Legacy Employee Record

Employee records and the Employees page in Smart Ops are being updated throughout Q3 and Q4 of 2024. This article is for the legacy version of employee records. If Workforce Payroll or the updated employee record for Smart Ops is enabled, please refer to the updated Employee Record article.

• For more information on the layout and features of the classic employee record, please refer to the Classic Employee Record article.

The employee record will open as a sidesheet of the Employees page. The employee record holds all employee information and communication settings for an employee.

Once a new employee is entered in the POS, an employee record will be automatically created for them when the DSS is polled that night. Employee records can be updated at any time to reflect a promotion or limit employee access to the system. All employee records can be accessed and managed in the Employee page.

Onboarding a new employee? Learn how to enter new Employees into R365 here.

Security

Important Notes 

Creating New Employees

Once a new employee is entered into the POS, their information will be polled into R365 at the end of the night with the Daily Sales Summary. Therefore, there are only rare circumstances when an employee record would need to be manually created. Consult with your Coach/CSM or R365 Support before manually creating an employee record.

To learn more about manually creating a new employee record, please refer to the Creating a New Employee Record article.

Employee Master

If POS was set as your organization's Employee Master, keep in mind that certain fields will be updated nightly, based on your POS system. Contact your Coach/CSM or R365 Support for more information.

Header

1) Photo - The employee image that will show in various places in R365, including Scheduling. Click to change or upload an employee photo. 

If no image is uploaded, the employee's initials will be displayed instead.

2) Employee Information - Includes employee name, primary job, and primary location

3) Merge Button - This will merge the employee with another existing employee

4) Save Button - This will save the employee record

5) Delete Button - This will delete the employee record

6) Upload Files - Click to view uploaded files or upload additional files to the employee record

7) Help - This will open the Help menu, which includes resources that can assist in managing employee records

8) Full Screen- This will expand the sidesheet to fullscreen. Clicking the minimizing icon that appears in its place will return it back to its original size.

9) Close - This will close the sidesheet without saving any changes made.

Basic Info Tab

The Basic Info tab contains identification information, contact information, and app access settings, organized into the following sections:

Employment Tab

The Employment tab contains employment information, Job and Responsibility information, and Labor settings, organized into the following sections:
 

Time Tab

The Time tab contains the Punches section, which shows all the detailed Labor Punches (when this employee has clocked in and out of the POS and at which Location(s)).

Punches

Schedule Tab

The Schedule tab contains the Availability section, which lists the employee's weekly availability. This information is then used in the Scheduling module as a visual flag to assist the scheduler in assigning shifts.

Availability

Notes Tab

The Notes tab contains the Log Entries section, which lists 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.

Log Entries

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 the New Manager Log is enabled and a Log Entry is created and tied to an employee who is also a manager, that log entry will be hidden from their view when reviewing this tab.

Integrations Tab

The Integrations tab contains the Integration IDs section, which that displays all the Locations where this employee record has been linked to a POS Employee.

Integration IDs