Employee records and the Employees page in Smart Ops are being updated throughout Q3 and Q4 of 2024. 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.
Note: The updated Employees page is only available when Workforce is enabled or when the updated employee record for Smart Ops is enabled. The updated employee record for Smart Ops is in beta. Contact your CSM to learn more.
Note: If 'POS' was set as your organization's Employee Master, keep in mind that certain fields will be updated nightly, based on your POS system. Contact your Coach/CSM or R365 Support for more information.
Article Topics:
Identification
The Identification section contains the employee's name, preferred name, pronoun, and birthdate. When Workforce Payroll is enabled, SSN and EEOC information are also included.
| Field | Description | |
 | First Name | The first name of the employee. Note: 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. Note: 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:
|
 | Gender | EEOC field for the employee's gender:
Note: This field only appears when Workforce Payroll is enabled. |
 | Ethnicity | EEOC field for the employee's ethnicity:
|
 | Race | EEOC field for the employee's race:
Note: This field only appears when Workforce Payroll is enabled. |
 | Birthday | The employee's birthday. Entering in birthdays will then provide Birthday Indicators on the Manager Log Calendar View.
|
 | SSN | The employee's social security number. By default, the data for this field is obscured. Click the eye icon Note: This field only appears when Workforce Payroll is enabled. Note: This field does not appear until the employee has been onboarded to Workforce Payroll. |
 | TIN Verification | Indicates if the employee's TIN (Tax ID Number) has been verified. Note: This field only appears when Workforce Payroll is enabled. Note: This field does not appear until the employee has been onboarded to Workforce Payroll. Note: R365 processes TIN verifications weekly. Failed TIN verifications can be viewed and resubmitted on the Unverified TIN Report. |
to show or hide the text.Contact Info
The Contact Info section contains information on how the employee can be contacted, as well as the setting for R365 Messaging.
| 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. Note: 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 Employee 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:
|
| 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 Employee Messaging (if enabled on the Location Record). Note: 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 Red App. |
Emergency Contact
The 'Emergency Contact' section contains information for the employee's emergency contact.
| Field | Description | |
| First Name and Last Name | Emergency contact's name. |
| Relation | Emergency contact's relation to the employee:
|
| Email address for the emergency contact. | |
| Phone Number | Phone number for the emergency contact. |
Access
The Access section includes the settings for app access and inactive status. When Workforce Payroll is enabled, the 'Exclude from Payroll' setting is also included.
| 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. Note: When Workforce Payroll is enabled, this setting is required before the employee can be onboarded to payroll. Note: 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. Note: This setting is disabled when the Inactive setting is on. |
| Inactive | When checked:
Note: 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'. Note: 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. Note: This button is only displayed when the App Access checkbox is checked. |