Employee HR management integrations use data from an external HR system to create and maintain employee records in Restaurant365. These employee records support workforce-related processes across the platform.
To keep employee records accurate, the integration relies on related records that are linked between the HR system and Restaurant365:
Jobs must be matched so employee records can be assigned the correct jobs based on HR data.
Locations must be matched so employees and jobs are associated with the correct locations in R365.
Legal entities must be matched for integrations that use legal entities to identify locations.
This article reviews the concepts and requirements that apply to all employee HR management integrations.
See the integration overview for each supported HR system for system-specific details:
Netchex
Manual vs Automatic Data Sync
Employee HR management integrations support both manual and automatic data synchronization. The selected sync mode controls how records are reviewed, created, and linked between the HR system and Restaurant365. The sync mode is configured on the Integration Connection screen.
Manual sync is commonly used during initial setup or when adding new legal entities or locations. Automatic sync reduces ongoing manual maintenance once setup is complete.
Regardless of the sync method, previously linked employee and job records are updated with any changes each time data is synced.
Manual Sync
Manual Data Sync Mode
When an Employee HR management integration is set to manual, data synchronization must be initiated by a user. In this mode, employee and job records are mapped and created manually, giving full control over how records are linked between the HR system and Restaurant365.
Manual sync is typically used during initial setup or when structural changes are required, such as adding new legal entities or locations.
How manual sync works:
Data syncs only when a user manually initiates the sync.
Employee and job records must be manually mapped between the HR system and Restaurant365.
If required records do not exist in Restaurant365, they must be manually created before they can be mapped.
Manual Review of Auto-Matched Records
When the integration is set to manual, system-identified matches for employees and jobs are presented as suggestions. These suggested matches appear on the mapping screens but are not applied until the user clicks Save.
When Save is clicked, all displayed suggested matches are committed at once.
Learn more about manual mapping and reviewing auto-matched records.
Automatic Sync
Automatic Data Sync Mode
When set to automatic, data synchronization runs without manual initiation. Automatic sync reduces ongoing manual maintenance after initial setup is complete.
When the sync frequency is set to Auto, data syncs automatically on a defined schedule. Supported schedules include once per day or recurring intervals of 2, 4, 8, or 12 hours. During automatic syncs, employee and job data will be automatically matched and updated.
The following record types will still require manual mapping:
Legal Entities (AllianceHCM and UKG)
Automatic Linking of Auto-Matched Records
When automatic sync is enabled, system-identified matches for employees and jobs are automatically linked during the sync process. These matches are applied without manual review.
Automatic Creation of Employees
When an employee HR management integration is set to automatic sync, new employees from the HR system are automatically created in Restaurant365 if they cannot be matched to an existing employee record.
An email address (primary or alternate) is required for employee creation.
Automatic Creation of Jobs
By default, jobs that cannot be automatically mapped are not created in R365 and must be added manually.
To allow unmatched jobs to be created during automatic sync, enable the Auto Create Job setting on the Integrations Connection page.
Manually Initiated Syncs in Automatic Mode
When an employee HR management integration is set to automatic, users can manually initiate a sync outside of the scheduled sync times. Manually initiated syncs run the same process as scheduled syncs and can take a significant amount of time to complete.
If a manual sync is initiated while a sync is already in progress, or when a scheduled sync occurs, the current sync is restarted.
After the sync completes, a confirmation window displays the following information:
Number of employees mapped to Restaurant365 records
Number of employees created in Restaurant365
An expandable list of employees that encountered errors during the sync
Employee HR Management Integration Setup & Maintenance
Connection Admin
To connect an employee HR management integration, a connection admin must be assigned. The connection admin will have access to edit the connection and map synced data, as well as receive notifications related to the integration and automatically-created records.
Only users with access to all locations and the following permission can be assigned as the connection admin:
Administration → Integrations → 3rd Party HR Admin
Employee Master
When an employee HR management integration is enabled, the Employee Master setting in R365 system preferences must be set to ‘R365’, ensuring that the HR system data is treated as the source of truth.
Initial Mapping (Manual Sync)
Employee HR management integrations require an initial mapping of records to establish how data from the HR system aligns with records in Restaurant365. These mappings must be completed in a specific order to ensure that dependent records can be linked correctly.
Initial mapping is completed in the following order:
Legal Entities (AllianceHCM and UKG only)
After initial mapping is complete, automatic sync is typically enabled to reduce ongoing manual maintenance.
When new locations are added, the integration is commonly switched back to manual so initial mapping for the location’s jobs and employees can be completed. Legal entities and locations always require manual mapping.
Learn more about the manual initial mapping process.
Ongoing Maintenance (Automatic Sync)
During ongoing maintenance with automatic sync enabled, most record updates are handled automatically. Periodic review is recommended to ensure data remains accurate.
Requires manual attention
Jobs must be created manually when unmatched jobs are introduced, unless the Auto Create Job setting is enabled.
Automatically maintained
Employee records are matched and updated as HR system data changes.
Employee records are created automatically when unmatched employees are identified.
Job records are matched automatically to existing Restaurant365 jobs.
To reduce the risk of duplicate employee records, the Payroll ID in the POS must match the Payroll ID in the HR system.
Manual mapping remains available and can be used at any time if records need to be reviewed, corrected, or updated. Learn more about maintaining integration mapping with automatic sync enabled.
Locations and legal entities always require manual mapping. When adding or updating legal entities or locations, switch the integration to manual mode to ensure that initial mapping for associated jobs and employees is completed before automatic updates take effect.
Employee HR Management Integration Screens and Notifications
Connection Screen
An integration’s Connection screen is accessed from the Integrations page. Here, users can connect the integration, view and edit the integration settings, open the Mapping screen, and disconnect the integration.
Mapping Screen
An integration’s Mapping screen contains the mapping settings for legal entities, locations, jobs, and employees. From this screen, users can view and edit mappings, manually create new job and employee records, and review sync history.
Connection Admin Notifications
The connection admin will receive notifications related to the integration and automatically-created records.
Notifications include the following information:
Employees created
Employees updated
Employees automapped
Jobs created
Jobs updated
Jobs automapped
Locations that could not sync data
Any creation / update failures
Reasons for failures