Employee Record Employment Tab : Support Center

Employee records and the Employees page in Smart Ops are being updated throughout Q3 and Q4 of 2024. This article is for the updated version of the Employment tab of employee records. For the legacy version of the Employment tab, please refer to the Legacy Employment Tab article.

Note: The updated employee record is only available when Workforce is enabled or when the updated employee record for Smart Ops is enabled. The updated employee record for Smart Ops is in beta. Contact your CSM to learn more.

The Employment tab contains employment information, job and responsibility information, and labor settings.

Article Topics

Employment Info Section
Jobs Section
- Active Jobs List
- Job History List
Employment History Section
Settings Section

Employment Info Section

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

	Field	Description
	Employee ID	System-generated employee ID.
	Hire Date	The date the employee was hired. Note: This field is required when Workforce Payroll is enabled, and the employee record will not save if this field is blank. Important Note: When Workforce Payroll is enabled, the date in this field is also used for historical earnings imports. Earnings will not be importable for dates prior to the employee's hire date.
	Employment Type	Full-time or part-time status of the employee. Note: This field is required when Workforce Payroll is enabled, and defaults to 'Part-time'.
	Primary FLSA Status	Hourly or salary status of the employee. Note: This field is required when Workforce Payroll is enabled, and defaults to 'Nonexempt'.
	Work Email	The email used by the employee for work. This is for informational purposes only.
	Work Phone	The phone used by the employee for work. This is for informational purposes only.
	Primary Location	The Employee's primary/default location. Note: This field is required, and the Employee Record will not save if this field is blank. 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.
	Legacy Employee ID	The employee's employee ID used in past payroll systems.
	Payroll ID / Legacy Payroll ID	The employee's payroll ID used in third-party payroll systems. *Note:* When Workforce Payroll is enabled, this field is labeled 'Legacy Payroll ID'.
	Status	The employment status of the employee: Active - The employee is actively employed. Separated - When Workforce Payroll is enabled, this status indicates that the employee has been separated from all payroll companies. *Note:* The default filter on the Employees page excludes employee records with the 'Separated' employment status. *Note:* The Separated status does not impact the employee's app access. *Note:* The Separated status in not connected to the Inactive setting on the Basic info tab. Learn more about making an employee record inactive here. *Note:* When Workforce Payroll is enabled, selecting Separated will open the Employee Separation wizard, where the employee can be separated from one or more payroll companies. Leave - The employee is on a leave of absence. *Note*: This field is required, and the employee record will not save if this field is blank.
	Onboarding Manager	Employee assigned to manage the employee's onboarding. Learn more about onboarding an employee to Workforce Payroll here. *Note:* This field is only displayed when Workforce Payroll is enabled.
	Exclude from Payroll Export	When checked, 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. *Note:* This field is only displayed when Workforce Payroll is enabled.

Jobs Section

The Jobs section lists 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. Learn about adding and editing jobs here.

Note: When manually creating a new employee record, 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, and cannot be onboarded to Workforce Payroll.
Note: If Workforce Payroll is enabled, after adding a job for a new legal entity, it is recommended to update the Expected Weekly Hours section of the Time tab.

Active Jobs List

	Field	Description
	+ Add Job	Opens a blank Job Details form to assign a new job to the employee. Learn more about adding jobs here. *Note:* If Workforce Payroll is enabled, this button is not displayed when the employment status is 'Separated'.
	Job History Button	Opens the Job History List for jobs with effective end dates that have passed. *Note:* This button is only available when Workforce Payroll is enabled.
	Search	Filters the listed jobs for jobs whose names contain the entered text.
	Filter	Filters any of the available columns.
	Columns	Show or hides specific columns.
	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'.
	Pencil Icon (Edit)	Opens the job details. Learn about editing job details here.
	Trashcan Icon (Remove)	Removes the job from the employee's employee record. When Workforce Payroll is enabled: Hourly jobs will be removed from the Active Job List and placed in the Job History List with an effective end date of 'Today'. Salary jobs can only be removed when the effective start date is in the future or when the employee has not yet received any payroll payments. Removed salary jobs do not appear in the Job History List. The employee's primary job cannot be removed.

Active Jobs List Columns

Column	Description
Location	Location associated with the job.
Job Title	Name of the job.
Department	Scheduling department associated with the job.
Pay Rate	Hourly rate of pay.
Responsibilities	Job responsibilities for the employee associated with that job.
Rating	Job rating for the employee associated with that job.
Reports To	The employee assigned as this employee's manager.

Workforce Payroll Active Jobs List Columns

The following columns are only available when Workforce Payroll is enabled:

Column	Description
Payroll Status	Employee's status for the listed payroll company.
Payroll Company	Payroll company that the employee has been onboarded to.
Legal Entity	Legal entity associated with the location for the job.
Pay Type	Hourly or salary.
Annual Salary	Annual salary for jobs with a 'Salary' pay type.
Effective Start Date	First active date for the job for the employee.
Effective End Date	Last active date for the job for the employee.
Rating	Job rating for the employee associated with that job.
Workers' Comp Code	The Worker's Compensation Class Code associated with the job.

Job Details

Standard Job Details

	Field	Description
	Job	The title of the job.
	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 on its job record.
	Department	Title of the scheduling department associated with the job. *Note:* This field is not editable, and adjustments to the scheduling department must be made on the job record.
	Responsibilities	Job responsibilities assigned to the employee for the job. Job responsibilities enable users to further specify the duties for the job. For example, a job might be listed as 'Cook', but job responsibilities will further detail the job, such as 'Fryer' or 'Grill'. Job responsibilities can be used to restrict jobs in Scheduling.
	Pay Rate	Hourly pay rate for the employee when working this job. *Note:* When Workforce Payroll is enabled, this field is disabled for jobs with the pay type 'Salary'.
	Reports To	The employee assigned as this employee's manager. *Note:* Only employees with R365 employee records can be assigned. The drop-down field will display their name and employee ID. *Note:* Employees cannot be assigned as reporting to themselves.
	Rating	Rating associated with the employee for the job.
	Primary	Indicates if the job is the employee's 'Primary' job. *Note:* Only one job can be tagged as 'Primary'. *Note:* If the employee only has one job, 'Primary' cannot be unchecked.

Workforce Job Details

When Workforce Payroll is enabled, job details contain additional fields:

	Field	Description
	Payroll Status Indicator	The payroll status of the employee for the displayed payroll company. *Note:* Payroll status is not displayed when adding a job.
	Payroll Company	Payroll company associated with the legal entity. *Note:* This field is not displayed when adding a job. *Note:* This field is blank when the legal entity is not associated with a payroll company.
	Legal Entity	Legal entity associated with the location. *Note:* This field is not displayed when adding a job.
	Job Title	Title of the job from the associated Job Record. *Note:* This field cannot be edited if the employee has received any payroll payments associated with this job.
	Pay Type	'Hourly' or 'Salary' pay type. If 'Hourly' is selected, the 'Pay Rate' field will be enabled. If 'Salary' is selected, the 'Annual Salary' field will be enabled. *Note:* The pay type is only editable when adding the job. *Note:* An employee can only have one active job with the pay type of 'Salary'. Learn more about salary effective dates below.
	Annual Salary	Annual salary for the employee associated with this job. Salary payments will be added to pay runs for this employee regardless of punch activity for this or other jobs. *Note:* This field is disabled for jobs with the pay type 'Hourly'.
	Job Effective Start Date	Date the job will be active and used for Payroll and Scheduling. Learn more about salary effective dates here. *Note*: This field is only displayed for jobs with the pay type 'Salary'.
	Job Effective End Date	Date the job will be inactive and no longer used for Payroll and Scheduling. Learn more about salary effective dates here. *Note*: This field is only displayed for jobs with the pay type 'Salary'.
	Worker Comp Code	The Workers' Compensation Class associated with the job.

Job History List

The Job History List shows all jobs that have been assigned to the employee and that have an effective end date in the past. These jobs will not be used for scheduling or payroll. Historical jobs cannot be edited.

Note: The Job History list is only available when Workforce Payroll is enabled.

Job History Columns:

Column	Description
Job Title	Name of the job.
Department	Scheduling department associated with the job.
Location	Location associated with the job.
Pay Type	Hourly or salary.
Pay Rate	Hourly rate of pay.
Annual Salary	Annual salary for jobs with a 'Salary' pay type.
Effective Start Date	First active date for the job for the employee.
Effective End Date	Last active date for the job for the employee.
Responsibilities	Job responsibilities for the employee associated with that job.
Rating	Job rating for the employee associated with that job.
Reports To	The employee assigned as this employee's manager.
Workers' Comp Code	The Worker's Compensation Class Code associated with the job.

Navigation

The Job History List is accessible by clicking on the 'History' icon in the top-right corner of the Jobs section.

Employment History Section

The Employment History section displays the employee's hire, separation, and rehire information for a selected legal entity. Learn more about employee separations here.

Note: The Employment History section is only available when Workforce Payroll is enabled.

	Field	Description
	Legal Entity Selector	Drop-down menu to select the legal entity that separation information is displayed for.
	Payroll Company	Payroll company associated with the selected legal entity.
	Locations	All locations associated with both the employee and the selected legal entity.
	Status	Employee's employment status for the displayed payroll company on the associated date (#5). Hired - Employee was originally hired to the payroll company. Separated - Employee was separated from the payroll company. Rehired - Employee was rehired to the payroll company.
	Date	Date the employee's payroll status was changed to the associated status (#4).
	Type	Separation type.
	Date of Notice	Date employee gave notice for separation.
	Eligible for Rehire	Indicates if the employee is eligible for rehire.
	Notes	User-entered notes regarding the separation.
	(Edit)	Click to edit the separation details.
	(Delete)	Click to delete the row. This option is only displayed for rows with a 'Separated' or 'Rehire' status and where the date is today or a future date. Deleting the row will abort the employee's pending employment status change. Only the row with the date furthest in the future can be deleted.

Settings Section

The 'Settings' section includes the following employment-related settings:

	Field	Description
	Break Waiver	When checked, this is used to help track and pay for Break and Split Shift Violations.
	Exclude Overtime	When checked, this will ensure that the employee does not receive any overtime pay on their timecard for any hours worked beyond the timeframe set for the OT Rule Group(s). If not set, this will default OT to over 40 hours in a week. This helps to not skew labor calculations for scheduling and forecasting, and works in conjunction with Overtime Rule Groups.
	Exclude Labor Hours	When checked, this will exclude labor hours on the employee's timecard. This helps to not skew labor calculations for scheduling and forecasting, and works in conjunction with Overtime Rule Groups. *Note*: When this checkbox is checked, the hours associated with the employee will be omitted from the actual labor hours in reporting. This means, their labor hours will be discounted from reports that include actual labor hours.
	Exclude Labor $	When checked, 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 Overtime Rule Groups. *Note*: When this checkbox is checked, the labor dollars associated with the employee will be omitted from the actual labor dollars in all reports that report on this value.

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