--- title: "Create Employee Records" slug: "create-employee-records" description: "Create employee records automatically via POS, manually in R365, or from the Hire module. Includes manual creation steps." updated: 2025-08-26T16:58:44Z published: 2025-08-26T16:58:44Z canonical: "docs.restaurant365.com/create-employee-records" --- > ## 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. # Create Employee Records ## About Creating Employee Records Employee records are created in the following ways: 1. Automatically through the POS Integration. 2. Manually in R365. 3. [Populated from Hire](/doc/docs/r365-hire-populating-employee-records-into-workforce) as part of the hiring process. ### **Employee Records Created Through the POS Integration** Employee records are **automatically** created for each employee in polled POS data. For most organizations using the Scheduling module, it is **recommended** to create employee records through the POS integration. This reduces the frequency that employee records must be merged. ### **Employee Records Created in R365 Before the POS** Often, before an employee begins work, an employee record is manually created in R365 as part of the employee's onboarding process. This allows them to be added to the schedule and payroll before they are present in POS data. When that employee begins work and first appears in POS data, an additional employee record will be automatically created for that employee and a [**merge**](/doc/docs/merge-employee-records) **will be required**. For organizations with R365 Payroll enabled, it is recommended to create the employee record in R365 before the POS. This allows the employee to participate in [Workforce onboarding](/doc/docs/workforce-onboarding-an-employee-to-r365-payroll) prior to starting work. Employee records are manually created on the [Employees page](/doc/docs/employees-page). --- ## **Manually Create an Employee Record** Follow these steps to manually create an employee record: | **1** | Click the **+Create** button in the top right corner of the [Employees page](/doc/docs/employees-page). A 'New Employee Record' sidesheet will then open with multiple tabs to be filled out with the new employee's information. | **![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/create-employee-records-image-17hjmypp.png?sv=2026-02-06&spr=https&st=2026-11-01T09%3A36%3A53Z&se=2026-11-01T10%3A36%3A53Z&sr=c&sp=r&sig=XEyDfT2h%2FNkuSs%2BgAuOaifVvazdZu7l1U3P5qX7puDg%3D)** | | --- | --- | --- | | **2** | On the [Basic Info tab](/doc/docs/employee-records-basic-info-tab), then enter employee details for **required fields**: - First Name - Personal Email If **R365 Payroll** is enabled, the following additional fields are **required**: - Last Name | ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/create-employee-records-image-j69c3v5x.png?sv=2026-02-06&spr=https&st=2026-11-01T09%3A36%3A53Z&se=2026-11-01T10%3A36%3A53Z&sr=c&sp=r&sig=XEyDfT2h%2FNkuSs%2BgAuOaifVvazdZu7l1U3P5qX7puDg%3D) | | **3** | On the Employment tab, enter employee details for **required fields**: - Primary Location If **R365 Payroll** is enabled, the following additional fields are **required**: - Hire Date - Employment Type - FLSA Status - Status | ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/create-employee-records-image-t3imz4yj.png?sv=2026-02-06&spr=https&st=2026-11-01T09%3A36%3A53Z&se=2026-11-01T10%3A36%3A53Z&sr=c&sp=r&sig=XEyDfT2h%2FNkuSs%2BgAuOaifVvazdZu7l1U3P5qX7puDg%3D) | | **4** | Review all tabs and enter any **additional employee details** (optional): - [Basic Info](/doc/docs/employee-records-basic-info-tab) - [Employment](/doc/docs/employee-record-employment-tab) - [Time](/doc/docs/employee-record-time-tab) - [Schedule](/doc/docs/schedule-tab) - [Time Off](/doc/docs/employee-record-time-off-tab) - [Certifications](/doc/docs/employee-records-certifications-tab) - [Integrations](/doc/docs/employee-record-integrations-tab) > When initially creating an employee record, the Jobs section of the Employment Info tab will not be present. > If R365 Payroll is enabled, the following tabs will not be present until the [employee has been onboarded to payroll](/doc/docs/workforce-onboarding-an-employee-to-r365-payroll): > > - Payroll > - Taxes > - Documents | ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/create-employee-records-image-ahk6umy3.png?sv=2026-02-06&spr=https&st=2026-11-01T09%3A36%3A53Z&se=2026-11-01T10%3A36%3A53Z&sr=c&sp=r&sig=XEyDfT2h%2FNkuSs%2BgAuOaifVvazdZu7l1U3P5qX7puDg%3D) | | **5** | Click **Save.** | ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/create-employee-records-image-ezxgn8y3.png?sv=2026-02-06&spr=https&st=2026-11-01T09%3A36%3A53Z&se=2026-11-01T10%3A36%3A53Z&sr=c&sp=r&sig=XEyDfT2h%2FNkuSs%2BgAuOaifVvazdZu7l1U3P5qX7puDg%3D) | | **6** | Return to the Employment tab, then [**add the employee's jobs**](/doc/docs/employee-records-adding-and-editing-jobs) in the Jobs section. (Optional) > Employees can only be scheduled for jobs present in the Jobs section. | ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/create-employee-records-image-y9ctv31r.png?sv=2026-02-06&spr=https&st=2026-11-01T09%3A36%3A53Z&se=2026-11-01T10%3A36%3A53Z&sr=c&sp=r&sig=XEyDfT2h%2FNkuSs%2BgAuOaifVvazdZu7l1U3P5qX7puDg%3D) | | **7** | Click **Save**. | | --- ## **Exclude from R365 Payroll** If the employee being added will not be used for R365 Payroll, they can be excluded from payroll. Excluding an employee from payroll will reduce the required fields to only First Name and Personal Email. This setting is found on the [Basic Info tab](/doc/docs/employee-records-basic-info-tab) in the Access section. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/create-employee-records-image-b4rxo3xs.png?sv=2026-02-06&spr=https&st=2026-11-01T09%3A36%3A53Z&se=2026-11-01T10%3A36%3A53Z&sr=c&sp=r&sig=XEyDfT2h%2FNkuSs%2BgAuOaifVvazdZu7l1U3P5qX7puDg%3D) > The employee must be onboarded to payroll in order to be paid through R365 Payroll. Excluded employees cannot be onboarded to payroll until this setting is removed and the required fields are completed. POS (Point of Sale) A system used by businesses to process sales transactions and manage customer payments. Connected to R365 through a [POS integration](/doc/docs/pos-integration-overview). The process of connecting different systems or software applications to work together seamlessly. Restaurant365 A database entry that contains detailed info about an employee, including personal details and employment history.