--- title: "Basic Info Tab" slug: "employee-records-basic-info-tab" description: "The Basic Info tab contains personal details, contact info, app access settings, Messaging toggle, and Inactive and Exclude From Payroll checkboxes." updated: 2026-08-28T16:58:30Z published: 2026-09-08T04:30:09Z canonical: "docs.restaurant365.com/employee-records-basic-info-tab" --- > ## 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. # Basic Info Tab > Employee records and the Employees page are being updated throughout 2026. This article is for the updated version of the Employee Record Basic Info tab. For the legacy version of the Basic Info tab, please refer to the [Legacy Employee Records Basic Info Tab article](/doc/docs/legacy-employee-record-basic-info-tab). > > > > The updated Employees page is only available when Workforce is enabled or when the [updated employee record](/doc/docs/employee-record-2024-update) is enabled. The updated employee record is in beta. Contact your CSM to learn more. > If 'POS' was set as your organization's [employee master](/doc/docs/employee-master), certain fields will be updated nightly, based on your particular POS system. Contact [R365 Support](https://help.restaurant365.net/en/support/tickets/new) for more information. On this tab, users can: - 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 --- ## Security **The following permissions are associated with the Basic Info tab:** Labor → Employees → - Basic Info - Identification Information - View Identification Information - Edit Identification Information - PII - View PII - Edit PII - Contact Information - View Contact Information - Edit Contact Information - Emergency Contact Information - View Emergency Contact Information - Edit Emergency Contact Information - Can Grant/Remove Employee's Access to R365 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 1. Navigate to the desired employee’s [**employee record**](/doc/docs/employee-record). 2. Select the Basic Info tab. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-ZJXW3HEU.png?sv=2026-02-06&spr=https&st=2026-11-11T05%3A05%3A42Z&se=2026-11-11T06%3A05%3A42Z&sr=c&sp=r&sig=GFxUzfq1crxqDRucCX64FJAdB1Mp9uizbEoGQvSpLt4%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=2026-11-11T05%3A05%3A42Z&se=2026-11-11T06%3A05%3A42Z&sr=c&sp=r&sig=GFxUzfq1crxqDRucCX64FJAdB1Mp9uizbEoGQvSpLt4%3D) --- ## **Identification** The Identification section contains the employee's name, preferred name, pronoun, and birthdate. When R365 Payroll is enabled, SSN and EEOC information are also included. **![A screenshot of a chat box Description automatically generated](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/basic-info-tab-image-2x13u84g.png?sv=2026-02-06&spr=https&st=2026-11-11T05%3A05%3A42Z&se=2026-11-11T06%3A05%3A42Z&sr=c&sp=r&sig=GFxUzfq1crxqDRucCX64FJAdB1Mp9uizbEoGQvSpLt4%3D)** | | **Field** | **Description** | | --- | --- | --- | | **1** | First Name | The first name of the employee. > This field is required, and the employee record will not save if this field is blank. > When a preferred name is entered (#4), it will be displayed as the employee’s first name in [Scheduling](/doc/docs/scheduling-module) and in the employee record header. | | **2** | Middle Name | The middle name of the employee. | | **3** | Last Name | The last name of the employee. > When R365 Payroll is enabled, this field is required, and the employee record will not save if this field is blank. | | **4** | Preferred Name | The first name that the employee would like to be referred to as. > When a preferred name is entered, it will be displayed as the employee’s first name in [Scheduling](/doc/docs/scheduling-module) and in the employee record header. | | **5** | Pronouns | Employee's preferred pronouns: - She/Her/Hers - He/Him/His - They/Them/Theirs - Ze/Zir/Zirs - Prefer not to say - No Selection | | **6** | Gender | EEOC field for the employee's gender: - Male - Female - Choose not to identify - No Selection > This field only appears when R365 Payroll is enabled. | | **7** | 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 R365 Payroll is enabled. | | **8** | 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 R365 Payroll is enabled. | | **9** | 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 | | **10** | SSN | The employee's social security number. By default, the data for this field is obscured. Click the eye icon![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/basic-info-tab-image-h78lz92o.png?sv=2026-02-06&spr=https&st=2026-11-11T05%3A05%3A42Z&se=2026-11-11T06%3A05%3A42Z&sr=c&sp=r&sig=GFxUzfq1crxqDRucCX64FJAdB1Mp9uizbEoGQvSpLt4%3D)to show or hide the text. > This field only appears when R365 Payroll is enabled and the employee has been [onboarded to R365 Payroll](/doc/docs/workforce-onboarding-an-employee-to-r365-payroll). | | **11** | TIN Verification | Indicates if the employee's TIN (Tax ID Number) has been verified. > This field only appears when R365 Payroll is enabled and the employee has been [onboarded to R365 Payroll](/doc/docs/workforce-onboarding-an-employee-to-r365-payroll). > R365 processes TIN verifications weekly. Failed TIN verifications can be viewed and resubmitted on the [Unverified TIN Report](/doc/docs/workforce-reports-unverified-tin-report). | --- ## **Contact Info** The Contact Info section contains information on how the employee can be contacted, as well as the setting for [R365 Messaging](/doc/docs/r365-messaging). ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-E44Q2LVT.png?sv=2026-02-06&spr=https&st=2026-11-11T05%3A05%3A42Z&se=2026-11-11T06%3A05%3A42Z&sr=c&sp=r&sig=GFxUzfq1crxqDRucCX64FJAdB1Mp9uizbEoGQvSpLt4%3D) | | **Field** | **Description** | | --- | --- | --- | | **1** | 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](/doc/docs/employee-app-access2) has access to [multi-instance switching](/doc/docs/multi-instance-switching). | | **2** | Personal Phone | The employee's personal phone number, which is required for text messaging and [R365 Messaging](/doc/docs/r365-messaging). | | **3** | 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 | | **4** | Address | The employee's address. > [!NOTE] > The State field is optional for countries that do not use states or provinces. Learn more about [field requirements by country](/doc/docs/address-verification). | | **5** | Text Messaging | When checked, this will enable the employee to receive text message updates for password resets, scheduling announcements, etc. | | **6** | R365 Messaging | When checked, this will allow the employee to utilize [R365 Messaging](/doc/docs/r365-messaging) (if enabled on the [Location Record](/doc/docs/legal-entities-location-record)). > If an employee feels uncomfortable participating or if they are banned from messaging due to [inappropriate messaging](/doc/docs/r365-messaging-audit-center), then uncheck this box to prevent them from accessing and using Employee Messaging on the R365 Mobile App. | --- ## **Emergency Contact Info** The 'Emergency Contact' section contains information for the employee's emergency contact. ![A screenshot of a computer Description automatically generated](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/basic-info-tab-image-75303r6t.png?sv=2026-02-06&spr=https&st=2026-11-11T05%3A05%3A42Z&se=2026-11-11T06%3A05%3A42Z&sr=c&sp=r&sig=GFxUzfq1crxqDRucCX64FJAdB1Mp9uizbEoGQvSpLt4%3D) | | **Field** | **Description** | | --- | --- | --- | | **1** | First Name and Last Name | Emergency contact's name. | | **2** | Relation | Emergency contact's relation to the employee: - Spouse - Parent - Friend - Child - Significant Other - Other Relation | | **3** | Email | Email address for the emergency contact. | | **4** | Phone Number | Phone number for the emergency contact. | --- ## **Time Clock** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-JXRENWBP.png?sv=2026-02-06&spr=https&st=2026-11-11T05%3A05%3A42Z&se=2026-11-11T06%3A05%3A42Z&sr=c&sp=r&sig=GFxUzfq1crxqDRucCX64FJAdB1Mp9uizbEoGQvSpLt4%3D) | | **Field** | **Description** | | --- | --- | --- | | **1** | Timeclock User ID | A unique identifier for the employee in the timeclock system. Limited to six characters. This value can be imported, but best practice is to add it manually here, in the basic info tab. | | **2** | Passcode | The code an employee uses to log in to the timeclock. Limited to four characters. | --- ## **Access** The Access section includes the settings for [app access](/doc/docs/employee-app-access) and [inactive status](/doc/docs/inactive-employee-records). When R365 Payroll is enabled, the 'Exclude from Payroll' setting is also included. **![A screenshot of a computer Description automatically generated](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/basic-info-tab-image-s0du0if7.png?sv=2026-02-06&spr=https&st=2026-11-11T05%3A05%3A42Z&se=2026-11-11T06%3A05%3A42Z&sr=c&sp=r&sig=GFxUzfq1crxqDRucCX64FJAdB1Mp9uizbEoGQvSpLt4%3D)** | | **Field** | **Description** | | --- | --- | --- | | **1** | App Access | When checked, this will automatically create a [user record](/doc/docs/user-record-overview) for this employee and assign them the 'Employee App Access' permission. Learn more about [Employee App Access here](/doc/docs/employee-app-access). > When R365 Payroll is enabled, this setting is required before the employee can be [onboarded to payroll](/doc/docs/workforce-onboarding-an-employee-to-r365-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](/doc/docs/user-setup-security-and-location-access). > This setting is disabled when the Inactive setting is on. | | **2** | 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](/doc/docs/inactive-employee-records). > When R365 Payroll is enabled, it is recommended to [separate](/doc/docs/workforce-employee-separations) or [rehire](/doc/docs/workforce-employee-rehiring) the employee instead of manually changing the 'Inactive' setting. | | **3** | Exclude from Payroll | When checked, the employee will be excluded from payroll and will not be added to [traditional pay cycle pay runs](/doc/docs/workforce-pay-runs-overview). 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 R365 Payroll is enabled. | | **4** | 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. | Restaurant365 Access rights granted to users or user roles that dictate what actions they can perform within the system.