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, reducing manual entry and aligning employee details across systems.
Adding this integration type to an existing standard POS sales and labor integration allows R365 to become the source of record for employee data in the POS.
This gives organizations the ability to make onboarding and employee record management more efficient by choosing whether employee records are primarily created and updated in the POS, in R365, or in an integrated HR or payroll system.
POS Employee Management Integrations are currently available only to select Early Adopters with compatible POS systems. Contact your CSM for more information.
POS Integration vs Employee Management Integration
With a standard POS integration, employee records are created in the POS and imported to R365 as a part of the regular Daily Sales Summary polling cycle. In this one-way data flow, R365 reports on, but does not modify, 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 allow R365 to 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 first be integrated at at least one R365 location before 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 Restaurant365 data. The sync mode is configured on the Integration Connection screen.
Manual sync is commonly used during initial setup or when adding locations. Once setup is complete, automatic sync allows new R365 employee records to be pushed to the POS without needing to manually initiate the sync.
Regardless of the sync method, previously linked employee records are updated with any changes each time data is synced.
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.
If required records do not exist in R365, they must be manually created before they can be mapped.
Manual Review of Auto-Matched Records
When the integration is set to manual, system-identified matches for employees and jobs are presented as suggestions, prefixed with Auto. These suggested matches appear on the mapping screens but are not applied until the user clicks Save.
When Save is clicked, all suggested matches displayed on the current tab are committed 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 or recurring intervals of 2, 4, 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, system-identified matches for employees and jobs are automatically linked during the sync process. These matches are applied without manual review.
Automatic Creation of Employees
When a POS employee management integration is set to automatic sync, new employees from the R365 system are automatically created in the POS if they cannot be matched to an existing employee record.
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, the Employee Master setting in R365 system preferences must be set to ‘R365’, ensuring that R365 system data is treated as the source of truth.
Connection Admin
To connect a POS employee management integration, a connection admin must be assigned. The connection admin will have access to edit the connection and map synced data, as well as receive 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 in order to successfully create a new employee in the POS when the integration is synced:
Required Field | Note | Employee Record Location |
|---|---|---|
First name | Must not be blank. | |
Last name | Must not be blank. | |
Email address | Must be unique in the POS (no shared emails). | |
Status = Active | “Inactive” must be unchecked. | |
Payroll ID | Must be unique in the POS (no shared payroll IDs). | |
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 to confirm how data from the POS system aligns with records in Restaurant365.
After initial mapping is complete, automatic sync is typically enabled to reduce ongoing manual maintenance.
When new locations are added, the integration is commonly switched back to manual so initial mapping for the location’s jobs and employees can be completed.
Learn more about the manual initial mapping process.
Ongoing Maintenance (Automatic Sync)
During ongoing maintenance with automatic sync enabled:
Jobs must be created manually in the POS. Matching R365 job records can be created manually or imported with regular DSS polling.
Employee records are updated in the POS as R365 system data changes.
Employee records are created automatically in the POS when unmatched R365 employees are identified.
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
