The POS employee management integrations are managed from the Integration connection page.
The initial workflow for PAR Brink, Toast, and Xenial employee management integrations involves establishing the connection between the POS and R365 and mapping records between systems.
Once the initial mapping is complete, automatic syncing can be scheduled to reduce ongoing manual maintenance. Integrations can be synced manually at any time, and disconnected integrations retain record mapping for reconnection.
POS Employee Management Integrations are currently available only to select Early Adopters with compatible POS systems. Contact your CSM for more information.
Security
Users with the following permission can connect and manage a POS employee management integration:
Administration → Integrations → 3rd Party POS Admin
Connect an Integration
Before Getting Started
In order to connect a POS employee management integration, at least one location must be connected to R365 with a compatible POS by a standard POS sales and/or labor integration.
Follow these steps to connect a POS employee management integration:
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1) Navigate to the Integrations page.
2) Expand the POS category.
3) Click the Connect button on the desired POS system card.
4) In the Connection Admin drop-down menu, select the user who will be the admin for the connection.
Only users with the following permission will be listed:
Administration → Integrations → 3rd Party POS Admin
Begin typing the username to search for the desired user, then select them from the list.
5) Click Connect to POS.
6) Continue to follow the prompts until the system is successfully connected to R365.
Some integrations will require that the connection admin log into their account for the integrated system through the connection wizard.
Initial Mapping
Initial mapping establishes how records from the POS system align with records in Restaurant365. This process is completed while the integration is in manual mode and should be finished before automatic sync is enabled. During initial mapping, the system may suggest matches for jobs and employees based on available identifiers.
Automatched records are not applied automatically. Suggested matches must be reviewed and manually saved before they take effect. When mappings are saved, all visible automatched record suggestions are applied at once.
Location mapping is fixed when the standard POS sales and/or labor integration is established and cannot be edited.
Follow the steps below to review automatched records and complete initial mapping:
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1) Click the Edit account mapping button on the Connection page to navigate to the Connection mapping page.
2) Review automatched Jobs and complete mapping.
Select the Jobs tab.
Select a Location to review.
Review unmapped records and apply mappings.
Review automatched records and adjust or remove mappings as needed.
Create any R365 job records needed to complete mappings with POS jobs.
Only R365 job records can be created. If job records are missing from the POS, they must be added in the POS system before they can be mapped to R365 jobs.
Repeat steps b, c, d, and e until all linked locations are mapped correctly.
Save updates to the Jobs tab before proceeding to the Employees tab.
3) Review automatched Employees and complete mapping.
Select the Employees tab.
Select a Location to review.
Review unmapped records and apply mappings or create new R365 employee records as needed.
Review automatched records and adjust or remove mappings as needed.
Create any employee records needed to complete mappings with POS employees. Learn more about creating and mapping employees.
Repeat steps b, c, d, and e until all linked locations are mapped correctly.
Save the updates to the Employees tab before syncing the integration.
4) Initiate a manual sync to send new/updated employee data to the POS
Learn how to manually sync a POS employee management integration below.
After initial mapping is complete, automatic sync is typically enabled to reduce ongoing manual maintenance. Most record updates are then handled automatically.
If structural changes (such as adding new locations) are introduced later, the integration is commonly switched back to manual mode to complete initial mapping for the new location’s jobs and employees.
Configure Automatic Sync Frequency
The Auto Create field on the Connection page controls whether employee records are synced manually or automatically. Follow these steps to switch and configure polling methods:
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1) From the ‘Connection’ page, set Auto Create to ‘Auto.’
2) Select the desired syncing Frequency.
3) Set the Time of the first sync each day.
Recurring syncs follow the selected frequency from step 2.
4) Define the Time Zone to apply to the Time setting in step 3.
5) Click Apply to save changes.
When ‘Auto Create’ is set to Manual, the integration will only sync employee details on-demand, and the ‘Frequency,’ ‘Time,’ and ‘Time Zone’ fields will be disabled.
Manually Sync Employee Details
When ‘Auto create’ is set to Manual or when updated information is needed before the next scheduled sync, users can trigger a sync manually. When synced, employee records are updated and created in the POS based on R365 data.
Users with either of the following permissions can manually initiate a data sync:
Administration → Integrations → 3rd Party POS Admin
Administration → Integrations → 3rd Party POS Sync
Follow these steps to initiate a manual sync:
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1) Navigate to the Integrations page.
2) Under POS, locate the desired integration.
3) Click Sync.
The Sync button is only displayed when the integration is connected.
Disconnect a POS Employee Management Integration
When an POS employee management integration is disconnected, data syncing stops. However, all mappings are retained and will be available if the connection is reestablished.
Only users with the following permission can disconnect an integration:
Administration → Integrations → 3rd Party POS Admin
Follow these steps to disconnect a POS management integration:
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1) Navigate to the Integrations page.
2) Under POS, Select the desired integration.
The search bar can be used to find the desired integration.
3) Click Disconnect.
4) Confirm that the integration should be disconnected.
