--- title: "Add an Employee to R365 Time Clock" slug: "add-an-employee-to-r365-timeclock" description: "Add an employee to R365 Time Clock by setting their 6-digit clock ID on the employee record and guiding them through first-time passcode setup." updated: 2026-06-15T16:08:41Z published: 2026-06-15T16:08:41Z canonical: "docs.restaurant365.com/add-an-employee-to-r365-timeclock" stale: true --- > ## 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. # Add an Employee to R365 Time Clock Configuring an employee’s **time clock ID** on their **employee record** enables punching in and out using the **R365 Time Clock**. The assigned ID works on all configured time clock devices at locations associated with the employee. After the time clock ID is added, the employee is prompted to set a **passcode** the first time they access the time clock. This passcode functions on all configured time clock devices at locations associated with the employee. Once the passcode is set, it can be [reset](/doc/docs/reset-a-timeclock-passcode) with management assistance on time clock devices. --- ## Security Users must have the following permissions to configure an employee for R365 Time Clock. Labor → Time Clock → Timeclock Users - View Timeclock Users - Edit Timeclock Users - Create Timeclock Users These permissions can be added to [custom user roles](https://restaurant365.us.document360.io/doc/docs/custom-user-roles) or [individual users](https://restaurant365.us.document360.io/doc/docs/users-overview-and-security). The [Permission Access report](https://restaurant365.us.document360.io/doc/docs/generating-a-permissions-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](/doc/docs/user-setup-security-and-location-access). --- ## Configure an Employee’s Time Clock ID Follow these steps to configure an employee’s time clock ID: *Click steps to expand for additional information and images.* ****1)** Navigate to the desired employee’s [**employee record**](/doc/docs/employee-record)**.**** Navigate to employee records with the [R365 global search bar](/doc/docs/r365-search): 1. Enter all or part of the **employee’s** **name** or **email address** in the global search bar. 2. Select the employee from the results list. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-1745007955784.png?sv=2026-02-06&spr=https&st=2026-10-28T17%3A09%3A15Z&se=2026-10-28T18%3A09%3A15Z&sr=c&sp=r&sig=YPRv1KJxqNOidoyhuvqexXKF2BF8OqbxQKhAr8CWXss%3D) ****2)** Open the **Basic Info** tab, then scroll to the **Time Clock** section.** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-IVPALPJ7.png?sv=2026-02-06&spr=https&st=2026-10-28T17%3A09%3A15Z&se=2026-10-28T18%3A09%3A15Z&sr=c&sp=r&sig=YPRv1KJxqNOidoyhuvqexXKF2BF8OqbxQKhAr8CWXss%3D) ****3)** Enter the desired **time clock user ID** number.** Time clock IDs must be **unique numeric values** consisting of exactly **6 digits**. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-Q8MOKSLC.png?sv=2026-02-06&spr=https&st=2026-10-28T17%3A09%3A15Z&se=2026-10-28T18%3A09%3A15Z&sr=c&sp=r&sig=YPRv1KJxqNOidoyhuvqexXKF2BF8OqbxQKhAr8CWXss%3D) ****4) Save** the employee record.** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-LTUSM5DT.png?sv=2026-02-06&spr=https&st=2026-10-28T17%3A09%3A15Z&se=2026-10-28T18%3A09%3A15Z&sr=c&sp=r&sig=YPRv1KJxqNOidoyhuvqexXKF2BF8OqbxQKhAr8CWXss%3D) --- ## Set an Employee’s Passcode Follow these steps to initially set an employee’s passcode: *Click steps to expand for additional information and images.* ****1)** Open the **Time Clock app** on the device used at the employee’s work location.** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-9CYQLTAU.png?sv=2026-02-06&spr=https&st=2026-10-28T17%3A09%3A15Z&se=2026-10-28T18%3A09%3A15Z&sr=c&sp=r&sig=YPRv1KJxqNOidoyhuvqexXKF2BF8OqbxQKhAr8CWXss%3D) [https://timeclock.restaurant365.com](https://timeclock.restaurant365.com) Learn more about [managing time clock devices](/doc/docs/configure-a-timeclock-device). ****2)** Provide the employee with their **time clock ID** and have them enter it on the device.** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-GZ0QJWMR.png?sv=2026-02-06&spr=https&st=2026-10-28T17%3A09%3A15Z&se=2026-10-28T18%3A09%3A15Z&sr=c&sp=r&sig=YPRv1KJxqNOidoyhuvqexXKF2BF8OqbxQKhAr8CWXss%3D) ****3)** Have the employee enter a **4-digit passcode** of their choice.** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-QH2358LD.png?sv=2026-02-06&spr=https&st=2026-10-28T17%3A09%3A15Z&se=2026-10-28T18%3A09%3A15Z&sr=c&sp=r&sig=YPRv1KJxqNOidoyhuvqexXKF2BF8OqbxQKhAr8CWXss%3D) ****4)** Have the employee **confirm their passcode**.** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-DG2MYDZ2.png?sv=2026-02-06&spr=https&st=2026-10-28T17%3A09%3A15Z&se=2026-10-28T18%3A09%3A15Z&sr=c&sp=r&sig=YPRv1KJxqNOidoyhuvqexXKF2BF8OqbxQKhAr8CWXss%3D) ****5)** After the passcode is set, the employee is prompted to enter it again to access time clock functions, such as clocking in or out.** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-E6EW0688.png?sv=2026-02-06&spr=https&st=2026-10-28T17%3A09%3A15Z&se=2026-10-28T18%3A09%3A15Z&sr=c&sp=r&sig=YPRv1KJxqNOidoyhuvqexXKF2BF8OqbxQKhAr8CWXss%3D) A database entry that contains detailed info about an employee, including personal details and employment history. Restaurant365 Access rights granted to users or user roles that dictate what actions they can perform within the system.