--- title: "Legacy Employee Setup" slug: "employee-setup" description: "Legacy employee setup in R365 — covers record creation, POS import, Employee Master settings, and merging duplicates." updated: 2025-08-26T16:59:45Z published: 2025-08-26T16:59:45Z canonical: "docs.restaurant365.com/employee-setup" --- > ## 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. # Legacy Employee Setup > Employee records and the Employees are being updated throughout 2025. This article is for the legacy version of employee records. For more information about employee setup with the [updated employee record](/doc/docs/employee-record-2024-update) or when Workforce Payroll is enabled, please refer to the updated [Employees](/doc/docs/employees). ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/employee-setup-image-2gca21d3.png?sv=2026-02-06&spr=https&st=2026-10-28T20%3A49%3A14Z&se=2026-10-28T21%3A49%3A14Z&sr=c&sp=r&sig=%2BZNkvzHgXYvG9LehZjIQxP2TxqLYZ4TpHo%2Bk8aAugGc%3D) The [Employee Record](/doc/docs/legacy-employee-record-1) allows you to manage Employee details such as Employee Name, Contact Information, Employee Photo, and Scheduling Availability. **This record is created automatically for each Employee after the POS Integration has been completed.** Each Employee Record represents an Employee that has been entered in to your POS Systems. As Employees may work at several of your Locations, there is a possibility that some of the Employee Records are duplicate entries. These records will need to be merged in order to properly use the [Scheduling](/doc/docs/scheduling-module-overview-security) and [Manager Log](/doc/docs/logbook-overview-security) modules. Learn More about more information on [Merging Employee Records here](/doc/docs/merge-legacy-employee-records). Please refer to the [Employee App Access](/doc/docs/employee-app-access) article for more information on granting your Employees access to the [{{ glossary.R365}}-mobile-app" target="_blank" translate="no">R365 Mobile App](/doc/docs/ [!WARNING] > Once a new Employee is entered into the POS, their information will be polled into R365 at the end of the night with the Daily Sales Summary. Therefore, there are only rare circumstances when an Employee record would be manually created. Consult with your Coach/CSM or [R365 Support](https://help.restaurant365.net/en/support/tickets/new) before manually creating an Employee record. ## **Employee Information Import from POS** Once Employee information is pulled over from the POS via the Daily Sales Summary, Employee records will be created in R365. These records will then need to be maintained from within R365 or your POS. ![A screenshot of a computer Description automatically generated](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/employee-setup-image-458rm4t0.png?sv=2026-02-06&spr=https&st=2026-10-28T20%3A49%3A14Z&se=2026-10-28T21%3A49%3A14Z&sr=c&sp=r&sig=%2BZNkvzHgXYvG9LehZjIQxP2TxqLYZ4TpHo%2Bk8aAugGc%3D) Dictate how Employee records will be managed by updating the 'Employee Master' field from within System Preferences. Click here to learn more about [Employee Master and managing Employee records](/doc/docs/employee-master). ### Exclude an Employee From the Daily Sales Summary > Labor totals are not calculated for employees in polled data who have both of the following settings enabled on their [R365 employee record](https://docs.restaurant365.com/docs/employees): > > - Exclude Labor Hours > - Exclude Labor $ > > This exclusion applies to labor rules, daily sales summary, and labor reporting. These employees’ punch details will display $0 and 0 hours. > > > > ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-1QDRK3MQ.png?sv=2026-02-06&spr=https&st=2026-10-28T20%3A49%3A14Z&se=2026-10-28T21%3A49%3A14Z&sr=c&sp=r&sig=%2BZNkvzHgXYvG9LehZjIQxP2TxqLYZ4TpHo%2Bk8aAugGc%3D) --- ## **Creating Employees** There are two ways to Create Employees in Restaurant365: 1. Automatic import and creating from the POS. New Employees will be imported with the DSS each night 2. Manual creation > [!WARNING] > Only few scenarios exist where an Employee record should be manually created. Consult with your Coach, CSM, or [R365 Support](https://help.restaurant365.net/en/support/tickets/new) to determine if an Employee record should be manually created. ### Manual Creation New Employees can be [created](/doc/docs/create-a-legacy-employee-record) by clicking the '+ Create' button on the [Employees page](/doc/docs/employees-page-1). 'New [Employee Record](/doc/docs/legacy-employee-record-1)' sidesheet will then open with multiple tabs that should be filled out with new Employee information. ![A white background with blue squares Description automatically generated](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/employee-setup-image-c9it2366.png?sv=2026-02-06&spr=https&st=2026-10-28T20%3A49%3A14Z&se=2026-10-28T21%3A49%3A14Z&sr=c&sp=r&sig=%2BZNkvzHgXYvG9LehZjIQxP2TxqLYZ4TpHo%2Bk8aAugGc%3D) --- ## Viewing Employees Employees can be viewed on the [Employees page](/doc/docs/employees-page-1), found in the Workforce app, under Employees. Similar to all other lists in R365, locate the record you want to view, then double click the row to open the record in a new tab. ## **POS Employee Link** To manage the relationship between multiple POS employee records pointing to the same Master Employee in Restaurant365, R365 has two types of Employee records: ### POS Employee Record These records match the records in the POS system at each Location. So if an Employee works at more than one Location then they will have more than one POS Employee record in Restaurant365. These only have a few fields on them just to allow the system to match to the POS by POS ID, Location, and Full Name. This record isn't used in the Scheduling module. Click here for more information on [POS Employee Records](/doc/docs/pos-employee-records) ### Employee Record These records serve as the main Employee record. If labor notes are made about an Employee or reviews will be held, this is the record referenced on those Reports and forms. If you store a break waiver for the employee it is on this record. You should work to keep the system clean so there is only one of these records per employee. Click here for more information on [Employee Records](/doc/docs/legacy-employee-record-1) To view a more detailed breakdown of this process, view the [User Record v Employee Record](/doc/docs/user-record-v-employee-record) training article. A database entry that contains detailed info about an employee, including personal details and employment history. 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. Structured documents that provide insights and summaries of various operational metrics and financial data.