--- title: "Netchex Integration Overview" slug: "netchex-integration-overview" description: "Netchex integration with R365: covers both HR employee management and payroll data sync." updated: 2026-01-20T19:08:16Z published: 2026-01-20T19:08:16Z canonical: "docs.restaurant365.com/netchex-integration-overview" --- > ## 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. # Netchex Integration Overview The **Netchex** integration includes two components: **Employee Sync** and **Payroll**. - [**Employee management**](/doc/docs/employee-hr-management-integrations-overview) **(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](/doc/docs/employee-hr-management-integrations-overview). --- ## Netchex Integration Setup and Maintenance ****Connecting to Netchex**** [Connecting an Netchex integration](/doc/docs/connect-a-netchex-integration) requires Netchex credentials and an API key. Netchex integrations are connected from the [Netchex Integration Connection page](/doc/docs/hr-management-integration-connection-page). ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-PJP3MM9P.png?sv=2026-02-06&spr=https&st=2026-10-29T02%3A25%3A20Z&se=2026-10-29T03%3A25%3A20Z&sr=c&sp=r&sig=S72Ja1lNTZSHgsJu6HP%2FSW7aB7rL4KSF0tk7jDO3TIQ%3D) ****Initial Mapping**** The Netchex integration requires record mappings to be completed in the following order: 1. [Legal Entities and Cost Centers](/doc/docs/map-legal-entities-hr-management-integration) 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) Learn more about the [initial manual mapping process](/doc/docs/initial-mapping-employee-hr-management-integrations). > 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](/doc/docs/maintaining-employee-hr-management-integrations). --- ## 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](/doc/docs/map-legal-entities-hr-management-integration). ****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](/doc/docs/legal-entities-location-record). 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](/doc/docs/map-legal-entities-hr-management-integration). ****Jobs**** Netchex jobs are mapped to R365 [job records](/doc/docs/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. > [!CAUTION] > 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](/doc/docs/map-jobs-hr-management-integration). **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](/doc/docs/employee-record). When data is synced, mapped Restaurant365 employee records are updated with changes from Netchex. ([See table below](/doc/docs/clone-alliancehcm-integration-overview#employee-data-fields)) 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](/doc/docs/map-employees-hr-management-integration). ****Employee App Access**** When R365 employee records are automatically created through the Netchex integration, [app access](/doc/docs/employee-app-access2) 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](/doc/docs/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](/doc/docs/employee-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: - Street Address - City - State - Postal Code - Country | | 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.