This article is part of the Workforce Employees page. If Workforce is not enabled, please refer to the Smart Ops Employee Record.


The Employee Record holds all employee information and communication settings for an employee. All Employee Records can be accessed and managed on the Employees page for Workforce. 


Article Topics:


Important Notes


Creating New Employees


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. If the employee has already been onboarded and exists in Workforce, the existing Employee Record can be merged with the new Employee Record brought in during the nightly poll. Learn more about merging employees here. 

 

To learn more about manually creating a new Employee Record, please refer to the Workforce: Creating a New Employee Record article.


For information about the general process for adding employees, please see the Workforce New Employee Checklist.

 

To learn more about Employee Records created when hiring an employee through the Hire module, please refer to the R365 Hire: Populating Employee Records to Workforce article. 


Employee Master


If 'POS' was set as your organization's employee master, keep in mind that certain fields will be updated nightly with data from your POS system. Contact your Coach/CSM or R365 Support for more information.


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, tax withholdings, and direct deposit. 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:


Header - Fields & Buttons





FieldDescription
PhotoThe employee image that will show in various places in R365, including the Scheduling page. Click to change or upload an employee photo.

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

Employee InformationIncludes:
  • First and Last Name
  • Primary Job
  • Employee ID
  • Primary Location
SaveClick to save changes to the Employee Record.
Actions Dropdown MenuOnboard - Opens the employee onboarding wizard, which guides the user through the required fields to onboard the employee to payroll. 
  • Once the employee is onboarded to payroll, the following tabs will be enabled for that employee's Employee Record:
    • Payroll 
    • Taxes
    • Documents

Separate - Opens the employee separation wizard, where the employee can be separated from one or more payroll companies.

Rehire - Opens the employee rehire wizard, where the employee can be rehired to a selected legal entity and associated payroll company.

Upload FilesClick to view uploaded files or upload additional files to the Employee Record.
HelpClick to open the Help menu, which includes resources that can assist in managing Employee Records.
Full ScreenClick to expand the sidesheet to fullscreen. Clicking the minimize icon that appears in its place will return it back to its original size.

CloseClick to close the sidesheet without saving changes.



Tab Descriptions and Security


Summary Tab 


The Summary tab contains summary information for the employee, organized into the following sections:


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Quick Info
Displays important information for the employee, pulled from the Basic Info and Employment tabs.


Security
Labor Employees Basic Info Identification Information View Identification Information

Onboarding Checklist
Displays the employee's progress through the required onboarding items.

Note: The onboarding checklist is only displayed for employees whose onboarding is in progress.


Security
Labor Employees Basic Info View Onboarding Status

Requests
Displays changes to the Employee Record that require approval.

Note: This section is only displayed when Employee Record change approvals have been set up in Workflows

Security
Labor Employees  
  • Approve Employee Changes
  • Delete Employee Changes



Basic Info Tab 

 

The Basic Info tab contains identification information, contact information, and app access settings, organized into the following sections:

 

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Identification
The employee's name, birthday, EEOC information, and SSN.


Security
Labor → Employees → Basic Info → 
  • Identification Information 
    • View Identification Information
    • Edit Identification Information
  • PII
    • View PII
    • Edit PII

Contact Info
Information on how the employee can be contacted, as well as the setting for R365 Messaging.
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Security
Labor → Employees → Basic Info →
  • Contact Information 
    • View Contact Information
    • Edit Contact Information

Emergency Contact Info
The name, phone number, and email address for the employee's emergency contact.
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Security 
Labor → Employees → Basic Info →
  • Emergency Contact Information 
    • View Emergency Contact Information
    • Edit Emergency Contact Information

Access
Settings for App Access, Inactive Status, and Exclude from Payroll.

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Security
Labor →  Employees →  Can Grant/Remove Employee's Access to R365



Employment Tab

 

The Employment tab contains employment information, job and responsibility information, and labor settings, organized into the following sections:
 

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Employment Info
Employee's hire date, work-provided email address and phone number, primary location, employment type, primary FLSA status, employment status, and payroll ID.


Security
Labor → Employees → Employment → Employment Settings → 
  • View Employment Settings
  • Edit Employment Settings

Jobs
All jobs associated with the employee. For each job, the employee's pay rate can be added. To assist in scheduling, the responsibilities and employee rating can be defined for each job listed.

Jobs with effective end dates can be viewed in the historical job list.

Note: This section will only appear once the Employee Record is saved.

Note: If no jobs are added, the employee will be hidden from the Schedule Calendar.



Security 
Labor → Employees → Employment → 
  • Hourly Job Info
    • View Hourly Job Info
    • Edit Hourly Job Info
  • Hourly Job Rates
    • View Hourly Job Rates
    • Edit Hourly Job Rates
  • Pay Type
    • View Pay Type
    • Edit Pay Type
  • Salary Job Info
    • View Salary Job Info
    • Edit Salary Job Info
  • Salary Pay Rates
    • View Salary Pay Rates
    • Edit Salary Pay Rates

Employment History
Displays hire and separation information per legal entity.


Settings
Includes the following employment-related settings: 
  • Break Waver
  • Exclude Overtime
  • Exclude Labor Hours
  • Exclude Labor $

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Security 
Labor → Employees → Employment → Employment Settings → 
  • View Employment Settings
  • Edit Employment Settings



Payroll Tab 


The Payroll tab contains payroll-related information and configurations organized in the following sections:


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Pay History
Displays summary information for historical paystubs and the employee's 'Paperless Tax Statements' selection.

Paystubs and W2s can be downloaded here.

Security 
Labor → Employees → Payroll → Pay History→ View Pay History

Legal Work Location
Displays the address of the work location used to determine tax forms for all payroll companies that the employee has been onboarded to.

Changing the work location assigned will update the address used to determine tax forms for the employee at the associated payroll company.


Security 
Users with access to other sections of the Payroll tab will have access to view and edit the Legal Work Location section. 
Pay Preferences
Contains the setting for how the employee has chosen to be paid; either by direct deposit or check. If direct deposit is chosen, the direct deposit account information can be viewed and edited here.

Security 
Labor → Employees → Payroll→
  • View Account Number  
  • Pay Preference →
    • View Pay Preference
    • Edit Pay Preference


Deductions
Employee benefits and other withholdings, broken out into post-tax and pre-tax deductions. Deductions are configured per payroll company, and can be edited here.

Security 
Labor → Employees → Payroll → Deductions →
  • View Deductions
  • Edit Deductions


Time Tab

 

The Time tab contains information related to expected and actual time worked by the employee, organized into the following sections:


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Expected Weekly Hours
The hours the employee is expected to work each week.

Note: The Expected Weekly Hours section is only displayed once a job has been associated with the employee.


Security 
Labor → Employees → Time→
  • Expected Weekly Hours
    • View Expected Weekly Hours
    • Edit Expected Weekly Hours


Punches
Shows all labor punches, detailing when this employee has clocked in and out of the POS and at which location(s).
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Security 
Labor → Employees → Time→ View Punches

PTO Policy
Displays the PTO Policy that determines the PTO accrual for the employee. Employee-specific adjustments to the PTO Policy can be applied here.

Important Note: The PTO Policy section is being replaced with the Time Off tab as part of the PTO Accruals feature. When PTO Accruals is enabled, the PTO Policy section is hidden.




 

Schedule Tab

 

The Schedule tab contains the Availability section..

 

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Availability
Displays the employee's weekly scheduling availability. 
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Security 
Labor → Employees → Schedule →
  • View Schedule Availability
  • Edit Schedule Availability

 


Time Off Tab


The Time Off tab contains all of the PTO accrual balances for the employee. 


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Accrual Balances

All accrual rules assigned to the employee are displayed in the Accrual Balances section as summary cards. Clicking on a summary card will open the Accrual Balance Detail sidesheet, where additional details can be viewed and balances can be adjusted. 



Security 
Labor → Employees → Time  Accrual Balances  View Accrual Balances


Taxes Tab 

The Taxes tab displays the employee's tax settings per payroll company. 


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Taxes
The tax settings for each jurisdiction associated with the employee's home address and work location(s) are listed separately.

Learn more about tax setup and jurisdictions here

Security 
Labor → Employees → Taxes→
  • View Taxes
  • Edit Taxes



Notes Tab 

 

The Notes tab contains the Log Entries section.
 

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Log Entries
Displays 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 a log entry is created and tied to an employee who also has access to Employee Records, that log entry will be hidden from their view when reviewing this tab.


Security 
Labor → Employees → Notes→ View Notes


 


Documents 

 

The Documents tab contains the Payroll Documents section. 


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Payroll Documents
Displays all of the payroll documents that have been uploaded for the employee per payroll company.

Note: Documents that the employee is required to sign electronically during onboarding are found on this tab in the 'Signed Documents' folder.

Security 
Labor → Employees → Documents →
  • View Documents
  • Edit Documents



Integrations Tab 

 

The Integrations tab contains the Integration IDs section.


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Integration IDs
Displays all of the locations where this Employee Record has been linked to a POS Employee Record.
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Security 
Labor → Employees → Integrations → View Integrations