Employee HR management integrations require an initial mapping of records to establish how data from the HR system aligns with records in Restaurant365. These mappings must be completed in a specific order to ensure that dependent records can be linked correctly.
Initial mapping is completed in the following order:
Legal Entities (AllianceHCM and UKG only)
The initial mapping process is consistent across HR management integrations and these steps can be used for Alliance, Workday, UKG and Netchex.
Auto-Matches with Manual Sync
During initial mapping, the system may suggest matches for locations, jobs, and employees based on available identifiers.
Auto-matched records are not applied automatically. Suggested matches must be reviewed and manually saved before they take effect. When mappings are saved, all visible auto-matched record suggestions are applied at once.
During initial mapping, suggested matches should be reviewed and saved before applying manual mappings. Any suggested matches that do not apply should be remapped or removed.
When automatic sync is enabled, the system maps auto-matched jobs and employees automatically. Auto-matched locations are never mapped automatically and must be manually applied.
Initial Manual Mapping vs. Maintaining Mappings with Automatic Sync
Initial mapping establishes how records from the HR 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.
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. Legal entities and locations always require manual mapping.
Learn more about maintaining employee HR integration mappings.
Initial mappings should be completed while viewing HR system records. The R365 view is intended for auditing existing mappings.
Manual Legal Entity Mapping (AllianceHCM and UKG)
Legal entity mapping defines how HR system legal entities correspond to legal entities in Restaurant365. Because legal entities determine the scope of locations, jobs, and employees, this mapping is required before any other records can be mapped.
Legal entities are not auto-matched and must always be manually mapped.
When mapping a new legal entity, the integration should be switched to manual mode. This prevents auto-matched jobs or employees from being mapped until all initial mapping for the legal entity is complete.
Map Unmapped Legal Entities
Follow this process to map unmapped legal entities:
Switch the integration to manual mode.
Open the Legal Entity tab of the integration’s Mapping screen.
Switch the system view to the HR system.
Select the Unmapped quick filter to identify HR system legal entities that are not yet mapped.
Select the corresponding R365 legal entity.
Select the corresponding AllianceHCM cost centers (AllianceHCM only)
Save the legal entity mappings.
After legal entity mapping is complete, proceed with mapping associated locations, jobs, and employees before returning the integration to automatic mode.
Learn more about mapping legal entities.
Manual Location Mapping
Location mapping links HR system locations to location records in Restaurant365. Locations determine where jobs and employees are assigned and must be mapped before job and employee mapping can be completed.
Locations are always manually mapped. Although the system can identify suggested location matches, these matches are not applied automatically.
When mapping a new location, the integration should be switched to manual mode. This prevents auto-matched jobs or employees from being mapped until all initial mapping for the location is complete.
Review Auto-Matched Locations
During initial mapping, the system may identify suggested matches for locations. These auto-matches are hidden by default and are not mapped until mappings are saved.
Before mapping unmapped locations, review any suggested matches to confirm they are correct.
Follow this process to review auto-matched locations:
Switch the integration to manual mode.
Open the Locations tab on the integration’s Mapping screen.
Switch the system view to the HR system.
Select the desired legal entity. (AllianceHCM and UKG)
Enable Show Auto-matched to display suggested matches.
Remap or remove any suggested matches that do not apply.
Save the location mappings.
All displayed matches are applied when mappings are saved.
After location mapping is complete, proceed with mapping associated jobs and employees before returning the integration to automatic mode.
Map Unmapped Locations
Follow this process to map unmapped locations:
Switch the integration to manual mode.
Open the Locations tab on the integration’s Mapping screen.
Switch the system view to the HR system.
Select the desired legal entity. (AllianceHCM and UKG)
Disable Show Auto-matched to hide suggested matches.
Select the Unmapped quick filter to identify HR system locations that are not yet mapped.
Select the corresponding R365 location.
Save the location mappings.
All displayed mappings are applied when locations are saved.
After location mapping is complete, proceed with mapping associated jobs and employees before returning the integration to automatic mode.
Learn more about mapping locations.
Manual Job Mapping
Job mapping links HR system jobs to job records in Restaurant365. Jobs determine employee roles and are location-specific, so locations must be mapped before job mapping can be completed.
During initial mapping, the system may identify suggested job matches based on available identifiers. Job auto-matches are displayed on the Mapping screen and are not applied until mappings are saved.
Jobs should be mapped one to one. Mapping multiple HR system jobs to a single Restaurant365 job impacts payroll exports.
Review Auto-Matched Jobs
During initial mapping, the system may display suggested matches between HR system jobs and existing Restaurant365 jobs. These auto-matches are displayed on the mapping screen and are not applied until mappings are saved.
Before mapping unmapped jobs or creating new job records, review any suggested job matches to confirm they are correct.
Follow this process to review auto-matched jobs:
Open the Jobs tab on the integration’s Mapping screen.
Switch the system view to the HR system.
Select the desired location.
Select the Auto-matched quick filter.
Review displayed auto-matched jobs.
Remap or remove any suggested matches that do not apply.
Save the job mappings.
All displayed mappings are applied when jobs are saved.
Learn more about mapping jobs.
Map Unmapped Jobs
Follow this process to map unmapped jobs:
Open the Jobs tab on the integration’s Mapping screen.
Switch the system view to the HR system.
Select the desired location.
Select the Unmapped quick filter to identify HR system jobs that are not yet mapped.
Select the corresponding R365 job.
Save the job mappings.
All displayed mappings are applied when jobs are saved.
Learn more about mapping jobs.
Create New R365 Job Records for Unmapped Jobs
Create new job records only when the Restaurant365 job that an HR system job should map to does not already exist.
When creating new job records during initial mapping:
Open the Jobs tab on the integration’s Mapping screen.
Switch the system view to the HR system.
Select the desired location.
Select the Unmapped quick filter to locate HR system jobs that are not yet mapped.
In the mapping dropdown, select Create Job.
Save the job mappings.
R365 job records are created for all jobs set to Create Job.
All displayed mappings are applied when jobs are saved.
Learn more about mapping jobs.
Manual Employee Mapping
Employee mapping links HR system employees to employees records in Restaurant365.
During initial mapping, the system may identify suggested employee matches based on available identifiers. Employee auto-matches are displayed on the Mapping screen and are not applied until mappings are saved.
Review Auto-Matched Employees
During initial mapping, the system may display suggested matches between HR system employees and existing Restaurant365 employees. These auto-matches are displayed on the Mapping screen and are not applied until mappings are saved.
Before mapping unmapped employees or creating new employee records, review any suggested employee matches to confirm they are correct.
Follow this process to review auto-matched employees:
Open the Employees tab on the integration’s Mapping screen.
Switch the system view to the HR system.
Select the desired location.
Select the Auto-matched quick filter.
Review displayed auto-matched employees.
Remap or remove any suggested matches that do not apply.
Save the employee mappings.
All displayed mappings are applied when employees are saved.
Learn more about mapping employees.
Map Unmapped Employees
Follow this process to map unmapped employees:
Open the Employees tab on the integration’s Mapping screen.
Switch the system view to the HR system.
Select the desired location.
Select the Unmapped quick filter to identify HR system employees that are not yet mapped.
Select the corresponding R365 employee.
Save the employee mappings.
All displayed mappings are applied when employees are saved.
Learn more about mapping employees.
Create New R365 Employee Records for Unmapped Employees
Create new employee records only when the Restaurant365 employee that an HR system employee should map to does not already exist.
When creating new employee records during initial mapping:
Open the Employees tab on the integration’s Mapping screen.
Switch the system view to the HR system.
Select the desired location.
Select the Unmapped quick filter to locate HR system employees that are not yet mapped.
In the mapping dropdown, select Create Employee.
Save the employee mappings.
R365 employee records are created for all employees set to Create Employee.
All displayed mappings are applied when employees are saved.
Learn more about mapping employees.