The Netchex integration includes two components: Employee Sync and Payroll.
Employee management (mandatory): Syncs employee data between Netchex and Restaurant365. Employee records in Restaurant365 are created and updated using job and location data managed in Netchex.
Before employee data can be synced, legal entities, locations, and jobs must be mapped between Netchex and Restaurant365. In Netchex, locations and jobs are identified through cost center configuration.
Payroll (optional): Once employees are synced, payroll data from R365 can be sent directly to Netchex. Parameters let administrators filter by date range, include or exclude tips, map jobs and locations, and set pay rate handling.
This article covers Netchex-specific integration behavior. General concepts such as manual vs automatic sync and overall integration setup are documented in the Employee HR Management Integrations Overview.
Netchex Integration Setup and Maintenance
Connecting to Netchex
Connecting an Netchex integration requires Netchex credentials and an API key. Netchex integrations are connected from the Netchex Integration Connection page.
Initial Mapping
The Netchex integration requires record mappings to be completed in the following order:
Learn more about the initial manual mapping process.
Netchex locations and jobs are identified based on the Netchex cost centers selected during legal entity mapping. This selection determines which locations and jobs are available to map in R365.
Ongoing Maintenance
After initial mapping, automatic sync handles most ongoing updates as Netchex data changes. Periodic review is recommended to ensure employee and job data remains accurate, and manual mapping remains available when locations, jobs, or employees need to be updated.
Learn more about maintaining an employee HR management integration.
Netchex → R365 Data Sync
Legal Entities
Netchex companies must be mapped to legal entities in Restaurant365 before any other records can be mapped.
During legal entity mapping, the data distribution level associated with locations and jobs are defined for each legal entity.
Learn more about mapping legal entities.
Netchex Levels
Netchex provides 3 levels of data distribution: division, business-unit, and department. Each organization can use these fields differently, depending on how its HR data is structured.
For the Restaurant365 integration, two of these levels must be identified:
The level used to represent locations
The level used to represent jobs
Once these levels are defined during legal entity mapping, Restaurant365 uses them to determine how locations and jobs are mapped and to keep employee records in sync.
Locations
Netchex locations are mapped to R365 location records.
Not all locations need to be mapped. Only mapped Restaurant365 locations sync jobs and employees from Netchex.
Netchex locations are identified based on the division, business unit, or department selected for locations during legal entity mapping. This selection determines which locations are available to map in R365.
Learn more about mapping locations.
Jobs
Netchex jobs are mapped to R365 job records.
Jobs in both systems are location-specific. Locations must be mapped before jobs can be mapped.
Netchex jobs are identified based on the division, business unit, or department selected for jobs during legal entity mapping. This selection determines which jobs are available to map in R365.
Job mapping restrictions:
Netchex jobs can only be mapped to Restaurant365 jobs associated with the same mapped location.
Each Netchex job is mapped to a single Restaurant365 job.
A Restaurant365 job can be mapped to multiple Netchex jobs.
Mapping multiple Netchex jobs to a single Restaurant365 job consolidates distinct Netchex job records into one Restaurant365 job. This will cause conflicts when payroll data is sent to Netchex through the Netchex Payroll integration.
To ensure accurate payroll data exchange, Netchex jobs and Restaurant365 jobs must be mapped one to one.
Learn more about mapping jobs.
Job sync details:
Job auto-matching is based on job code and job name.
Job codes are updated on mapped Restaurant365 job records.
Job titles are not updated during sync.
Employees
Netchex employees are mapped to R365 employee records. When data is synced, mapped Restaurant365 employee records are updated with changes from Netchex. (See table below)
When automatic sync is enabled, new employee records are created in Restaurant365 for Netchex employees that do not already have a matching record.
Employees are matched based on:
Email Address
First + Last Name
Learn more about mapping employees.
Employee App Access
When R365 employee records are automatically created through the Netchex integration, app access is automatically enabled.
Employee Data Fields
Netchex Data | Required to Create Employee | Updated on Sync | Notes |
|---|---|---|---|
First Name | Yes | No | Stored on creation only; not updated on sync. |
Last Name | Yes | No | Stored on creation only; not updated on sync. |
Locations | Yes | Yes | All Netchex locations associated with an employee are added to the R365 employee record. If a location is removed from the Netchex employee, it will be removed from the R365 employee record. When the location of the employee’s primary job changes in Netchex, all other jobs and locations are removed from the R365 employee record. |
Email Address | Yes | Yes | Required for creation. If missing, employee creation fails with a sync error. Once added in Netchex, the employee will be created on the next sync. |
Netchex Employee ID | No | No | Brought into R365 as the employee’s Payroll ID. |
Active Status | No | Yes | Only active Netchex employees are synced to R365. If a mapped employee’s status changes from active to inactive in Netchex, that employee will be inactivated in R365. If a mapped employee’s status changes from inactive to active in Netchex, that employee will be reactivated in R365; however, app access will not be automatically reinstated. |
Hire Date | No | No | Stored on creation only; not updated on sync. |
Jobs | No | Yes | If an employee’s primary job is changed, all others are cleared in R365. |
Pay Rates | No | Yes | The pay rate is set based on the data provided by Netchex. If an employee does not have a pay rate value in Netchex, the pay rate will default to $0 in R365. |
Address | No | Yes | Includes:
|
Birthday | No | No | Stored on creation only; not updated on sync. |
Employees must have an email address in Netchex to be created in R365. If the email field is blank, the sync will fail and the employee will not be created until an email address is added in Netchex.