the POS, but once they are created, no updates will be made to Employee Records.
Jobs
In order to be scheduled or onboarded to payroll, an employee must have one or more jobs listed on their Employee Record. Only jobs that have a Job Record in R365 can be assigned to employees. Each job is associated with a specific location. Typically, Job Records are created via the POS integration. They can also be manually created.
A Job Record contains all of the details for a single job in R365. Jobs are used in conjunction with the POS integration to track employee punches and calculate earnings. Each Job Record is assigned to a GL account for labor cost assignment.
Employee Record Management for Payroll
App Access and My Pay
When an employee is granted app access, they will be able to access their schedule in the R365 Mobile App. Within the scheduling portion of the R365 Mobile App, they will be able to view shifts, request time off, request availability changes, and trade shifts. If R365 Messaging is enabled, the employee will be able to message other employees and their managers.
When an employee in onboarded to payroll, they will be granted access to the My Pay section of the R365 Mobile App. Within My Pay, they will be able to update their personal information, emergency contact details, and tax forms, as well as view and download paystubs and W2s.
App access is required to access My Pay.
Onboarding Employees to Payroll
By default, new employees are not onboarded to payroll. Onboarding an employee to payroll will send them an invite to begin the onboarding process, where they will confirm their personal identification information, emergency contact details, tax withholdings, and direct deposit information.
Once onboarding is completed for a payroll company, the employee will be automatically included in that payroll company's pay cycle pay runs. Learn more about onboarding an employee to payroll here.
When an employee is onboarded to payroll, the following tabs will be enabled for that employee's Employee Record:
Important Note: When merging employees, only one of the employees in the merge can be onboarded to payroll. It is recommended to always merge duplicate employees prior to initiating the onboarding process.
Separating and Rehiring Employees
When an employee is onboarded to payroll, they are associated with the payroll company for their work location. If an employee is onboarded to multiple payroll companies, they can be separated from one or all of them at the same time. Learn more about employee separations here.
When an employee is separated from a payroll company, they will no longer be included in traditional pay runs for that payroll company, and cannot receive one-time payments from that payroll company.
After being separated, employees can be reactivated for a payroll company through the rehire process.
Hourly and Salary Employees
Employee earnings for hourly employees are brought into Workforce from the POS via Smart Ops. Within the DSS labor review, employee-specific earnings can be viewed. Only employees with an Employee Record linked to a POS Employee Record are included in DSS data.
Within Workforce, any employee who has a job with the pay type of 'Salary' will have wages associated with that job automatically included in pay runs. Learn more about salaried employees here.
PTO Accruals
The PTO Accruals feature allows users to manage employee paid time off through R365. When an employee’s time off request is approved, paid time off earnings for that employee will be added to the associated DSS. These earnings can then be exported for payroll purposes. If Workforce is enabled, time off earnings in the DSS will be sent to Workforce when hourly labor is sent from the Labor Dashboard.
Exclude from Payroll and Exclude from Payroll Export
There are two settings on Employee Records related to excluding the employee from portions of payroll:
| Exclude From Payroll | The 'Exclude From Payroll' setting is found on the Basic Info tab of Employee Records.
This setting will exclude the employee from pay runs.
Typically, this setting is used for fictitious 'employees' brought in with POS data. Fictitious 'employees' may include shared drawers or an 'employee' created for third-party delivery apps.
If an employee is not going to be onboarded to payroll, they should be 'Excluded from Payroll'.
Learn more about adding and excluding employees from payroll here. |
Exclude From Payroll Export | The 'Exclude From Payroll Export' setting is found on the Employment tab of Employee Records.
This setting 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.
Learn more about salaried employee setup here. |
Adding Employee Records
New Employee Records can be created in the following ways:
Manually
Clicking the '+Create' button on the Employees page will open a blank Employee Record sidesheet where the employee's information can be entered. This option should be used to create Employee Records during the onboarding process, before the employee starts work. Learn more about manually creating Employee Records here.
Automatically from the Hire Module
If the Hire module is enabled, the Employee Record will be automatically created when the employee is hired. Learn more about Employee Records created from the Hire module here.
Automatically from the POS
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, and an Employee Record is automatically created for them.
Note: If an Employee Record has already been created as part of onboarding the employee, the automatically-created Employee Record will need to be merged with the existing Employee Record. This will connect the POS information for the employee to the existing Employee Record.
For information about the general process for adding employees, please see the Workforce New Employee Checklist.
Merging Employee Records
When an employee has multiple Employee Records, they must be merged into a single record. This ensures that all data associated with the employee is connected to a single record and the employee will have only one login for the R365 Mobile App.
Important Note: When merging employees, only one of the employees in the merge can be onboarded to payroll. It is recommended to always merge duplicate employees prior to initiating the onboarding process.
Learn more about merging employees within Workforce here.
Why an Employee Might Have Multiple Employee Records
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, and an Employee Record is automatically created for them. When an employee works at multiple locations, they will have multiple Employee Records created from each POS.
Often, before an employee begins work, an Employee Record is manually created for them in R365 as part of their Workforce onboarding process. When that employee begins work and first appears in POS data, an additional Employee Record will be automatically created for that employee.