---
title: "Employee Records"
slug: "employee-record"
description: "Comprehensive reference for all employee record tabs including Summary, Basic Info, Employment, Time, Schedule, and Payroll tabs."
updated: 2026-09-28T08:00:00Z
published: 2026-09-28T08:00:00Z
canonical: "docs.restaurant365.com/employee-record"
---

> ## 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.

# Employee Records

> Employee records and the Employees page are being rolled out in phases. This article is for the updated version of employee records. For the legacy version of employee records, please refer to the [Legacy Employee Records article](/doc/docs/legacy-employee-record-1). For more information on the layout and features of the classic employee record, please refer to the [Classic Employee Records article](/doc/docs/classic-employee-record).
> 
> 
> 
> The updated employee record is only available when R365 Payroll is enabled or when the [updated employee record](/doc/docs/employee-record-2024-update) is enabled. The updated employee record is in beta. Contact a CSM to learn more.

Employee records store all identification, contact, employment, and payroll information for each employee in R365. Learn more about [employees in R365 here](/doc/docs/employees).

For information about the general process for **adding new employees in R365**, please see the [New Employee Checklist](/doc/docs/new-employee-checklist).

If 'POS' was set as the organization's [**employee master**](/doc/docs/employee-master), certain fields will be updated nightly with data from the POS system.

> [!NOTE]
> The following fields are synced from the POS when POS is set as the employee master: First Name, Middle Name, Last Name, Address 1, Address 2, City, State, Zip Code, Phone Number, Email Address, POS ID, Hire Date, and Payroll ID. Manual edits to these fields are overwritten during the nightly sync. For more details, see the [Employee Master article](/doc/docs/employee-master).

****If R365 Payroll is enabled,** when an employee is [onboarded to payroll](/doc/docs/workforce-onboarding-an-employee-to-r365-payroll), the following **tabs will be enabled** for that employee's employee record:**

- [Payroll](/doc/docs/workforce-employee-records-payroll-tab)
- [Taxes](/doc/docs/workforce-employee-records-taxes-tab)
- [Documents](/doc/docs/workforce-employee-records-documents-tab)

From an employee record:

- View and edit employee identification details
- View and edit employee contact details
- View and edit employee emergency contact details
- [Grant or remove app access](/doc/docs/employee-app-access2)
- [Deactivate or activate the employee](/doc/docs/inactive-employee-records)
- Exclude the employee from R365 Payroll
- Send the employee a temporary password for accessing the R365 mobile app
- View and edit the employee's employment info
- View the employee's jobs and job history
- Add or remove jobs for the employee
- View the employee's employment history
- View and edit the employee's labor settings
- View notes tagged with the employee
- View and edit the employee's schedule availability
- View the employee's punch history
- View locations linked to the employee record
- Link locations to the employee record
- View external Integration IDs associated with the employee record
- Remove locations and external integration IDs from the employee record
- [Resolve duplicate employees](/doc/docs/resolve-duplicate-employees)
- [Unmerge employee records](/doc/docs/unmerge-employee-records)

****If** [**Certifications**](/doc/docs/certifications) **is enabled,** users can:**

- View the employee's certifications
- [Assign certifications to the employee](/doc/docs/certification-tracking-assign-a-certificate-to-an-employee)

****If** [**PTO Accrual Rules**](/doc/docs/pto-accruals-overview) **is enabled,** users can:**

- [Assign accrual rules to the employee](/doc/docs/pto-accruals-assigning-accrual-rules-to-employees)
- [Adjust the employee's accrual balances](/doc/docs/pto-accruals-adjusting-accrual-balances)

****For employees onboarded to R365 Payroll,** users can:**

- Manage employee payroll onboarding
- View and approve employee record changes
- View pay history
- View and edit the employee's legal work location
- View and edit the employee's [payment method](/doc/docs/payment-methods-overview)
- View and edit the employee's benefits and deductions
- View the employee's tax elections
- Manage the employee's payroll-related documents

---

## Security

**The following permissions are associated with tabs and actions on employee records:**

Labor → Employees

- View Employees
- Edit Employees
- Can Grant/Remove Employee's Access to R365
- Create Employees
- Merge Employees
- Approve Employee Changes
- Delete Employees
- Delete Employee Changes
- Separate Employee
- Basic Info
  - View Onboarding Status
  - Contact Information
    - View Contact Information
    - Edit Contact Information
  - Emergency Contact Information
    - View Emergency Contact Information
    - Edit Emergency Contact Information
  - Identification Information
    - View Identification Information
    - Edit Identification Information
  - PII
    - View PII
    - Edit PII
- Certifications
  - Assign Certifications
- Documents
  - View Documents
  - Edit Documents
- Employment
  - Employment Settings
    - View Employment Settings
    - Edit Employment Settings
  - Hourly Job Info
    - View Hourly Job Info
    - Edit Hourly Job Info
  - Hourly Pay Rates
    - View Hourly Pay Rates
    - Edit Hourly Pay Rates
  - Pay Type
    - View Pay Type
    - Edit Pay Type
  - Payroll ID
    - View Payroll ID
    - Edit Payroll ID
  - Salary Job Info
    - View Salary Job Info
    - Edit Salary Job Info
  - Salary Pay Rates
    - View Salary Pay Rates
    - Edit Salary Pay Rates
- Integrations
  - View Integrations
- Notes
  - View Notes
- Payroll
  - View Account Number
  - Add to Payroll
  - Account
    - View Account Setup
    - Edit Account Setup
  - Deductions
    - View Deductions
    - Edit Deductions
  - Exclude from Payroll
    - View Exclude from Payroll
    - Edit Exclude from Payroll
  - Pay History
    - View Pay History
  - Pay Preference
    - View Pay Preference
    - Edit Pay Preference
- Schedule
  - View Schedule Availability
  - Edit Schedule Availability
- Taxes
  - View Taxes
  - Edit Taxes
- Time
  - View Punches
  - Accrual Balances
    - View Accrual Balances
    - Edit Accrual Balances
  - Expected Weekly Hours
    - View Expected Weekly Hours
    - Edit Expected Weekly Hours

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).

---

## Navigation

**Navigate to an employee record on the [**Employees page**](/doc/docs/employees-page):**

1. Navigate to the [Employees page](/doc/docs/employees-page).
  1. In the Workforce navigation menu, under Employees, select Employees.
2. Click the **row** for the desired employee.

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-6CYDC461.png?sv=2026-02-06&spr=https&st=2026-10-27T23%3A55%3A15Z&se=2026-10-28T00%3A55%3A15Z&sr=c&sp=r&sig=0NIE7kqeiDEQelsE4kbLYGAowfKRyXkB1BoTlMLmzvw%3D)

****Search** for an 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=2026-10-27T23%3A55%3A15Z&se=2026-10-28T00%3A55%3A15Z&sr=c&sp=r&sig=0NIE7kqeiDEQelsE4kbLYGAowfKRyXkB1BoTlMLmzvw%3D)

---

## Header Fields and Buttons

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-MLXZZ8KU.png?sv=2026-02-06&spr=https&st=2026-10-27T23%3A55%3A15Z&se=2026-10-28T00%3A55%3A15Z&sr=c&sp=r&sig=0NIE7kqeiDEQelsE4kbLYGAowfKRyXkB1BoTlMLmzvw%3D)

|  | **Field** | **Description** |
| --- | --- | --- |
| **1** | Photo | The employee image that will show in various places in R365, including the Scheduling page. Click to change or upload an employee photo. > If no image is uploaded, the employee's initials will appear instead. |
| **2** | Employee Information | Includes: - First and Last Name - Primary Job - Employee ID - Primary Location |
| **3** | Save | Click to save changes to the employee record. |
| **4** | Delete / Actions Button | When R365 Payroll is **not** enabled, the Delete button is the only action available. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/employee-record-overview-image-92fmxo1w.png?sv=2026-02-06&spr=https&st=2026-10-27T23%3A55%3A15Z&se=2026-10-28T00%3A55%3A15Z&sr=c&sp=r&sig=0NIE7kqeiDEQelsE4kbLYGAowfKRyXkB1BoTlMLmzvw%3D) > [!WARNING] > **Deleting an employee record is permanent and cannot be reversed.** If the employee might be needed in the future, use Inactive status (or Separation when R365 Payroll is enabled) instead. If a record was deleted in error, contact R365 Support to discuss options. **Delete** - Permanently deletes the employee record. **This action cannot be undone.** When R365 Payroll **is** enabled, the Actions menu contains the following options: **Onboard** - Opens the [Employee Onboarding wizard](/doc/docs/workforce-onboarding-an-employee-to-r365-payroll), which walks through the required fields to onboard the employee to payroll. - Once the employee is onboarded to payroll, the following tabs will be enabled for that employee's employee record: - Payroll - Taxes - Documents **Separate** - Opens the [Employee Separation wizard](/doc/docs/workforce-employee-separations), where the employee can be separated from one or more payroll companies. **Rehire** - Opens the [Employee Rehire wizard](/doc/docs/workforce-employee-rehiring), where the employee can be rehired to a selected legal entity and associated payroll company. The Rehire option only appears when the employee has been separated from one or more payroll companies. |
| **5** | Upload Files | Click to view uploaded files or upload additional files to the employee record. |
| **6** | Help | Click to open the Help menu, which provides resources for managing employee records. |
| **7** | Full Screen | Click to expand the sidesheet to fullscreen. Clicking the minimize icon that appears in its place will return it back to its original size. |
| **8** | Close | Click to close the sidesheet without saving changes. Any unsaved changes will be lost. |
| **9** | Tabs | See [Employee Records Tabs section](/doc/docs/employee-record#employee-record-tabs) below for more details. **Standard tabs:** - [Summary tab](/doc/docs/employee-record-summary-tab) - [Basic Info tab](/doc/docs/employee-records-basic-info-tab) - [Employment tab](/doc/docs/employee-record-employment-tab) - [Certifications tab](/doc/docs/employee-records-certifications-tab) - [Time tab](/doc/docs/employee-record-time-tab) - [Availability Tab](/doc/docs/availability-tab-screen) > [!NOTE] > Availability Tab Replacing Schedule Tab > > In 2026, the Schedule tab was replaced with the Availability tab, where users can edit and view an Employee’s recurring availability and submit temporary availability on behalf of the employee. Read more [about the Availability tab](/doc/docs/availability-tab-screen). > > > > If you see the [Schedule tab](/doc/docs/schedule-tab), effective-dated employee availability has not yet been enabled on your instance. - [Time Off tab](/doc/docs/employee-record-time-off-tab) - [Notes tab](/doc/docs/notes-tab) - [Integrations tab](/doc/docs/employee-record-integrations-tab) **R365 Payroll tabs:** - [Payroll tab](/doc/docs/workforce-employee-records-payroll-tab) - [Taxes tab](/doc/docs/workforce-employee-records-taxes-tab) - [Documents tab](/doc/docs/workforce-employee-records-documents-tab) > The R365 Payroll tabs are only displayed for employees who have been [onboarded to payroll](/doc/docs/workforce-onboarding-an-employee-to-r365-payroll). |

---

## Alerts

The following alerts appear at the top of all tabs:

### Suspected Duplicate Employee

The suspected duplicate employee alert is displayed when the system has identified a possible duplicate employee record for the currently displayed employee. Click Review + & merge to open the [Merge Duplicate Employees wizard](/doc/docs/merge-duplicate-employees-wizard). Learn more about [resolving duplicate employee records](/doc/docs/resolve-duplicate-employees).

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-W77S8DBF.png?sv=2026-02-06&spr=https&st=2026-10-27T23%3A55%3A15Z&se=2026-10-28T00%3A55%3A15Z&sr=c&sp=r&sig=0NIE7kqeiDEQelsE4kbLYGAowfKRyXkB1BoTlMLmzvw%3D)

### Unpayable Employee

When R365 Payroll is enabled, the employee record displays an alert if the employee is missing required information for payroll processing. The alert appears on the Basic Info tab by default and on any additional tab that contains missing or invalid required fields. A red dot indicator appears on each tab that has outstanding issues.

The alert lists all missing required fields and is consistent across all tabs where it appears. Tabs with no missing or invalid required information do not display the alert.

The following fields are evaluated for unpayable status:

- First name
- Last name
- Date of birth
- Address
- SSN
- Primary location
- Active status
- Preferred payment method
- At least one job with a defined pay type and pay rate

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-BIV5ZJT8.png?sv=2026-02-06&spr=https&st=2026-10-27T23%3A55%3A15Z&se=2026-10-28T00%3A55%3A15Z&sr=c&sp=r&sig=0NIE7kqeiDEQelsE4kbLYGAowfKRyXkB1BoTlMLmzvw%3D)

> [!NOTE]
> Pay runs can still be approved when unpayable employees exist. Payments for unpayable employees are excluded from the pay run until all required fields are resolved. The Unpayable Employees report lists which employees were skipped and why.

---

## **Employee Record Tabs**

### **Summary Tab**

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-YJ5Q5310.png?sv=2026-02-06&spr=https&st=2026-10-27T23%3A55%3A15Z&se=2026-10-28T00%3A55%3A15Z&sr=c&sp=r&sig=0NIE7kqeiDEQelsE4kbLYGAowfKRyXkB1BoTlMLmzvw%3D)

The [Summary tab](/doc/docs/employee-record-summary-tab) contains summary information for the employee, organized into the following sections:

| **Section** | Description |
| --- | --- |
| **Quick Info** | Displays important information for the employee, pulled from the Basic Info and Employment tabs. |
| **Onboarding Checklist** | Displays the employee's progress through the required onboarding items. > The onboarding checklist only appears when R365 Payroll is enabled and for employees whose [onboarding](/doc/docs/workforce-onboarding-an-employee-to-r365-payroll) is in progress. |
| **Requests** | Displays changes to the employee record that require approval. > This section is only displayed when R365 Payroll is enabled and employee record change approvals have been set up in [Workflows](/doc/docs/workflow-setup). |

### **Basic Info Tab**

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-4LN674Z9.png?sv=2026-02-06&spr=https&st=2026-10-27T23%3A55%3A15Z&se=2026-10-28T00%3A55%3A15Z&sr=c&sp=r&sig=0NIE7kqeiDEQelsE4kbLYGAowfKRyXkB1BoTlMLmzvw%3D)

The [Basic Info tab](/doc/docs/employee-records-basic-info-tab) contains identification information, contact information, and app access settings, organized into the following sections:

| **Section** | Description |
| --- | --- |
| **Identification** | The employee's name and birthday. When R365 Payroll is enabled, this section also contains EEOC (Equal Employment Opportunity Commission) information and SSN/TIN (Social Security Number/Taxpayer Identification Number). |
| **Contact Info** | Information on how the employee can be contacted, as well as the setting for [R365 Messaging](/doc/docs/r365-messaging). |
| **Emergency Contact Info** | The name, phone number, and email address for the employee's emergency contact. |
| **Access** | [App Access](/doc/docs/employee-app-access) and [Inactive Status](/doc/docs/inactive-employee-records) settings. When R365 Payroll is enabled, this section also includes the 'Exclude From Payroll' setting. |

### **Employment Tab**

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-4TJNK2US.png?sv=2026-02-06&spr=https&st=2026-10-27T23%3A55%3A15Z&se=2026-10-28T00%3A55%3A15Z&sr=c&sp=r&sig=0NIE7kqeiDEQelsE4kbLYGAowfKRyXkB1BoTlMLmzvw%3D)

The [Employment tab](/doc/docs/employee-record-employment-tab) contains employment information, job and responsibility information, and labor settings, organized into the following sections:

| **Section** | Description |
| --- | --- |
| **Employment Info** | Employee's hire date, work-provided email address and phone number, primary location, employment type, primary FLSA status, employment status, and payroll ID. When R365 Payroll is enabled, this section also includes the Onboarding Manager and 'Exclude From Payroll Export' settings. |
| **Jobs** | All jobs associated with the employee. For each job, the employee's pay rate can be added. To assist in scheduling, the responsibilities and employee rating can be defined for each job listed. When R365 Payroll is enabled, jobs with effective end dates can be viewed in the historical job list. > This section will only appear once the employee record is saved. > If no jobs are added, the employee will be hidden from the [Schedule Calendar](/doc/docs/scheduling-schedule-calendar). > Standard Occupational Classification (SOC) codes and Treasury Tipped Occupation Codes (TTOC) are managed on [Job Records](/doc/docs/job-records), not on employee records. When a job is assigned to an employee, the employee automatically inherits the SOC and TTOC codes configured on that job. These codes are used for state wage reporting and federal W-2 reporting. For more information, see [SOC Codes in R365 Payroll](/doc/docs/soc-codes-overview). |
| **Employment History** | Displays hire and separation information per legal entity. > This section only appears when R365 Payroll is enabled. |
| **Settings** | Includes the following employment-related settings: - Break Waiver - Exclude Overtime - Exclude Labor Hours - Exclude Labor $ |

### **Payroll Tab**

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-S5PJSEVZ.png?sv=2026-02-06&spr=https&st=2026-10-27T23%3A55%3A15Z&se=2026-10-28T00%3A55%3A15Z&sr=c&sp=r&sig=0NIE7kqeiDEQelsE4kbLYGAowfKRyXkB1BoTlMLmzvw%3D)

> The Payroll tab only appears when R365 Payroll is enabled and after the employee has been [onboarded to payroll](/doc/docs/workforce-onboarding-an-employee-to-r365-payroll).

The [Payroll tab](/doc/docs/workforce-employee-records-payroll-tab) contains payroll-related information and configurations, organized in the following sections:

| **Section** | Description |
| --- | --- |
| **Pay History** | Displays summary information for historical paystubs and the employee's 'Paperless Tax Statements' selection. Paystubs and W2s can be downloaded here. |
| **Legal Work Location** | Displays the address of the work location used to determine tax forms for all payroll companies that the employee has been onboarded to. Changing the work location assigned will update the address used to determine tax forms for the employee at the associated payroll company. |
| **Payment Method** | Contains the setting for how the employee has chosen to be paid; either by direct deposit or check. - **Check**: When this method is selected, a paper check will be issued. - **Direct Deposit**: When this method is selected, funds are distributed into an employee's chosen bank account. Employees have the option of adding up to three bank accounts and distribution types. |
| **Deductions** | Employee benefits and other withholdings, broken out into post-tax and pre-tax deductions. Deductions are configured per payroll company, and can be edited here. |

### Certifications Tab

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-FF9FSFGP.png?sv=2026-02-06&spr=https&st=2026-10-27T23%3A55%3A15Z&se=2026-10-28T00%3A55%3A15Z&sr=c&sp=r&sig=0NIE7kqeiDEQelsE4kbLYGAowfKRyXkB1BoTlMLmzvw%3D)

On the [Certifications tab](/doc/docs/employee-records-certifications-tab) of an employee's employee record, certifications can be viewed, edited, and assigned.

| **Section** | Description |
| --- | --- |
| **Certifications** | Displays all certifications assigned to the employee, including the expiration date and expiration status of those certifications. |

### **Time Tab**

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-V1DULVU3.png?sv=2026-02-06&spr=https&st=2026-10-27T23%3A55%3A15Z&se=2026-10-28T00%3A55%3A15Z&sr=c&sp=r&sig=0NIE7kqeiDEQelsE4kbLYGAowfKRyXkB1BoTlMLmzvw%3D)

The [Time tab](/doc/docs/employee-record-time-tab) contains information related to expected and actual time worked by the employee, organized into the following sections:

| **Section** | Description |
| --- | --- |
| **Expected Weekly Hours** | The hours the employee is expected to work each week per legal entity. > The Expected Weekly Hours section only appears if R365 Payroll is enabled and after a [job](/doc/docs/job-records) has been associated with the employee. |
| **Punches** | Shows all labor punches, detailing when this employee has clocked in and out of the POS and at which location(s). |
| **PTO Policy** | Displays the PTO policy that determines the PTO accrual for the employee. Employee-specific adjustments to the PTO policy can be applied here. The PTO Policy section only appears if R365 Payroll is enabled and PTO Accruals is not enabled. > [!WARNING] > The PTO Policy section is being replaced with the [Time Off tab](/doc/docs/employee-record-time-off-tab) as part of the [PTO Accruals feature](/doc/docs/pto-accruals-overview). When PTO Accruals is enabled, the PTO Policy section is hidden. |

### **Availability Tab**

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-UP867VKY.png?sv=2026-02-06&spr=https&st=2026-10-27T23%3A55%3A15Z&se=2026-10-28T00%3A55%3A15Z&sr=c&sp=r&sig=0NIE7kqeiDEQelsE4kbLYGAowfKRyXkB1BoTlMLmzvw%3D)

> [!NOTE]
> In 2026, the Availability tab replaced the [Schedule tab](/doc/docs/schedule-tab). If you do not see the Availability tab, it has not yet been enabled for your instance.

The [Availability tab](/doc/docs/availability-tab-screen) contains all employee availability records:

| **Section** | Description |
| --- | --- |
| **Availability** | Displays the employee's weekly scheduling availability. Employees may have recurring availability (no end date) or temporary availability that sets schedule availability within a certain time period. From this section users with the appropriate permissions can edit or manage the employee’s availability on behalf of the employee. |

### **Taxes Tab**

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-K49DZQTX.png?sv=2026-02-06&spr=https&st=2026-10-27T23%3A55%3A15Z&se=2026-10-28T00%3A55%3A15Z&sr=c&sp=r&sig=0NIE7kqeiDEQelsE4kbLYGAowfKRyXkB1BoTlMLmzvw%3D)

> The Taxes tab only appears when R365 Payroll is enabled and after the employee has been [onboarded to payroll](/doc/docs/workforce-onboarding-an-employee-to-r365-payroll).

The [Taxes tab](/doc/docs/workforce-employee-records-taxes-tab) displays the employee's tax settings per payroll company.

| **Section** | Description |
| --- | --- |
| **Taxes** | The tax settings for each jurisdiction associated with the employee's home address and work location(s) are listed separately. Learn more about [tax setup and jurisdictions here](/doc/docs/workforce-tax-filing-setup). |

### **Time Off Tab**

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-FSE9IUQV.png?sv=2026-02-06&spr=https&st=2026-10-27T23%3A55%3A15Z&se=2026-10-28T00%3A55%3A15Z&sr=c&sp=r&sig=0NIE7kqeiDEQelsE4kbLYGAowfKRyXkB1BoTlMLmzvw%3D)

> The Time Off tab only appears if [PTO Accruals](/doc/docs/pto-accruals-overview) is enabled.

The [Time Off tab](/doc/docs/employee-record-time-off-tab) contains all of the PTO accrual balances for the employee.

| **Section** | Description |
| --- | --- |
| **Accrual Balances** | All [**accrual rules**](/doc/docs/pto-accruals-accrual-rules-tab) assigned to the employee appear in the Accrual Balances section as summary cards. Clicking on a summary card will open the Accrual Balance Detail sidesheet, where additional details can be viewed and balances can be adjusted. |

### **Notes Tab**

The [Notes tab](/doc/docs/notes-tab) contains the Log Entries section.

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-6V6XUE5E.png?sv=2026-02-06&spr=https&st=2026-10-27T23%3A55%3A15Z&se=2026-10-28T00%3A55%3A15Z&sr=c&sp=r&sig=0NIE7kqeiDEQelsE4kbLYGAowfKRyXkB1BoTlMLmzvw%3D)ion.

| **Section** | Description |
| --- | --- |
| **Log Entries** | Displays all [Log Entries](/doc/docs/log-entries-overview-security) where the employee was tagged. Employee notes can be for a variety of reasons, such as 'No Show', 'Late for Shift', 'Exceptional Service', and more. Learn more about [adding employee notes here](/doc/docs/create-employee-notes). > When a log entry is created and tied to an employee who also has access to employee records, that log entry will be hidden from their view when reviewing this tab. |

### **Documents Tab**

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-0SH9B9YF.png?sv=2026-02-06&spr=https&st=2026-10-27T23%3A55%3A15Z&se=2026-10-28T00%3A55%3A15Z&sr=c&sp=r&sig=0NIE7kqeiDEQelsE4kbLYGAowfKRyXkB1BoTlMLmzvw%3D)

> The Documents tab only appears when R365 Payroll is enabled and after the employee has been [onboarded to payroll](/doc/docs/workforce-onboarding-an-employee-to-r365-payroll).

The [Documents tab](/doc/docs/workforce-employee-records-documents-tab) contains the Payroll Documents section.

| **Section** | Description |
| --- | --- |
| **Payroll Documents** | Displays all of the payroll documents uploaded for the employee per payroll company. > Documents that the employee is required to sign electronically during onboarding are found on this tab in the 'Signed Documents' folder. |

### **Integrations Tab**

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-ZCPZ0U0X.png?sv=2026-02-06&spr=https&st=2026-10-27T23%3A55%3A15Z&se=2026-10-28T00%3A55%3A15Z&sr=c&sp=r&sig=0NIE7kqeiDEQelsE4kbLYGAowfKRyXkB1BoTlMLmzvw%3D)

The [Integrations tab](/doc/docs/employee-record-integrations-tab) contains the Integration IDs section.

| **Section** | Description |
| --- | --- |
| **Integration IDs** | Displays all of the locations where this employee record has been linked to a [POS employee record](/doc/docs/pos-employees). |

---

### FAQ

#### Can a deleted employee record ever be recovered?

No. Deleting an employee record is permanent — the record and its data cannot be restored once deleted. If you might need to reinstate access or preserve history for someone who's leaving or on leave, use [Inactive status](/doc/docs/inactive-employee-records-2) instead of Delete.

#### What's the difference between deleting, marking Inactive, and separating an employee record?

Delete permanently removes the record and can't be undone. Marking a record Inactive keeps all of its data intact while removing the employee's access — this is the recommended option for most situations instead of deleting. If R365 Payroll is enabled, use Separate instead of Inactive; it's built for end-of-employment payroll needs like final pay and historical pay data. See [Inactive Employee Records](/doc/docs/inactive-employee-records-2) for more on when to use each.

#### I deleted an employee record by mistake — what should I do?

Contact [R365 Support](/doc/docs/r365-support) as soon as possible. The article notes that Support can discuss options, but it doesn't specify what, if any, recovery is possible once a record is deleted — treat deletion as final unless Support tells you otherwise.

#### Can I still process payroll if an employee record is missing required information?

Yes. The system flags the incomplete ("unpayable") employee separately, and you can still approve pay runs for everyone else. The flagged employee's own pay for that period isn't automatically resolved — you'll need to complete their required fields before their pay can be processed.

A database entry that contains detailed info about an employee, including personal details and employment history.

Restaurant365

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.

Access rights granted to users or user roles that dictate what actions they can perform within the system.

An organization or company configured in R365 that represents a distinct legal and tax-reporting unit. Legal entities contain one or more locations and define how financial and operational activity is grouped, reported, and filed.