This article is part of the Employee List page of the Smart Ops Release. For more information on the layout and features of the Employee Record within Classic Ops, please refer to the Classic Employee Record article. 


The Employee Record holds all Employee information and communication settings for an Employee. Once a new Employee is entered in the POS, an Employee Record will be automatically created for them when the DSS is polled that night. Employee Records can be updated at any time to reflect a promotion or limit Employee access to the system. All Employee Records can be accessed and managed in the Employee List of the Smart Ops Release. 


Onboarding a new Employee? Learn how to enter new Employees into R365 here.


This article reviews the following:


Important Note


Once 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. Therefore, there are only rare circumstances when an Employee Record would be manually created. Consult with your Coach/CSM or R365 Support before manually creating an Employee Record.



Header



1) Photo - The Employee image that will show in various places in R365, including the Scheduling screen. Click to change or upload an Employee photo. 

  • Note: If no image is uploaded, the Employee's initials will be displayed instead 

2) Employee Information - Includes Employee Name, Primary Job, and Primary Location

3) - This will merge the Employee with another existing Employee


4)  - This will save the Employee Record

5) - This will delete the Employee Record

6) Upload Files - Click to view uploaded files or upload additional files to the Employee Record

7) Help - This will open the Help Menu, which includes resources that can assist in managing Employee Records

8) Full Screen- This will expand the sidesheet to fullscreen. Clicking the minimizing icon that appears in its place will return it back to its original size.

9) Close - This will close the sidesheet without saving any changes made.

10) Basic Info Tab - Contains identification information, contact information, and app access settings


11) Employment Tab - Contains employment information, Job and Responsibility information, and Labor settings


12) Time Tab - Contains Punch information


13) Schedule Tab - Contains schedule availability settings


14) Notes - Contains a listing of all Log Entries made in the Logbook associated with the Employee


15) Integrations - Contains a listing of all POS Employee IDs linked to the Employee


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Basic Info Tab


This tab includes three sections: Identification, Contact Info, and Access.

  • Note: If 'POS' was set as your organization's Employee Master, keep in mind that certain fields will be updated nightly, based on your POS system. Contact your Coach/CSM or R365 Support for more information.


Identification


 


1) First Name - The first name of the Employee. 

  • Note: This field is required and the Employee Record will not save if this field is blank. 


2) Middle Name - The middle name of the Employee


3) Last Name - The last name of the Employee


4) Preferred Name - The full name that the Employee would like to be referred to as


5) Birthday - The Employee's birthday. Entering in birthdays will then provide Birthday Indicators on the Manager Log Calendar View. If utilizing one of the following POS Systems, this date will be pulled directly from the POS:

  • Aloha
  • Brink
  • Micros 3700
  • Revel
  • Sicom
  • Speedlink
  • Square
  • Toast

Contact Info




6) Personal Email - The Employee's email address. If an Employee is marked as 'Inactive', this field will not be required unless the 'App Access' box is checked

  • Note: When APS Payroll Single Sign On (SSO) is enabled, this email field is listed as read-only. To edit the field, temporarily uncheck the 'App Access' box, update the email address, recheck the 'App Access' box, then save the record.

7) Personal Phone - The Employee's personal phone number, which is required for text messaging and R365 Messaging

8) Preferred Contact Method - This setting will determine how the Employee receives Notifications from R365, including Alerts, Announcements, and Manager Log Alerts. Contact method options are:

  • Text
  • Email
  • Both Text & Email

9) Address - The Employee's address 


10) Text Messaging - When checked, this will enable the Employee to receive text message updates for Password Resets, Scheduling Announcements, etc.

11) R365 Messaging - When checked, this will allow the Employee to utilize R365 Employee Messaging, if enabled on the Location Record

  • Note: If an Employee feels uncomfortable participating or if they are banned from messaging due to inappropriate messaging, then uncheck this box to prevent them from accessing and using Employee Messaging on the R365 Red App


Access



12) App Access - When checked, this will automatically create a User Record for this Employee and assign them the 'Employee App Access' Security Role. The Employee access to the system, including their Location access and access to the Manager Log, would then be managed and updated on their User Record. Click here to learn more information on User Location and Security Roles. Click here for more information on Employee App Access


13) Inactive - When checked, this will deactivate the Employee Record and suspend access to R365. Click here to learn more about marking an Employee as 'Inactive'

  • Note: When an Employee is marked as 'Inactive', the Personal Email field (#6) will no longer be required, unless the App Access box (#12) is checked


14) Send Temporary Email - Click to send the Employee either a text message or email (depending on their 'Preferred Contact Method') with a temporary password.

  • Note: This button is only displayed when the 'App Access checkbox (#12) is checked. 


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Employment Tab


This tab includes three sections: Employment Info, Jobs, and Settings.


Employment Info



1) Hire Date - The date the Employee was hired. This is for informational purposes only.


2) Work Email - The email used by the Employee for work. This is for informational purposes only. 


3) Work Phone - The phone used by the Employee for work. This is for informational purposes only.

4) Primary Location - The Employee's primary/default Location.

  • Note: The 'Primary Location' is the Location associated with the 'Primary Job' for the Employee. The 'Primary Job' is found on the Job section below. 
  • Note: Receiving an error message when updating this field? Click here to learn how to resolve this error

5) Payroll ID - The Employee's Payroll ID



Jobs


This tab will only appear once the Employee Record is saved. On this tab, Jobs assigned to the Employee can be added for set Locations. In addition to selecting the Job and Location, Users can add the Employee's Pay Rate, as well as their Employee Rating, which will not be visible to the Employee and can assist in Scheduling. 

Click the '+ Add' button to add the Job to this tab.

  • Note: If no Jobs are added, the Employee will be hidden from the Schedule Calendar.



1) + Add Job - Click to assign a new Job to the Employee

2) Search - Filters the listed Jobs for Jobs whose names contain the entered text


3) Filter - Click to filter any of the available columns 

  • To add a new filter - Click '+Add Filter' to add a new filter and enter the filter parameters. 
  • To remove a filter - Click the trashcan icon associated with the filter, or click 'Clear All' to clear all filters.  
  • To apply filters - Click 'Apply' to apply the filters to the Job List. 

     

4) Columns - Click to show or hide the following columns:

  • Job Title - Title of the Job
  • Department - Title of the Scheduling Department associated with the Job
  • Location - Location associated with the Job
  • Pay Rate - Pay Rate for the Employee when working the Job
  • Responsibilities - Responsibilities assigned to the Employee for the Job
  • Rating - Rating associated with the Employee for the Job


5) 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'


6) Edit - Click the pencil icon to edit the Job Details



Job Details



1) Job Title - Title of the Job.

2) Department - Title of the Scheduling Department associated with the Job. 

  • Note: This field is not editable, and adjustments to the Department must be made on the Job Record.

3) Location - Location associated with the Job.

  • Note: This field is not editable. To change the Location either change the Job assigned to the Employee, or the Location associated with the Job.


4) Responsibilities - Job Responsibilities assigned to the Employee for the Job.

  • Job Responsibilities enable Users to further specify the Job that the Employee will be doing. For example, a Job might be listed as 'Cook', but Job Responsibilities will further detail the Job, such as 'Fryer' or 'Grill'. Job Responsibilities assist in Scheduling.


5) Rating - Rating associated with the Employee for the Job


6) Pay Rate - Pay Rate for the Employee when working this Job


7) Primary - Indicates if the Job is the Employee's Primary Job. 

  • Note: Only one Job can be tagged as 'Primary'


Settings



1) Break Waiver - When checked, this is used to help track and pay for Break and Split Shift Violations

2) Exclude Overtime - When checked, this will ensure that the Employee does not receive any Overtime pay on their time card for any hours worked beyond the timeframe set for OT Rule Group(s). If not set, this will default OT to over 40 hours 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 or Labor $ on the Employee's time card. This helps to not skew Labor calculations for Scheduling and Forecasting, and works in conjunction with set Overtime Rule Groups


4) Exclude Labor $ - When checked, this will display the total Labor Hours for the Employee but 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 set Overtime Rule Groups


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Time Tab


The Time tab shows all the detailed Labor Punches (when this Employee has clocked in and out of the POS and at which Location(s)).


Punches



1) Search - Filters the list for Punch Records that contain the entered search term in any column.


2) Filter - Click to filter any of the available columns 

  • To add a new filter - Click '+Add Filter' to add a new filter and enter the filter parameters. 
  • To remove a filter - Click the trashcan icon associated with the filter, or click 'Clear All' to clear all filters.  
  • To apply filters - Click 'Apply' to apply the filters to the Punch List.

3) Columns - Click to show or hide the following columns:

  • Job Title - Title of the Job associated with the Punch
  • Location Name - Name of the Location associated with the Punch
  • Start Time - Start Time and Date of the Punch
  • End Time - End Time and Date of the Punch
  • Hours - Total Hours for the Punch


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Schedule Tab


The Schedule tab lists the Employee's weekly availability. This information is then used in the Scheduling module as a visual flag to assist the scheduler in assigning shifts.



1) Available All Day - Toggle this to mark the Employee as available at any point during the day

2) Unavailable All Day - Toggle this to mark the Employee as unavailable for a given day

3) Partial Availability - Move the sliders to set the time range that the Employee is available to work 


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Notes Tab


The Notes tab lists all Log Entries where the Employee was tagged. Employee Notes can be for a variety of reasons, such as 'No Show', 'Late for Shift', 'Exceptional Service', and more. Learn more about adding Employee Notes here

  • Note: When the New Manager Log is enabled and a Log Entry is created and tied to an Employee who is also a Manager, that Log Entry will be hidden from their view when reviewing this tab.



1) Search - Filters the list for Log Entries that contain the entered search term in any column.


2) Filter - Click to filter any of the available columns 

  • To add a new filter - Click '+Add Filter' to add a new filter and enter the filter parameters. 
  • To remove a filter - Click the trashcan icon associated with the filter, or click 'Clear All' to clear all filters.  
  • To apply filters - Click 'Apply' to apply the filters to the Notes List.

3) Columns - Click to show or hide the following columns:

  • Date - Date of the Log Entry with the Employee Comment
  • Created By - The User who created the Log Entry
  • Location - Location associated with the Log Entry
  • Comment - Text of the Log Entry



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Integrations Tab


The Integrations tab displays all the Locations where this Employee Record has been linked to a POS Employee    .



1) Location - Drop-down list of of Locations

2) + Add - Click to add the selected Location (#1) to the Integration ID list.


3) Search - Filters the list for Integrations that contain the entered search term in any column.


4) Filter - Click to filter any of the available columns 

  • To add a new filter - Click '+Add Filter' to add a new filter and enter the filter parameters. 
  • To remove a filter - Click the trashcan icon associated with the filter, or click 'Clear All' to clear all filters.  
  • To apply filters - Click 'Apply' to apply the filters to the Integrations List.

5) Columns - Click to show or hide the following columns:

  • External System - The POS system for the Integration ID
  • Location - Location associated with the POS Integration ID
  • External ID - The POS Integration ID
  • Linked Record


6) External System Details - Details for the POS Integration associated with the Employee


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Creating an Employee Record


Once 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. Therefore, there are only rare circumstances when an Employee Record would be manually created. Consult with your Coach/CSM or R365 Support before manually creating an Employee Record.


To manually create an Employee Record, click the '+ Create' button in the top-right corner of the Employees List page



A 'New Employee Record' sidesheet will then open with multiple tabs that should be filled out with new Employee information.



The header of the New Employee Record form includes the following action items:

  • - This will open a new form to create another Employee Record when this Employee Record is saved.
  •  - This will save the Employee Record
  •  - This will enable the User to upload files to the Employee Record
  •  - This will open the Help Menu
  •   - This will expand the sidesheet to fullscreen; clicking the minimizing icon that appears in its place will return it back to its original size
  •  - This will close the sidesheet without saving any changes made


Note: When initially creating an Employee Record, the 'Jobs' section of the 'Employment Info' tab will not be present. Upon saving, return and update the 'Jobs' section.



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