This article reviews POS Employee Records. POS Employee Records are automatically created for each Employee included in POS data. Here, Users can view the POS ID, Location, and linked Employee Record for the POS Employee.

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During POS import, R365 creates two types records for each Employee in the POS System. These two record types are automatically linked to each other.  

  1.  POS Employee Record
  2.  Employee Record

The POS Employee record is linked to the Employee record by the 'Employee' field. The details beside this field are brought in from the POS and cannot be edited. In place of using the Employee Merge function, the 'Employee' value can be manually updated to point the POS Employee record to a different Employee record.

  • Note: When a manual change is made on the POS Employee record, the system will prompt the User if they want to also delete the Employee record that was previously associated with the POS Employee record.

POS Employee Records are accessible from the POS Employees page in Smart Ops.

First, navigate to Smart Ops. In the left navigation menu, click 'POS Employees' under 'Labor' to open the POS Employees page.

Once the grid loads, click the 'Full Name' of the desired POS Employee Record.

POS Employee Mapping

If any of your Employees work at more than one Location, which is very common, the POS Integration will likely import multiple Employee records for each individual Employee. This is because the Employee exists with different POS IDs on each POS System. When multiple Employee records exist for a single Employee, those records must be merged in order for the Employee to gain user access to R365, be scheduled in the Scheduling module, create Log Entries in the Classic Manager Log module, and use the R365 Mobile App.  

Employee records can be merged using the Employee Merge function. Merging Employee record will correctly merge the Employee record and update the 'Employee' value on the POS Employee record to point to the merged Employee record.

Example Employee / POS Employee 

Katrina Yoder works at Location 100 and Location 200. When the two Locations were integrated with R365, two Employee and two POS Employee records were created for Katrina Yoder:

The duplicate Employee records were identified and the merge function was used. Now only one Employee record exists for Katrina Yoder while two POS Employee records point to the merged Employee record:

The POS IDs from the POS Employee records are listed on the 'Location' tab of Katrina Yoder's Employee record:

And 'Katrina Yoder' is identified on each of the POS Employee records in the 'POS Employees' list: