POS Employees

POS employee records are automatically created for each employee included in POS data.

During POS import, R365 creates two types records for each Employee in the POS System. These two record types are automatically linked to each other. This allows R365 to associate the employee’s sales, tips, and shifts from the POS with their data in R365.

1. POS Employee Record

2. Employee Record

The POS employee record is linked to the employee record by the 'Employee' field. The most fields on the POS employee record are brought in from the POS and cannot be edited.

POS Employee Mapping

If an employees works at more than one location, the POS integration will import multiple POS employee records for the employee. This is because the employee exists with different POS IDs on each POS System. Each POS employee record will be associated with a different employee record. When multiple employee records exist for a single employee, those records must be merged in order for the employee to gain user access to R365, be scheduled in the Scheduling module, create log entries, and use the R365 Mobile App.  

Merging employee records will combine the Integrations tabs of the multiple employee records into a single employee record and automatically update the ‘Employee’ field on the associated POS employee records to point to the merged employee record.

Example Employee / POS Employee

Katrina Yoder works at Location 100 and Location 200. When the two Locations were integrated with R365, two Employee and two POS Employee records were created for Katrina Yoder:

The duplicate Employee records were identified and the merge function was used. Now only one Employee record exists for Katrina Yoder while two POS Employee records point to the merged Employee record:

The POS IDs from the POS Employee records are listed on the 'Location' tab of Katrina Yoder's Employee record:

And 'Katrina Yoder' is identified on each of the POS Employee records in the 'POS Employees' list:

In place of merging the employee records, the 'Employee' field can be manually updated on the POS Employee record to link to a different Employee record.

When a manual change is made on the POS Employee record, the system will prompt the User if they want to also delete the Employee record that was previously associated with the POS Employee record.

Unmerging Employees

Merging employees is a permanent change to employee records where two or more employee records are combined, resulting in only one employee record remaining in the system.

Since one employee record was merged into the other and is no longer in the system, employees cannot be directly unmerged. Instead, a new employee record must be created and then re-linked to the employee's associated POS employee record. Learn more about unmerging employees by editing POS employee records here.