About Creating Employee Records

Employee records are created in the following ways:

1. Automatically through the POS integration.
   
   
2. Manually in R365.
   
   
3. Populated from Hire as part of the hiring process.

Employee Records Created Through the POS Integration

Employee records are automatically created for each employee in polled POS data. 

For most organizations using the Scheduling module, it is recommended to create employee records through the POS integration. This reduces the frequency that employee records must be merged. 

Employee Records Created in R365 Before the POS

Often, before an employee begins work, an employee record is manually created in R365 as part of the employee's onboarding process. This allows them to be added to the schedule and payroll before they are present in POS data. When that employee begins work and first appears in POS data, an additional employee record will be automatically created for that employee and a merge will be required. 

For organizations with Workforce Payroll enabled, it is recommended to create the employee record in R365 before the POS. This allows the employee to participate in Workforce onboarding prior to starting work.  

Employee records are manually created on the Employees page.

Manually Create an Employee Record

Follow these steps to manually create an employee record:

Click images to enlarge

1	Click the +Create button in the top right corner of the Employees page. A 'New Employee Record' sidesheet will then open with multiple tabs to be filled out with the new employee's information.
2	On the Basic Info tab, then enter employee details for required fields: First Name Personal Email If Workforce Payroll is enabled, the following additional fields are required: Last Name
3	On the Employment tab, enter employee details for required fields: Primary Location If Workforce Payroll is enabled, the following additional fields are required: Hire Date Employment Type FLSA Status Status
4	Review all tabs and enter any additional employee details (optional): Basic Info Employment Time Schedule Time Off Certifications Integrations Note: When initially creating an employee record, the Jobs section of the Employment Info tab will not be present. Note: If Workforce Payroll is enabled, the following tabs will not be present until the employee has been onboarded to payroll: Payroll Taxes Documents
5	Click Save.
6	Return to the Employment tab, then add the employee's jobs in the Jobs section. (Optional) Note: Employees can only be scheduled for jobs present in the Jobs section.
7	Click Save.

Exclude from Workforce Payroll

If the employee being added will not be used for Workforce Payroll, they can be excluded from payroll. Excluding an employee from payroll will reduce the required fields to only First Name and Personal Email. 

This setting is found on the Basic Info tab in the Access section. 

Important Note: The employee must be onboarded to payroll in order to be paid through Workforce Payroll. Excluded employees cannot be onboarded to payroll until this setting is removed and the required fields are completed.