Employee records and the Employees page are being updated throughout 2026. This article reviews adding and editing jobs on the updated version of the Employment tab of employee records. For the legacy version of the Employment tab, please refer to the Legacy Employment Tab article.
The updated Employment tab is only available when R365 Payroll is enabled or when the updated employee record is enabled. The updated employee record is in beta. Contact your CSM to learn more.
Overview
To schedule an employee for shifts or process their payroll, add the appropriate jobs to their employee record. Active jobs on the Employment tab determine which shifts the employee can be scheduled for and are tied to earnings on the Daily Sales Summary (DSS) and within R365 Payroll.
Only jobs with an active job record can be associated with an employee. Each job added will correspond to a single job record, as job records are location-specific.
For employees in states that require Standard Occupational Classification (SOC) codes (Alaska, Indiana, Louisiana, South Carolina, Washington, West Virginia), confirm that each assigned job has a valid SOC code configured on the Job Record. SOC and Tip Tax Occupational Classification (TTOC) codes are managed at the job level — not on employee records — SOC codes are used for state wage reporting and TTOC codes are used for federal W-2 reporting. SOC and TTOC fields are available on the updated Job Form. If these fields are not visible on a Job Record, contact your CSM or R365 Support to confirm the updated Job Form is enabled for your organization. For more information, see SOC Codes in R365 Payroll.
Adding and editing jobs requires specific security permissions under Labor → Employees → Employment. See the Employment Tab article for the full list.
Jobs Added from POS Integrations
When an employee record has been linked to a POS employee record, all jobs associated with that employee in the POS are automatically added to the Employment tab of that employee's employee record as hourly jobs.
When jobs are added from a POS integration, the employee's pay rate from the POS is populated as the pay rate for the job on their employee record. When the Employee Master setting is set to 'R365', the pay rate for jobs linked to the POS is not updated when the pay rate for the job changes in the POS and must be manually changed on the employee record.
Jobs added through the POS integration will not be automatically marked as primary, even if the employee only has one job.
To designate a POS-imported job as Primary, manually check the Primary field on the job. Once it is the employee's only job and is marked Primary, it cannot be unchecked.
Manually Adding Jobs
Manually adding a job to an employee will allow that job to be used for that employee in Scheduling and R365 Payroll without the employee needing to be associated with that job in the POS. The employee can then be associated with the job in the POS at a later time.
Jobs are location-specific. Jobs can only be added for locations present on the Integrations tab of the employee's employee record. Locations can be added on the Integrations tab or on the user record linked to the employee record.
Employees can have multiple jobs, as long as each job added corresponds to a different job record. Since each job record is location-specific, an employee can have two or more jobs with the same name, as long as each job is at a different location.
Pay Type: Hourly vs. Salary
Jobs assigned to an employee when R365 Payroll is enabled must be configured as either hourly or salary jobs. This designation impacts how the job is handled on the employee record and within R365 Payroll.
Hourly Jobs
When a job is added to an employee's employee record through a POS integration, it is always added as an hourly job. Hourly jobs cannot be changed to salary jobs after they have been added. To assign a salary pay type for the same job record, add the job again as a new salary job.
Employees can only have one hourly job associated with a specific job record. They can have a second job associated with the same job record, as long as the second job is a salary job.
Employees can only be scheduled for the hourly jobs on their employee record.
Salary Jobs
For employees with a salary job that have been onboarded to payroll, the annual salary amount of their active salary job is used to automatically populate their earnings each pay period.
Employees can only have one active salary job per location, regardless of the associated job records. The active salary job is determined by the effective start date and effective end date of the employee's salary jobs. A salary job is considered active when its effective start date is on or before today and its effective end date is either blank or on or after today. Learn more about effective start and end dates for salary jobs here.
Employees cannot be scheduled for salary jobs on their employee record.
Learn more about salaried employees here.
TTOC codes are a federal requirement. If a job does not have a TTOC code assigned, tips earned under that job will not appear in Box 14 on the employee's W-2 and will not be deductible on their taxes. On the Job Record, select the appropriate TTOC code first. If the selected TTOC code corresponds to only one SOC code, the SOC field populates automatically. If multiple SOC codes correspond to the selected TTOC, select the correct SOC code from the drop-down. Confirm that every eligible tipped job has a valid TTOC code configured on the Job Record before year-end processing.
Manually Adding a Job
To manually add a job to an employee record, first navigate to the desired employee record, then follow these steps:
Click steps to expand for additional information and images.
The employee must have at least one location assigned on the Integrations tab before a job can be added. If no locations appear in the location dropdown, add a location on the Integrations tab or the linked user record first.
1) Open the Employment tab and navigate to Jobs.
2) Click Add Job.
3) Select a start date.
The start date determines when the job becomes active on the employee record.
For salary jobs, this date functions as the Effective Start Date — see Effective Start and End Dates for R365 Payroll Salary Jobs below for editability rules.
4) Select the location associated with the job.
Only locations listed on the Integrations tab of the employee's employee record can be selected. Locations can be added on the Integrations tab, or on the user record linked to the employee record.
5) Select the job title.
Only jobs associated with the selected location that have not already been assigned to the employee will be listed.
If no jobs appear, verify that the location has active job records configured.
When R365 Payroll is enabled, if a job is already assigned as an hourly job, it will still be listed for selection; however, the job will be automatically configured as a salary job if selected.
6) Select the pay type.
For R365 Payroll, if a salary job is added, the employee record must be saved before an additional salary job can be added. The employee can only have one active salary job per location at a time. The effective start date of each salary job determines which salary job is active. Learn more about salary effective start and end dates below.
7) Select the pay rate.
Optional fields can be filled at this time:
Optional Standard Fields
Responsibilities
Rating
Reports To
Primary
Optional Workforce Fields
Effective Start Date* (Salary Job)
Effective End Date* (Salary Job)
Workers' Comp Code
Primary Job Notes:
An employee can only have one 'Primary' job. When 'Primary' is checked, it will be automatically unchecked on all other jobs assigned to the employee.
If the employee only has one job, 'Primary' cannot be unchecked.
R365 Payroll Notes:
There are restrictions on when the Effective Start Date and Effective End Date fields can be edited. Learn more about salary effective start and end dates below.
8) Click Save.
The new job appears in the Jobs list on the Employment tab.
Editing an Employee's Job Details
To edit an employee's job details, first navigate to the desired employee record, then follow these steps:
Open the Employment tab and navigate to Jobs.
Click into the row of the desired job.
Edit the desired fields
The following fields can be edited:
Standard Fields
Reports To
Responsibilities
Rating
Primary
Workforce Fields:
Job Title
Pay Rate (Hourly Job)
Annual Salary (Salary Job)
Effective Start Date* (Salary Job)
Effective End Date* (Salary Job)
Workers' Comp Code
Primary Job Notes:
An employee can only have one 'Primary' job. When 'Primary' is checked, it will be automatically unchecked on all other jobs assigned to the employee.
If the employee only has one job, 'Primary' cannot be unchecked.
R365 Payroll Notes:
The Job Title field cannot be edited if the employee has received any payroll payments associated with the job.
Job details can only be edited for time periods where the employee has not yet received payments. Editing a job updates the existing job's attributes directly — it does not create a new job.
There are restrictions on when the Effective Start Date and Effective End Date fields can be edited. Learn more about salary effective start and end dates below.
Click Save.
The updated job details are reflected in the Jobs list on the Employment tab.
Payroll calculations reference the current job attributes at the time the pay run is processed. Changes to a job's details (such as pay rate or annual salary) do not trigger proration for the pay period in which the change is made. Proration only occurs when a job ends.
Removing a Job
To remove a job from an employee record, first navigate to the desired employee record, then follow these steps:
Open the Employment tab and navigate to Jobs. Click into the row of the job to remove.
Click the trashcan icon.
Click Delete to confirm.
When R365 Payroll is enabled:
Removing an hourly job moves it to the Job History List with an effective end date of today. Any future scheduled shifts for the employee under that job are cleared and become open (unassigned) shifts available for scheduling.
Salary jobs can only be removed when the effective start date is in the future or the employee has no payroll payments. Removed salary jobs do not appear in the Job History List.
The employee's primary job cannot be removed.
Effective Start and End Dates for R365 Payroll Salary Jobs
The Effective Start Date and Effective End Date fields for salary jobs determine when that job is active. For salaried employees who have been onboarded to payroll, the annual salary associated with their active salary job will be automatically added to pay runs. An employee can only have one active salary job per location.
Whether the employee has been onboarded to payroll and whether they have already received a payment will impact the default values and edit what can be edited for these two fields, and will also determine if the salary job can be deleted from the Employee Record.
When a future salary job is created or its effective start date is updated, the end date of the previous salary job is automatically set to the day before — preventing gaps between salary jobs.
Fields that can be edited:
Field / Action | Not Onboarded | Onboarded, No Payment History | Onboarded, Has Payment History |
|---|---|---|---|
Start date default | Hire date | Hire date | Day after last payment |
Start date editable | No | No | Yes — after last payment date |
End date editable | No | No | Yes — if no future salary jobs exist |
Add salary jobs | No — one job only | No — one job only | Yes — if no date overlap |
Delete job | Yes | Future start date only | Future start date only * |
Annual salary editable | Yes — can be $0 | Yes — can be $0 | Yes — can be $0 |
* If multiple future-dated jobs exist, only the one with the furthest start date can be removed.
Editability by Employee Status
If the employee is not onboarded to payroll:
When the employee has not been onboarded to payroll, the following will be true when adding or editing a job:
Effective start date will default to their hire date and cannot be edited.
Effective end date will not be editable.
Additional salary jobs will not be addable.
Job can be deleted. However, the job will not be moved to the Job History List.
Annual salary field is editable and can be set to $0.
If the employee has been onboarded to payroll and does not have payroll payment history:
When the employee has been onboarded to payroll but has not received an initial payroll payment, the following will be true when adding or editing a job:
Effective start date will default to their hire date and cannot be edited.
Effective end date will not be editable.
Additional salary jobs are not addable.
Job can only be deleted if the effective start date is in the future. Since the effective start date defaults to the employee's hire date for employees without payment history, this means the job is only deletable when the hire date has not yet passed.
Annual salary field is editable and can be set to $0.
If the employee has been onboarded to payroll and has payroll payment history (adding a job):
When the employee has been onboarded to payroll and has received at least one payroll payment, the following will be true when adding a job:
Effective start date will default to the date after the employee's last payroll payment.
Effective start date is editable and can be set to any date after the employee's last payroll payment date.
Effective end date is editable.
Additional salary jobs are addable as long as they do not overlap existing salary jobs.
Once active, the job cannot be deleted.
Annual salary is editable, and can be set to $0.
If the employee has been onboarded to payroll and has payroll payment history (editing a job):
When the employee has been onboarded to payroll and has received at least one payroll payment, the following will be true when editing a job:
Effective start date can be edited to any date after the last payment date.
Effective end date is editable as long as there are no other salary jobs with effective start dates further in the future.
Additional salary jobs can be added as long as they do not overlap existing salary jobs.
Job can only be deleted if the effective start date is in the future. Since the effective start date defaults to the employee's hire date for employees without payment history, this means the job is only deletable when the hire date has not yet passed.
Annual salary is editable, and can be set to $0.
Editing a job is only permitted for time periods where the employee has not received payments. Historical job edits (changes to job details for periods that already have payment history) are not supported. When a job is edited, the existing job's attributes are updated directly — no new job is created. The changes take effect as of the edit date. Payroll calculations reference the current job attributes at the time the pay run is processed. The history appears in the Employment tab, accessible via the Job History button in the Jobs section.
Details of the unedited job
Unedited effective start date
End date set to the date prior to the new effective start date
Details of the unedited job
Unedited effective start date
End date set to the date prior to the date edits were made
FAQ
Why is the location dropdown empty when I try to add a job?
The location dropdown only shows locations already added to the employee's Integrations tab. If no locations appear, add the location there first, then return to add the job. Locations can also be added on the user record linked to the employee record.
See Integrations Tab for steps.
What happens if I try to add a second salary job when one is already active?
An employee can only have one active salary job per location at a time. If the employee has not yet received a payroll payment, additional salary jobs cannot be added. Once the employee has payroll payment history, future-dated salary jobs can be added as long as their effective start dates do not overlap.
Learn more about how active salary jobs are determined in Salaried Employees.
What does marking a job as "Primary" actually do?
The Primary designation identifies the employee's main job and is used for display and identification purposes across R365, including on the employee record header and in scheduling views.
Only one job can be marked Primary at a time — checking it on a new job automatically unchecks it on all others.
See the Employment Tab article for a full field reference.
What should I do if SOC codes are required for my state but aren't configured on the job?
SOC and TTOC codes are configured at the job record level, not on the employee record. If a required code is missing, navigate to the job record for the relevant location and add the SOC code there before assigning the job to employees.
States that require SOC codes include Alaska, Indiana, Louisiana, South Carolina, Washington, and West Virginia.
Learn more about SOC codes.