--- title: "AllianceHCM Integration Overview" slug: "alliance-hcm-integration-overview" description: "AllianceHCM HR integration with R365: supported data sync types and configuration overview." updated: 2026-03-11T21:28:32Z published: 2026-03-11T21:28:32Z canonical: "docs.restaurant365.com/alliance-hcm-integration-overview" --- > ## 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. # AllianceHCM Integration Overview The **AllianceHCM** [employee management integration](/doc/docs/overview-style-guide) 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](/doc/docs/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](/doc/docs/employee-hr-management-integrations-overview). --- ## AllianceHCM Integration Setup and Maintenance ****Connecting to AllianceHCM**** [Connecting an AllianceHCM integration](/doc/docs/connect-an-alliance-hcm-integration) requires AllianceHCM credentials and an API key. AllianceHCM integrations are connected from the [AllianceHCM Integration Connection page](/doc/docs/hr-management-integration-connection-page). ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-OMRVXUQ6.png?sv=2026-02-06&spr=https&st=2026-11-13T00%3A56%3A40Z&se=2026-11-13T01%3A56%3A40Z&sr=c&sp=r&sig=lBt9icJzbeJE9nk7JcJi00EdnOLKc7coUoOt6Pq7qoA%3D) ****Initial Mapping**** The AllianceHCM integration requires record mappings to be completed in the following order: 1. [Legal Entities and Cost Centers](/doc/docs/map-legal-entities-hr-management-integration) 2. [Locations](/doc/docs/map-locations-rh-management-integration) 3. [Jobs](/doc/docs/map-jobs-hr-management-integration) and [Employees](/doc/docs/map-employees-hr-management-integration) Learn more about the [initial manual mapping process](/doc/docs/initial-mapping-employee-hr-management-integrations). > 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](/doc/docs/maintaining-employee-hr-management-integrations). --- ## 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](/doc/docs/map-legal-entities-hr-management-integration). ****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](/doc/docs/legal-entities-location-record). Only **open** AllianceHCM locations are available to map. If an AllianceHCM location has a ‘Date Closed’ value matching the current date or earlier, that location will not appear on the integration mapping page. Not all locations need to be mapped. Only mapped R365 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](/doc/docs/map-legal-entities-hr-management-integration). ****Jobs**** AllianceHCM jobs are mapped to R365 [job records](/doc/docs/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. > [!CAUTION] > 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](/doc/docs/map-jobs-hr-management-integration). **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. ****Base Rate vs Multi-Rate**** By default, the AllianceHCM HR integration supports employee configurations with a single Base pay rate. When employees are configured with multiple pay rates in Alliance, the Multi-Rate toggle on the [Connection page](/doc/docs/hr-management-integration-connection-page#connection-page-buttons-fields) sets the integration to ignore the Base rate and instead bring over all other rates. This requires specific configuration within AllianceHCM to import correctly: - Any Cost Center (1-5) can be used to represent jobs - For every job in the Cost Center, the associated Rate Code must be entered **exactly** in **Custom Text Field 3** - Example: An employee has the Rate Codes ‘Server - 2’ and ‘Host - 3’ - The Rate Code ‘Server - 2’ must be entered in the Custom Text Field 3 on the associated server job - The Rate Code ‘Host - 3’ must be entered in the Custom Text Field 3 on the associated host job - There must only be 1 Rate Code per job - Example: One employee has the Rate Code ‘BOH - 4’ while another has a higher rate for ‘BOH Lead - 5’ - The Rate Code ‘BOH - 4’ must be entered in the Custom Text Field 3 on the associated BOH job - The Rate Code ‘BOH Lead - 5’ must be entered in the Custom Text Field 3 on a separate BOH Lead job - The default 12/31/2100 ‘End Date’ for each Rate Code **must** remain unchanged ****Employees**** AllianceHCM employees are mapped to [R365 employee records](/doc/docs/employee-record). When data is synced, mapped R365 employee records are updated with changes from AllianceHCM. ([See table below](/doc/docs/clone-alliancehcm-integration-overview#employee-data-fields)) When automatic sync is enabled, new employee records are created in R365 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](/doc/docs/map-employees-hr-management-integration). ****Employee App Access**** When R365 employee records are automatically created through the AllianceHCM integration, [app access](/doc/docs/employee-app-access2) 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](/doc/docs/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. > [!WARNING] > 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](/doc/docs/employee-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. Learn more about [Base Rate vs Multi-Rate configurations above](/doc/docs/alliance-hcm-integration-overview#alliancehcm-→-r365-data-sync). | | 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.