Employees Page

09 Aug 2024
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Employees Page

Updated on 09 Aug 2024
7 Minutes to read

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Employee records and the Employees page in Smart Ops are being updated throughout Q3 and Q4 of 2024. This article is for the updated version of the Employees page. For the legacy version of the Employees page, please refer to the legacy Employees page documentation.
For more information on the layout and features of the Employees page (Classic), please refer to the Classic Employees Page article.
The updated Employees page is only available when Workforce Payroll is enabled or when the updated employee record for Smart Ops is enabled. The updated employee record for Smart Ops is in beta. Contact your CSM to learn more.

The Employees page is where all active and inactive employees are listed. Here, users can review employee details, create new employee records, grant employees app access, merge employee records, and change employees' inactive status. If Workforce Payroll is enabled, users can also onboard employees to payroll here. Learn more about employees within R365 here.

The employee record for each employee can be opened in a sidesheet on this page. Learn more about employee records.

Security

Employees page permissions are found in the permission tree as follows:

Labor
- Employees
  - View Employees
    Users without this permission will not be able to access the Employees page.
  - Edit Employees
  - Can Grant/Remove Employee’s App Access in R365
  - Create Employees
  - Merge Employees
  - Delete Employees
  - Basic Info
    - View Onboarding Status
- Payroll
  - Add to Payroll
  - Exclude from Payroll
    - View Exclude from Payroll

These permissions can be added to custom user roles or individual users. The Permission Access report can be used to determine which user roles or users already have these permissions assigned. For more information, see User Setup and Security.

Users will only see employees who are associated with the locations that the user has access to. Employees who are not associated with any locations will be displayed for all users.

Navigation

The Employees page is found under Team in the Smart Ops and Workforce left navigation menu.

Employees Page Buttons

	Button/Field	Description
1	Search	Filters the Employees grid for the entered text.
2	Quick Filters (Workforce Payroll)	Filters the Employees grid based on hire date and payroll status. Quick filters are only displayed when Workforce Payroll is enabled. Recently Hired - Filters for all employees whose hire date is in the last 14 days. Currently Onboarding - Filters for only employees with the payroll status of 'Onboarding'. Active in Payroll - Filters the Employees grid for all employees who have completed their payroll onboarding for one or more payroll companies.
3	View ## Proposed Merges	Opens the Proposed Merges wizard, which walks the user through merging or ignoring employee records that have been identified by the system as being potential duplicates. The number of unresolved proposed merges is displayed on the button and is refreshed when the Employees page is refreshed. Learn more about merging employee records here.
4	+ Add Employee Button	Opens a new Employee Record.
5	Smart Grid Controls	From the Employees grid, users can perform the following actions: - Save/edit table views. - Filter column information. - Rearrange table columns. - Export the table to a .csv file. - Refresh the table. Learn more about working with Smart Grids here.
6	Bulk Edit Checkbox	Selects the associated employee and opens the bulk edit menu.
7	Employee Record	Clicking on a row will open the associated Employee Record in a sidesheet.

Employees Page Columns

Smart Ops and Workforce Payroll Columns

The Employees grid has the following columns for both Smart Ops and Workforce Payroll:

Column Title	Description
Name	First name and last name of the employee.
Email	Personal email address of the employee.
Hire Date	Date the employee was hired.
Primary FLSA Status	Employee's FLSA status; 'Exempt' or 'Nonexempt'.
Primary Location	Lists the location associated with the employee's primary job.
Departments	Lists all departments associated with jobs assigned to the employee.
Jobs	Lists all jobs assigned to the employee.
Employment Status	The employment status of the employee: Active - The employee is actively employed. Separated - The employee has been separated from all legal entities and is no longer employed. Leave - The employee is on a leave of absence.
Employment Type	Part-time or full-time.
App Access	Indicates if the employee has been granted access to their personal R365 account to review payroll and scheduling information.
Employee ID	System-generated unique ID for the employee.
Address 1	First line of the employee's address.
Address 2	Second line of the employee's address.
City	City for the employee's address.
State	State for the employee's address.
Zip	Postal zip code for the employee's address.
Personal Phone	Employee's 'Personal Phone Number' from their Basic Info tab.
Payroll ID / Legacy Payroll ID	The employee's payroll ID used in third-party payroll systems. When Workforce Payroll is enabled, this field is labeled as 'Legacy Payroll ID'
Birthday	Employee's 'Birthday' from their Basic Info tab.
Created By	User who created the employee record.
Created On	Date employee record was created.
Modified By	User who last modified the employee record.
Modified On	Date employee record was last modified.

Smart Ops Columns

The Employees grid has the following additional columns when Workforce Payroll is not enabled:

Column Title	Description
Inactive	Indicates if the employee record has been marked as inactive. Learn more about marking employees as inactive here.
POS ID	The ID for a linked POS employee record as provided by the POS.
Break Waiver	Indicates if the employee has a break waiver on file. This setting is used when calculating for Break rules.

Workforce Payroll Columns

The Employees grid has the following additional columns when Workforce Payroll is enabled:

Column Title	Description
Payroll Status	The employee's status for payroll. Learn more about payroll statuses here. N/A - None of the employee's jobs are associated with locations associated with a legal entity enabled for payroll. Not Active - The employee has not been onboarded to payroll and requires attention before they will be included in pay runs. The employee will be available for scheduling. Onboarding - The employee has been onboarded to payroll for all legal entities on their employee record and is in the process of completing their onboarding. # of # - The first number indicates the number of legal entities associated with payroll companies where the employee has been onboarded. The second number indicates the total number of legal entities associated with payroll companies on the employee’s employee record. Active - The employee is onboarded to payroll for all legal entities present on their employee record and they will be included in pay runs for all legal entities on their employee record. Separated - The employee has been separated from all payroll companies associated with the legal entities on their employee record. Excluded - The employee is excluded from payroll and will not be included in any pay runs. *Note:* Payroll statuses do not impact the employee's availability for scheduling.
Paperless Tax Statements	Indicates if the employee has elected to only receive paperless tax statements.
Job Code (Primary Job)	Code of the employee's primary job, as found on the associated job record.
Hourly Pay Rate (Primary Job)	Hourly pay rate of the employee's primary job. Hourly pay rate is only displayed if the employee's primary job is hourly.
Annual Salary (Primary Job)	Annual salary of the employee's primary job. Annual salary is only displayed if the employee's primary job is salary.

Bulk Edit

Selecting one or more employees will open the Bulk Edit menu.

Bulk Edit Actions

	Action	Description
1	Merge	Click the merge iconto merge the selected Employee Records. Merging will combine the selected Employee Records into a single Employee Record. Learn more about merging employees within Workforce here. If Workforce Payroll is enabled, only one employee that has been onboarded to payroll can be included in the merge. If more than one of the selected employee records is associated with an employee that has been onboarded to payroll, the merge will be halted.
2	Action Menu	Click the menu iconto open the Action menu with the following action options: Add App Access Click to send an invite email to the employee's email address to create their account and access the R365 Mobile App. App access is required to add an employee to Workforce Payroll. Without app access, the employee will not be able to access the Employee Self-Service Portal. Learn more about employee app access here. Remove App Access This will remove the employee's access to the R365 Mobile App. Without app access, the employee will not be able to access the Employee Self-Service Portal. Learn more about employee app access here. Make Inactive Makes the employee record ‘Inactive' and remove the employee’s access to the system. If an employee has been assigned to any future or unpublished shifts, making that employee Inactive will undo the assignment, and the shifts will be updated to 'Unassigned'. Make Active Makes the employee record 'Active'. Active employees will have access to the system and be available in the Scheduling module. Onboard Initiates the onboarding to payroll process for the selected employees. Only employees onboarded to payroll can be paid through payroll. Onboarding an employee to payroll will activate the payroll-specific tabs on their Employee Record and send an invite to the employee to begin the onboarding process, including setting up tax information and direct deposit. Learn more about onboarding employees to payroll here. Onboard is only displayed when Workforce Payroll is enabled. Assign Accrual Rule Click to assign PTO accrual rules to the selected employees. This option is only displayed when PTO Accruals is enabled.
3	X Button	Click to close the bulk edit menu and deselect the selected employees.

Action

Description

Merge

Click the merge iconto merge the selected Employee Records.

Merging will combine the selected Employee Records into a single Employee Record. Learn more about merging employees within Workforce here.

If Workforce Payroll is enabled, only one employee that has been onboarded to payroll can be included in the merge. If more than one of the selected employee records is associated with an employee that has been onboarded to payroll, the merge will be halted.

Action Menu

Click the menu iconto open the Action menu with the following action options:

Add App Access

Click to send an invite email to the employee's email address to create their account and access the R365 Mobile App.

App access is required to add an employee to Workforce Payroll. Without app access, the employee will not be able to access the Employee Self-Service Portal.

Learn more about employee app access here.

Remove App Access

This will remove the employee's access to the R365 Mobile App.

Without app access, the employee will not be able to access the Employee Self-Service Portal.

Learn more about employee app access here.

Make Inactive

Makes the employee record ‘Inactive' and remove the employee’s access to the system. If an employee has been assigned to any future or unpublished shifts, making that employee Inactive will undo the assignment, and the shifts will be updated to 'Unassigned'.

Make Active

Makes the employee record 'Active'. Active employees will have access to the system and be available in the Scheduling module.

Onboard

Initiates the onboarding to payroll process for the selected employees. Only employees onboarded to payroll can be paid through payroll.

Onboarding an employee to payroll will activate the payroll-specific tabs on their Employee Record and send an invite to the employee to begin the onboarding process, including setting up tax information and direct deposit.

Learn more about onboarding employees to payroll here.

Onboard is only displayed when Workforce Payroll is enabled.

Assign Accrual Rule

Click to assign PTO accrual rules to the selected employees.

This option is only displayed when PTO Accruals is enabled.

X Button

Click to close the bulk edit menu and deselect the selected employees.

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What's Next

Employee Record

Table of contents

Security
Navigation
Employees Page Buttons
Employees Page Columns
Bulk Edit