--- title: "Initial Mapping - Employee HR Management Integrations" slug: "initial-mapping-employee-hr-management-integrations" description: "Initial mapping for HR management integrations: legal entities, locations, jobs, and employees." updated: 2026-01-20T19:05:06Z published: 2026-01-20T19:05:06Z canonical: "docs.restaurant365.com/initial-mapping-employee-hr-management-integrations" --- > ## Documentation Index > Fetch the complete documentation index at: https://docs.restaurant365.com/llms.txt > Use this file to discover all available pages before exploring further. # Initial Mapping - Employee HR Management Integrations [Employee HR management integrations](/doc/docs/employee-hr-management-integrations-overview) 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: 1. [Legal Entities](/doc/docs/map-legal-entities-hr-management-integration) (AllianceHCM, Netchex, and UKG only) 2. [Locations](/doc/docs/map-locations-rh-management-integration) 3. [Jobs](/doc/docs/map-jobs-hr-management-integration) and [Employees](/doc/docs/map-employees-hr-management-integration) The initial mapping process is consistent across HR management integrations and these steps can be used for [Alliance](/doc/docs/alliance-hcm-integration-overview), [Workday](/doc/docs/workday-integration), [UKG](/doc/docs/ukg-integration-overview) and [Netchex](/doc/docs/netchex-integration-overview). ****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](/doc/docs/employee-hr-management-integrations-overview#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](/doc/docs/maintaining-employee-hr-management-integrations). > Initial mappings should be completed while **viewing HR system records**. The R365 view is intended for auditing existing mappings. > > ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-45BYS9XK.png?sv=2026-02-06&spr=https&st=2026-11-10T17%3A09%3A56Z&se=2026-11-10T18%3A09%3A56Z&sr=c&sp=r&sig=xxrd3XRT58%2BnF%2Bx1m8xIUcvIbSd6qD2GuD05Dk5%2FBvU%3D) --- ## Manual Legal Entity Mapping (AllianceHCM, Netchex, 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: 1. Switch the integration to **manual** mode. 2. Open the **Legal Entity tab** of the integration’s [Mapping screen](/doc/docs/hr-management-integration-mapping-page#navigation). 3. Switch the **system view** to the **HR system**. 4. Select the **Unmapped** quick filter to identify HR system legal entities that are not yet mapped. 5. Select the **corresponding R365 legal entity**. 6. Select the corresponding **AllianceHCM cost centers** (AllianceHCM only) or **Netchex data distribution levels** (Netchex only). 7. **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](/doc/docs/map-legal-entities-hr-management-integration). ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-VTW2E6QV.png?sv=2026-02-06&spr=https&st=2026-11-10T17%3A09%3A56Z&se=2026-11-10T18%3A09%3A56Z&sr=c&sp=r&sig=xxrd3XRT58%2BnF%2Bx1m8xIUcvIbSd6qD2GuD05Dk5%2FBvU%3D) --- ## 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: 1. Switch the integration to **manual** mode. 2. Open the **Locations** tab on the integration’s [Mapping screen](/doc/docs/hr-management-integration-mapping-page#navigation). 3. Switch the system view to the **HR system**. 4. Select the desired **legal entity**. (AllianceHCM, Netchex, and UKG) 5. Enable **Show Auto-matched** to display suggested matches. 6. **Remap or remove any suggested matches that do not apply**. 7. **Save** the location mappings. > [!WARNING] > **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: 1. Switch the integration to **manual** mode. 2. Open the **Locations** tab on the integration’s [Mapping screen](/doc/docs/hr-management-integration-mapping-page#navigation). 3. Switch the system view to the **HR system**. 4. Select the desired **legal entity**. (AllianceHCM, Netchex, and UKG) 5. **Disable Show Auto-matched** to hide suggested matches. 6. Select the **Unmapped** quick filter to identify HR system locations that are not yet mapped. 7. Select the **corresponding R365 location**. 8. **Save** the location mappings. > [!WARNING] > **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](/doc/docs/map-locations-rh-management-integration). --- ## 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. > [!CAUTION] > 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: 1. Open the **Jobs** tab on the integration’s [Mapping screen](/doc/docs/hr-management-integration-mapping-page#navigation). 2. Switch the system view to the **HR system**. 3. Select the desired **location**. 4. Select the **Auto-matched** quick filter. 5. **Review** displayed auto-matched jobs. 6. **Remap or remove any suggested matches that do not apply**. 7. **Save** the job mappings. > [!WARNING] > **All** displayed mappings are applied when jobs are saved. Learn more about [mapping jobs](/doc/docs/map-jobs-hr-management-integration). ****Map Unmapped Jobs**** Follow this process to map unmapped jobs: 1. Open the **Jobs** tab on the integration’s [Mapping screen](/doc/docs/hr-management-integration-mapping-page#navigation). 2. Switch the system view to the **HR system**. 3. Select the desired **location**. 4. Select the **Unmapped** quick filter to identify HR system jobs that are not yet mapped. 5. Select the **corresponding R365 job**. 6. **Save** the job mappings. > [!WARNING] > **All** displayed mappings are applied when jobs are saved. Learn more about [mapping jobs](/doc/docs/map-jobs-hr-management-integration). ****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: 1. Open the **Jobs** tab on the integration’s Mapping screen. 2. Switch the system view to the **HR system**. 3. Select the desired **location**. 4. Select the **Unmapped** quick filter to locate HR system jobs that are not yet mapped. 5. In the mapping dropdown, select **Create Job**. 6. **Save** the job mappings. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-T2U9NZZ4.png?sv=2026-02-06&spr=https&st=2026-11-10T17%3A09%3A56Z&se=2026-11-10T18%3A09%3A56Z&sr=c&sp=r&sig=xxrd3XRT58%2BnF%2Bx1m8xIUcvIbSd6qD2GuD05Dk5%2FBvU%3D) R365 job records are created for all jobs set to **Create Job**. > [!WARNING] > **All** displayed mappings are applied when jobs are saved. Learn more about [mapping jobs](/doc/docs/map-jobs-hr-management-integration). --- ## 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: 1. Open the **Employees** tab on the integration’s [Mapping screen](/doc/docs/hr-management-integration-mapping-page#navigation). 2. Switch the system view to the **HR system**. 3. Select the desired **location**. 4. Select the **Auto-matched** quick filter. 5. **Review** displayed auto-matched employees. 6. **Remap or remove any suggested matches that do not apply**. 7. **Save** the employee mappings. > [!WARNING] > **All** displayed mappings are applied when employees are saved. Learn more about [mapping employees](/doc/docs/map-employees-hr-management-integration). ****Map Unmapped Employees**** Follow this process to map unmapped employees: 1. Open the **Employees** tab on the integration’s [Mapping screen](/doc/docs/hr-management-integration-mapping-page#navigation). 2. Switch the system view to the **HR system**. 3. Select the desired **location**. 4. Select the **Unmapped** quick filter to identify HR system employees that are not yet mapped. 5. Select the **corresponding R365 employee**. 6. **Save** the employee mappings. > [!WARNING] > **All** displayed mappings are applied when employees are saved. Learn more about [mapping employees](/doc/docs/map-employees-hr-management-integration). ****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: 1. Open the **Employees** tab on the integration’s Mapping screen. 2. Switch the system view to the **HR system**. 3. Select the desired **location**. 4. Select the **Unmapped** quick filter to locate HR system employees that are not yet mapped. 5. In the mapping dropdown, select **Create Employee**. 6. **Save** the employee mappings. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-76ZHWSVU.png?sv=2026-02-06&spr=https&st=2026-11-10T17%3A09%3A56Z&se=2026-11-10T18%3A09%3A56Z&sr=c&sp=r&sig=xxrd3XRT58%2BnF%2Bx1m8xIUcvIbSd6qD2GuD05Dk5%2FBvU%3D) R365 employee records are created for all employees set to **Create Employee**. > [!WARNING] > **All** displayed mappings are applied when employees are saved. Learn more about [mapping employees](/doc/docs/map-employees-hr-management-integration).