To help reduce manual entry and keep employee details aligned across systems, organizations can choose whether employee records are primarily created and updated in the Point of sale (POS), in Restaurant365, or in an integrated HR or payroll system.
POS employee management integrations send employee records from R365 to the POS. Employees created or updated in R365 are pushed to the POS with their mapped jobs and locations.
Adding this integration type to an existing standard POS sales and labor integration makes R365 the source of record for employee data in the POS.
POS Employee Management Integrations are currently available only to select Early Adopters with compatible POS systems (Brink, Toast, Xenial Cloud). Contact your CSM for more information.
POS Integration vs Employee Management Integration
With a standard POS integration, employee records are created in the POS. R365 imports these records as part of the regular Daily Sales Summary polling cycle. In this one-way data flow, R365 only reports on the POS data.
Connecting a POS employee management integration to an existing POS integration changes this to a two-way data flow. Employee management integrations send employee data back to the POS, so employee records can be created or modified in R365 and synced to the POS.
The POS system must be integrated at one R365 location first. After that, an employee management integration can be connected. Learn more about connecting a POS integration.
Manual vs Automatic Data Sync
POS employee management integrations support both manual and automatic data synchronization. The selected sync mode controls how new employee records are created on the POS from R365 data. The sync mode is configured on the Integration Connection screen.
Use manual sync during initial setup or when adding locations. Once setup is complete, automatic sync pushes new R365 employee records to the POS without manual initiation.
Regardless of the sync method, each sync updates previously linked employee records with any changes.
Manual Sync
Manual Data Sync Mode
When a POS employee management integration is set to manual, data synchronization must be initiated by a user. In this mode, employee and job records are mapped and created manually, giving full control over how records are linked between the POS system and R365.
Manual sync is typically used during initial setup or when structural changes are required, such as adding new locations.
How manual sync works:
Data syncs only when a user manually initiates the sync.
Employee and job records must be manually mapped between the POS system and R365.
Required records must already exist in R365 before users can map them. Create any missing records manually.
Manual Review of Auto-Matched Records
When set to manual, the system presents identified matches for employees and jobs as suggestions, prefixed with Auto. These suggested matches appear on the mapping screens and take effect only after the user clicks Save.
Clicking Save commits all suggested matches displayed on the current tab at once.
Learn more about manual mapping and reviewing auto-matched records.
Automatic Sync
Automatic Data Sync Mode
When set to automatic, data synchronization runs without manual initiation. Automatic sync reduces ongoing manual maintenance after initial setup is complete.
When the sync frequency is set to Auto, data syncs automatically on a defined schedule. Supported schedules include once per day, once per hour, or recurring intervals of every 2, 3, 4, 6, 8, or 12 hours. During automatic syncs, employee data will be automatically matched and updated.
Automatic Linking of Auto-Matched Records
When automatic sync is enabled, the sync process automatically links system-identified matches for employees and jobs. These matches apply without manual review.
Automatic Creation of Employees
When a POS employee management integration is set to automatic sync, the integration automatically creates new employees from the R365 system in the POS when no matching employee record exists.
Manually Initiated Syncs in Automatic Mode
When a POS employee management integration is set to automatic, users can manually initiate a sync outside of the scheduled sync times. Manually initiated syncs run the same process as scheduled syncs and can take a significant amount of time to complete.
If a manual sync is initiated while a sync is already in progress, or when a scheduled sync occurs, the current sync is restarted.
POS Employee Management Integration Setup & Maintenance
Employee Master
Before a POS employee management integration is enabled, set the Employee Master setting in R365 system preferences to ‘R365’ so that R365 system data acts as the source of truth.
Connection Admin
To connect a POS employee management integration, assign a connection admin. The connection admin can edit the connection and map synced data, and receives notifications related to the integration and automatically-created records.
Only users with access to all locations and the following permission can be assigned as the connection admin:
Administration → Integrations → 3rd Party POS Admin
Employee Record Required Fields
The following fields of the R365 employee record must contain valid information before the integration can create a new employee in the POS:
Required Field | Note | Employee Record Location |
|---|---|---|
First name | Required. | |
Last name | Required. | |
Email address | Must be unique in the POS; each employee needs a distinct email address. | |
Status = Active | “Inactive” must be unchecked. | |
Payroll ID | Must be unique in the POS; each employee needs a distinct payroll ID. | |
Primary location | Location must be mapped in POS employee management integration. | |
Active job |
|
There are additional required fields when creating new employee records in R365. Learn more about creating employees via POS employee management integrations.
Initial Mapping (Manual Sync)
POS employee management integrations require an initial mapping of records. This mapping confirms how data from the POS system matches records in R365.
After initial mapping is complete, enable automatic sync. When adding new locations, switch the integration back to manual to complete initial mapping for the location’s jobs and employees.
Learn more about the manual initial mapping process.
Ongoing Maintenance (Automatic Sync)
During ongoing maintenance with automatic sync enabled:
Create Jobs manually in the POS. Users can create matching R365 job records manually or import them with regular DSS polling.
The sync updates Employee records in the POS as R365 system data changes.
The sync automatically creates Employee records in the POS when it identifies unmatched R365 employees.
POS Employee Management Integration Screens
Connection Screen
The Connection page contains the connection settings for a POS employee management integration.
On the Connection page, users can:
Setup and adjust integration connection settings
Disconnect an existing POS employee management integration
Access the Connection mapping page
Mapping Screen
The Connection mapping page includes mapping tables for locations, jobs, and employees. Each table shows which POS records and R365 records are connected, as well as the data shared between the systems.
From this page, users can:
Review mapped connections and unmapped records
Create new R365 employee records to push to the POS
