AllianceHCM Integration Overview

The AllianceHCM employee management integration syncs employee data between AllianceHCM and Restaurant365. Employee records in Restaurant365 are created and updated using job and location data managed in AllianceHCM.

Before employee data can be synced, legal entities, locations, and jobs must be mapped between AllianceHCM and Restaurant365. In AllianceHCM, locations and jobs are identified through cost center configuration.

AllianceHCM payroll functionality is not included in this integration.

This article covers Alliance-specific integration behavior. General concepts such as manual vs automatic sync and overall integration setup are documented in the Employee HR Management Integrations Overview.

AllianceHCM Integration Setup and Maintenance

Connecting to AllianceHCM

Connecting an AllianceHCM integration requires AllianceHCM credentials and an API key. AllianceHCM integrations are connected from the AllianceHCM Integration Connection page.

Initial Mapping

The AllianceHCM integration requires record mappings to be completed in the following order:

Learn more about the initial manual mapping process.

AllianceHCM locations and jobs are identified based on the AllianceHCM cost centers selected during legal entity mapping. This selection determines which locations and jobs are available to map in R365.

Ongoing Maintenance

After initial mapping, automatic sync handles most ongoing updates as AllianceHCM data changes. Periodic review is recommended to ensure employee and job data remains accurate, and manual mapping remains available when locations, jobs, or employees need to be updated.

Learn more about maintaining an employee HR management integration.

AllianceHCM → R365 Data Sync

Legal Entities

AllianceHCM legal entities must be mapped to legal entities in Restaurant365 before any other records can be mapped.

During legal entity mapping, the cost centers associated with locations and jobs are defined for each legal entity.

Learn more about mapping legal entities.

AllianceHCM Cost Centers

AllianceHCM provides five configurable cost center fields (CC1–CC5). Each organization can use these fields differently, depending on how its HR data is structured.

For the Restaurant365 integration, two of these cost centers must be identified:

The cost center used to represent locations
The cost center used to represent jobs

Once these cost centers are defined during legal entity mapping, Restaurant365 uses them to determine how locations and jobs are mapped and to keep employee records in sync.

Locations

AllianceHCM locations are mapped to R365 location records.

Not all locations need to be mapped. Only mapped Restaurant365 locations sync jobs and employees from AllianceHCM.

AllianceHCM locations are identified based on the cost center selected for locations during legal entity mapping. This selection determines which locations are available to map in R365.

Learn more about mapping locations.

Jobs

AllianceHCM jobs are mapped to R365 job records.

Jobs in both systems are location-specific. Locations must be mapped before jobs can be mapped.

AllianceHCM jobs are identified based on the cost center selected for jobs during legal entity mapping. This selection determines which jobs are available to map in R365.

Job mapping restrictions:

AllianceHCM jobs can only be mapped to Restaurant365 jobs associated with the same mapped location.
Each AllianceHCM job is mapped to a single Restaurant365 job.
A Restaurant365 job can be mapped to multiple AllianceHCM jobs.

Mapping multiple AllianceHCM jobs to a single Restaurant365 job consolidates distinct AllianceHCM job records into one Restaurant365 job. This will cause conflicts when payroll data is sent to AllianceHCM through the Alliance Payroll integration.
To ensure accurate payroll data exchange, AllianceHCM jobs and Restaurant365 jobs must be mapped one to one.

Learn more about mapping jobs.

Job sync details:

Job auto-matching is based on job code and job name.
Job codes are updated on mapped Restaurant365 job records.
Job titles are not updated during sync.

Employees

AllianceHCM employees are mapped to R365 employee records. When data is synced, mapped Restaurant365 employee records are updated with changes from AllianceHCM. (See table below)

When automatic sync is enabled, new employee records are created in Restaurant365 for AllianceHCM employees that do not already have a matching record.

Employees are matched based on:

Payroll ID
Email Address
Phone Number
First + Last Name

Learn more about mapping employees.

Employee App Access

When R365 employee records are automatically created through the AllianceHCM integration, app access is automatically enabled.

Employee Data Fields

AllianceHCM Data	Required to Create Employee	Updated on Sync	Notes
First Name	Yes	No	Stored on creation only; not updated on sync.
Last Name	Yes	No	Stored on creation only; not updated on sync.
Locations	Yes	Yes	All locations associated with an employee in AllianceHCM are added to the R365 employee record. If a location is removed from the AllianceHCM employee, it will be removed from the R365 employee record. When the location of the employee’s primary job changes in AllianceHCM, all other jobs and locations are removed from the R365 employee record.
Email Address	Yes	Yes	Email addresses are set based on the data provided by AllianceHCM. If an employee does not have an email address, there will be an error on the sync and the employee will not be created in R365. If an email address is added to the employee in AllianceHCM, the following sync should result in employee creation.
AllianceHCM Employee ID	No	No	Brought into R365 as the employee’s Payroll ID. To reduce the risk of duplicate employee records, the Payroll ID in the POS must match the Employee ID in AllianceHCM.
Active Status	No	Yes	Only records that are active in AllianceHCM are synced to R365. If a mapped employee’s status changes from active to inactive in AllianceHCM, that employee will be inactivated in R365. If a mapped employee’s status changes from inactive to active in AllianceHCM, that employee will be reactivated in R365; however, app access will not be automatically reinstated.
Hire Date	No	No	Stored on creation only; not updated on sync.
Jobs	No	Yes	All jobs associated with an employee in AllicanceHCM which have been mapped to corresponding R365 job are added to the R365 employee record. If a job is removed from the AllianceHCM employee, it will be removed from the R365 employee record.
Pay Rates	No	Yes	The pay rate is set based on the data provided by AllianceHCM. If an employee does not have a pay rate value in AllianceHCM, the pay rate will default to $0 in R365.
Address	No	Yes	Includes: Street Address City State Postal Code Country
Birthday	No	No	Stored on creation only; not updated on sync.

Employees must have an email address in AllianceHCM to be created in R365. If the email address field is blank, the sync will fail and the employee will not be created until an email address is added in AllianceHCM.