For an HR management integration, employees in the HR system must be mapped to employees in R365. This is done on the Employees tab of the Integrations Mapping screen. Employees can only be mapped for HR system locations mapped to R365 locations.
When mapping employee records, the mapping list can be switched between viewing HR system records or R365 records. Typically, viewing the source record list (HR system records) is the most efficient way to complete mappings.
Employee mapping steps are the same across all HR management integrations, including AllianceHCM, Workday, UKG, and Netchex.
When manually creating employees, the employee record is only created when Save is clicked.
When changing mappings, data is only updated moving forward. To update historical labor data, the DSS will need to be re-imported.
Security
Only users with the following permission can map employees for an HR Employee Management integration:
Administration → Integrations → 3rd Party HR Admin
Automapped Employees
When automatic sync is turned on, employees for mapped locations are automatically mapped if any of the following data points match in both systems:
Payroll ID = HR System Employee ID
First + Last Name
When viewing employee mapping, automatically mapped employees are prefaced with ‘Auto - ’.
Map an HR System Employee to an Existing R365 Employee
Follow these steps to map an HR system employee:
Click steps to expand for additional information and images.
1) Navigate to the Integration Connection page.
Navigate to the Integrations page.
Select the desired integration.
2) Click Edit Account Mapping to open the Integration Mapping page.
3) Confirm that the record source toggle is set to display records from the HR system.
The record source toggle sets the record source for the displayed employees.
HR System: Employees from the HR system are displayed. Linked employees are R365 employees.
R365 - Employees from R365 are displayed. Linked employees are HR system employees.
4) Select the Employees tab.
5) Select the desired location from the Location dropdown menu.
Only mapped locations are listed. Learn more about mapping locations.
A location must be selected before employees are displayed for mapping.
6) Open the Link Employee dropdown menu, then select the desired R365 employee.
Only employees associated with the R365 location(s) mapped to the selected HR system location are listed.
Each HR system employee can be mapped to only one R365 employee.
Employees that have already been mapped will not be listed.
7) Save the updated employee mapping.
Map an HR System Employee to a New R365 Employee
If the desired employee is not already created in R365, new employee records can be created in one of three ways from the Integration Mapping page:
Manually create a new employee record with the +R365 Employee button.
Create an R365 employee record from an existing unmapped HR system employee.
Bulk create multiple R365 employee records from existing unmapped HR system employees.
Only R365 employee records can be created from the Integration Mapping page. HR system employees must be created in the HR system.
Manually Create Employee: +R365 Employee Button
Follow these steps to create a new employee from the Integration Mapping page without selecting the HR system employee first:
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1) Open the Employee tab of the Integration Mapping page.
2) Click +R365 Employee.
When the record source toggle is set to R365, this button is labeled +Employee.
3) Enter employee details.
Learn more about creating employees.
4) Click Save on the employee record.
5) Click Save on the Integration Mapping page.
When manually creating employees, the employee record is only created when Save is clicked.
Create Employee From HR System Employee: Link Employee Dropdown
Follow these steps to create a new employee from the Link Employee dropdown menu:
Click steps to expand for additional information and images.
1) Open the Employee tab of the Integration Mapping page.
2) Confirm that the record source toggle is set to display records from the HR system.
The record source toggle sets the record source for the displayed employees.
HR System: Employees from the HR system are displayed. Linked employees are R365 employees.
R365 - Employees from R365 are displayed. Linked employees are HR system employees.
3) Select the desired location from the Location dropdown menu.
Only mapped locations are listed. Learn more about mapping locations.
A location must be selected before employees are displayed for mapping.
4) Open the Link Employee dropdown menu for the desired HR system employee and select Create Employee.
5) Save the updated employee mapping to finish creating the new R365 employee record.
When manually creating employees, the employee record is only created when Save is clicked.
Create Multiple Employees from HR System Employees: Bulk Create
Complete steps 1-3 above, then follow these steps to create employee records for multiple HR system employees:
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1) Check the bulk select box for desired employees.
2) Click Edit Employee Links in the bottom right corner of the page.
3) Open the ‘Select R365 Employees’ dropdown menu, then select Create Employee.
Each HR system employee can be mapped to only one R365 employee. The only option listed is Create Employee.
4) Click Update [#] Employees.
5) Save the updated employee mapping to finish creating the new R365 employee records.
When manually creating employees, the employee’s record is only created when Save is clicked.
