Basic Info Tab

Field

Description

First Name

The first name of the employee. 

This field is required, and the employee record will not save if this field is blank.

Middle Name

The middle name of the employee.

Last Name

The last name of the employee.

When Workforce Payroll is enabled, this field is required, and the employee record will not save if this field is blank.

Preferred Name

The full name that the employee would like to be referred to as.

Pronouns

Employee's preferred pronouns:

• She/Her/Hers

• He/Him/His

• They/Them/Theirs

• Ze/Zir/Zirs

• Prefer not to say

• No Selection

Gender

EEOC field for the employee's gender:

• Male

• Female

• Choose not to identify

• No Selection

This field only appears when Workforce Payroll is enabled.

Ethnicity

EEOC field for the employee's ethnicity:

• Hispanic or Latino

• Not Hispanic or Latino

• Choose not to identify

• No Selection
  

This field only appears when Workforce Payroll is enabled.

Race

EEOC field for the employee's race:

• White

• Black or African American

• Asian

• American Indian or Alaska Native

• Two or More Races (Not Hispanic or Latino)

• Choose not to identify

• No Selection

This field only appears when Workforce Payroll is enabled.

Birthday

The employee's birthday.

If utilizing one of the following POS systems, this date will be pulled directly from the POS:

• Aloha

• Brink

• Micros 3700

• Revel

• Sicom

• Speedlink

• Square

SSN

The employee's social security number.

By default, the data for this field is obscured. Click the eye iconto show or hide the text.

This field only appears when Workforce Payroll is enabled and the employee has been onboarded to Workforce Payroll.

TIN Verification

Indicates if the employee's TIN (Tax ID Number) has been verified. 

This field only appears when Workforce Payroll is enabled and the employee has been onboarded to Workforce Payroll.

R365 processes TIN verifications weekly. Failed TIN verifications can be viewed and resubmitted on the Unverified TIN Report.

Field

Description

Personal Email

The employee's email address. If an employee is marked as 'Inactive', this field will not be required unless the 'App Access' box is checked.

The Personal Email field is locked and cannot be edited if the linked user record has access to multi-instance switching.

Personal Phone

The employee's personal phone number, which is required for text messaging and R365 Messaging.

Preferred Contact Method

This setting will determine how the employee receives notifications from R365, including alerts, announcements, and Manager Log alerts. Contact method options are:

• Text

• Email

• Both Text & Email

Address

The employee's address.

Text Messaging

When checked, this will enable the employee to receive text message updates for password resets, scheduling announcements, etc.

R365 Messaging

When checked, this will allow the employee to utilize R365 Messaging (if enabled on the Location Record).

If an employee feels uncomfortable participating or if they are banned from messaging due to inappropriate messaging, then uncheck this box to prevent them from accessing and using Employee Messaging on the R365 Mobile App.

Field

Description

First Name and Last Name

Emergency contact's name.

Relation

Emergency contact's relation to the employee:

• Spouse

• Parent

• Friend

• Child

• Significant Other

• Other Relation

Email

Email address for the emergency contact.

Phone Number

Phone number for the emergency contact.

Field

Description

App Access

When checked, this will automatically create a user record for this employee and assign them the 'Employee App Access' permission. 

Learn more about Employee App Access here.

When Workforce Payroll is enabled, this setting is required before the employee can be onboarded to payroll.

For employees that also access other portions of R365, their access to the system, including their location access and access to the Manager Log, would then be managed and updated on their user record. Learn more about user setup, security, and location access here. 

This setting is disabled when the Inactive setting is on. 

Inactive

When checked:

• The employee record is deactivated for use in scheduling.

• All future and unpublished shifts are unassigned.

• The App Access setting is automatically unchecked and employee's access to the R365 Mobile App is suspended. 

Learn more about making an employee inactive here.

When Workforce Payroll is enabled, it is recommended to separate or rehire the employee instead of manually changing the 'Inactive' setting.

Exclude from Payroll

When checked, the employee will be excluded from payroll and will not be added to traditional pay cycle pay runs.

When the employee is excluded from payroll, the 'onboard' option will be disabled and the required fields to save the Employee Record will be reduced to only 'First Name' and 'Personal Email'.

This field only appears when Workforce Payroll is enabled.

Send Temporary Password

Click to send the employee either a text message or email (depending on their Preferred Contact Method) with a temporary password.

This button is only displayed when the App Access checkbox is checked.