This article covers the Basic Info tab of Workforce Employee Records

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.

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The Identification section contains the employee's name, birthdate, SSN, and EEOC information.


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 NameThe middle name of the employee.
Last Name

The last name of the employee.

Note: This field is required, and the Employee Record will not save if this field is blank.

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

Employee's preferred pronouns:

  • She/Her/Hers
  • He/Him/His
  • They/Them/Theirs
  • Ze/Zir/Zirs
  • Prefer not to say
  • No Selection


EEOC field for the employee's gender:

  • Male
  • Female
  • Choose not to identify
  • No Selection


EEOC field for the employee's ethnicity:

  • Hispanic or Latino
  • Not Hispanic or Latino
  • Choose not to identify
  • No Selection


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


The employee's birthday. Entering in birthdays will then provide Birthday Indicators on the Manager Log Calendar View

Note: This field is required, and the Employee Record will not save if this field is blank.

Note: 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


The employee's social security number.

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

Note: This field is not present until the employee has been onboarded to payroll.

TIN Verification

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

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

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Contact Info

The Contact Info section contains information on how the employee can be contacted, as well as the setting for R365 Messaging.  

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

  • Text
  • Email
  • Both Text & Email

AddressThe employee's address.
Text MessagingWhen 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.

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Emergency Contact

The 'Emergency Contact' section contains information for the employee's emergency contact. 

First Name and Last NameEmergency contact's name.
RelationEmergency contact's relation to the employee:
  • Spouse
  • Parent
  • Friend
  • Child
  • Significant Other
  • Other Relation
Email address for the emergency contact.
Phone Number
Phone number for the emergency contact.

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The 'Access' section includes the settings for App Access, Inactive Status, and Exclude from Payroll.



App Access

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

Important Note: 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

Learn more about Employee App Access here.


When checked, this will deactivate the Employee Record and suspend that employee's access to R365. Learn more about marking an employee as 'Inactive' here.

Note: When an employee is marked as 'Inactive', the 'Personal Email' field will no longer be required, unless the 'App Access' box is checked.

Exclude from PayrollWhen 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'.

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.

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