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. 


The Workforce Employee Record sidesheet consists of a header and the following tabs:

Security


The Permissions listed here are associated with Employee Records within Workforce. These Permissions can be added to Custom User Roles or single Users. Learn more about managing Permissions and Custom User Roles here.

 

Workforce Employee Record Permissions are found in the Permission Tree as follows:

  • Labor
    • Employees
      • View Employees
      • Edit Employees
      • Can Grant/Remove Employee's Access to R365
      • Create Employees
      • Merge Employees
      • Approve Employee Changes
      • Delete Employee Changes
      • Delete Employees
      • Basic Info
        • View Onboarding Status
        • Contact Information
          • View Contact Information
          • Edit Contact Information
        • Emergency Contact Information
          • View Emergency Contact Information
          • Edit Emergency Contact Information
        • Identification Information
          • View Identification Information
          • Edit Identification Information
        • PII
          • View PII
          • Edit PII
        • Documents
          • View Documents
          • Edit Documents
        • Employment
          • Employment Settings
            • View Employment Settings
            • Edit Employment Settings
          • Hourly Job Info
            • View Hourly Job Info
            • Edit Hourly Job Info
          • Hourly Pay Rates
            • View Hourly Pay Rates
            • Edit Hourly Pay 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
        • Integrations
          • View Integrations
        • Notes
          • View Notes
        • Payroll
          • Print Paystubs
          • Print Paychecks
          • Add to Payroll
          • Deductions
            • View Deductions
            • Edit Deductions
          • Exclude from Payroll
            • View Exclude from Payroll
            • Edit Exclude from Payroll
          • Pay History
            • View Pay History
          • Pay Preference
            • View Pay Preference
            • Edit Pay Preference
        • Schedule
          • View Schedule Availability
          • Edit Schedule Availability
        • Taxes
          • View Taxes
          • Edit Taxes
        • Time
          • View Punches
          • Expected Weekly Hours
            • View Expected Weekly Hours
            • Edit Expected Weekly Hours

 

The Permission Access report can be used to determine which User Roles or Users already have these Permissions assigned.

 

Learn more about User Setup and Security here.

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, based on your POS system. Contact your Coach/CSM or R365 Support for more information.


Onboarding Employees to Payroll


By default, new Employees are not added to Payroll. Adding 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, direct deposit, and I9. Learn more about adding an Employee to Payroll here.


When an Employee is Onboarded to Payroll, the following tabs will be enabled for the Employee's Employee Record:

  • Payroll
  • Taxes
  • Documents

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, Employee ID, and Primary Location


3)  - This will save the Employee Record


4) Actions - Drop-down menu of Action options, including:

  • Add to Payroll - Adds the Employee to Payroll and sends an invite to create their account
  • Delete - This will delete the Employee Record


Best Practice

It is highly recommended to never delete an Employee Record, but rather to mark them as 'Inactive', so that the Employee Record is retained in R365 while restricting their access to the system. This will ensure that the data still exists for historical reporting and will also save time if the Employee is ever re-hired.


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

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

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

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


Summary Tab 

 

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

  • Quick Info - Displays important information for the Employee, pulled from the Basic Info and Employment tabs



  • Onboarding Checklist - Displays the Employee's progress through the required onboarding items


Basic Info Tab 

 

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

 

  • Identification - The Employee's name, birthday, EEOC information, and SSN


  • Contact Info - Information on how the Employee can be contacted, as well as the setting for R365 Messaging.

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  • Emergency Contact Info - The name, phone, and email for the Employee's emergency contact.

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  • Access - Settings for App Access, Inactive Status, and Exclude from Payroll

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Employment Tab 

 

The Employment tab contains employment information, Job and Responsibility information, and Labor settings, organized into the following sections:
 

  • Employment Info - Employee's hire date, work-provided email and phone, Primary Location, employment type, primary FLSA status, employment status, and Payroll ID



  • 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.
    • 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.



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

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Payroll Tab 


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

  • Pay History - Displays summary information for historical Paystubs and provides links to download Paystubs and W2s



  • Pay Preference - 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.


  • Deductions - Employee benefits and other withholdings, broken out by post-tax and pre-tax deductions. Deductions are configured per Legal Entity, and can be edited here.



Time Tab

 

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

  • Expected Weekly Hours- The hours the Employee is expected to work each week. 
    • Note: Expected Weekly Hours are used to determine Pay-On-Demand payments, as well as PTO accruals.
    • Note: The Expected Weekly Hours section is only displayed once a Job has been associated with the Employee


  • Punches - Shows all the detailed Labor Punches (when this Employee has clocked in and out of the POS and at which Location(s)).

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  • 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.

     

 

Schedule Tab

 

The Schedule tab contains the Availability section, listing 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.

 

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Taxes 

The Taxes tab shows the Employee's Tax settings.

  • Note: All Employees are required to complete a Federal W2. The tax forms for city and state taxes are based on the Employee's Primary Location.


Notes Tab 

 

The Notes tab contains the Log Entries section, listing 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.

     

Documents 

 

The Documents tab contains all of the Documents that have been uploaded for the Employee. 

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




Integrations Tab 

 

The Integrations tab contains the Integration IDs section, displaying all of the Locations where this Employee Record has been linked to a POS Employee.

 

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