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 employee records. For the legacy version of the employee records, please refer to the Legacy Employee Records article.
For more information on the layout and features of the classic employee record, please refer to the Classic Employee Records article.
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 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. Learn more about employees in R365 here.
Important Notes
Creating New Employee Records
Employee records are automatically created for each employee in polled POS data.
Often, before an employee begins work, an employee record is manually created in R365 as part of the employee's onboarding process. This allows them to be added to the schedule and payroll before they are present in POS data. When that employee begins work and first appears in POS data, an additional employee record will be automatically created for that employee and a merge will be required. Learn more about merging employees here.
For information about the general process for adding new employees in R365, please see the New Employee Checklist.
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 Workforce Payroll
By default, new employees are not onboarded to payroll. Onboarding an employee to Workforce 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.
If Workforce Payroll is enabled, when an employee is onboarded to payroll, the following tabs will be enabled for that employee's employee record:
The employee image that will show in various places in R365, including the Scheduling page. Click to change or upload an employee photo.
If no image is uploaded, the employee's initials will appear instead.
Employee Information
Includes:
First and Last Name
Primary Job
Employee ID
Primary Location
Save
Click to save changes to the employee record.
Delete / Actions Button
When Workforce Payroll is not enabled, the Delete button is the only action available.
Delete - Permanently deletes the employee record. This action cannot be undone.
When Workforce Payroll is enabled, the Actions menu contains the following options:
Onboard -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. The Rehire option only appears when the employee has been separated from one or more payroll companies.
Upload Files
Click to view uploaded files or upload additional files to the employee record.
Help
Click to open the Help menu, which includes resources that can assist in managing employee records.
Full Screen
Click to expand the sidesheet to fullscreen. Clicking the minimize icon that appears in its place will return it back to its original size.
Close
Click 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:
Section
Screenshot/Security
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.
The onboarding checklist only appears when Workforce Payroll is enabled and 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.
This section is only displayed when Workforce Payroll is enabled and 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:
Section
Screenshot/Security
Identification The employee's name and birthday.
When Workforce Payroll is enabled, this section also contains EEOC information and SSN/TIN.
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.
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.
When Workforce Payroll is enabled, this section also includes the 'Exclude From Payroll' setting.
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:
Section
Screenshot/Security
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.
When Workforce Payroll is enabled, this section also includes the Onboarding Manager and 'Exclude From Payroll Export' 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.
When Workforce Payroll is enabled, jobs with effective end dates can be viewed in the historical job list.
This section will only appear once the employee record is saved.
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.
This section only appears when Workforce Payroll is enabled.
Settings Includes the following employment-related settings:
The Time tab contains information related to expected and actual time worked by the employee, organized into the following sections:
Section
Screenshot/Security
Expected Weekly Hours The hours the employee is expected to work each week.
The Expected Weekly Hours section only appears if Workforce Payroll is enabled and after 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).
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.
The PTO Policy section only appears if Workforce Payroll is enabled and PTO Accruals is not enabled.
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:
Section
Screenshot/Security
Availability Displays the employee's weekly scheduling availability.
Security Labor → Employees → Schedule →
View Schedule Availability
Edit Schedule Availability
Time Off Tab
The Time Off tab only appears if PTO Accruals is enabled.
The Time Off tab contains all of the PTO accrual balances for the employee.
Section
Screenshot/Security
Accrual Balances
All accrual rules assigned to the employee appear 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.
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.
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.
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.
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