This article covers the Employees page for Workforce. If Workforce is not enabled, please refer to the documentation for the Smart Ops Employees Page




The Employees page is where all active and inactive employees are listed. Here, users can review employee details, add new employees, grant employees app access, change employee active status, and onboard employees to payroll. Learn more about employees within Workforce here


The Employee Record for each employee can be opened in a sidesheet on this page. Learn more about the Workforce Employee Record here.


After an Employee Record has been created for a new employee, they must be onboarded to payroll before direct deposit, signed documents, or tax information can be completed. Learn more about onboarding employees to payroll here.


Article Topics:



Security


The permissions listed here are associated with the Employees page. These permissions can be added to custom user roles or single users. Learn more about managing permissions and custom user roles here.

Employees page permissions are found in the permission tree as follows:

  • Labor
    • Employees
      • View Employees
        • Note: Users without this permission will not be able to access the Employees page.
      • Edit Employees
      • Can Grant/Remove Employee’s App Access in R365
      • Create Employees
      • Merge Employees
      • Delete Employees
      • Basic Info
        • View Onboarding Status
    • Payroll
      • Add to Payroll
      • Exclude from Payroll
        • View Exclude from Payroll

The Permission Access Report can be used to determine which user roles or users already have these permissions assigned.


Note: Users will only see employees who are associated with the locations that the user has access to. Employees who are not associated with any locations will be displayed for all users.  



The Employees page is found under Team in the Workforce navigation menu.



  • Note: The Employees page is also accessible from Smart Ops.  



Employees Page Buttons





Button/FieldDescription
+ Add Employee ButtonClick to create a new Employee Record. 
SearchFilters the Employees grid for the entered text. 
Recently Hired Quick FilterClick to filter the Employees Grid for all employees whose hire date is in the last 14 days.
Currently Onboarding Quick Filter

Click to filter the Employees Grid for only employees with the payroll status of 'Onboarding'.


Active in Payroll Quick Filter

Click to filter the Employees Grid for all employees who have completed their payroll onboarding for one or more payroll companies.


Smart Grid Controls

From the Employees grid, users can perform the following actions:


Table Views- Save/edit table views.

- Filter column information.

Columns- Rearrange table columns.

Export- Export the table to a .csv file.

Refresh- Refresh the table.

 

Learn more about working with Smart Grids here.


Bulk Edit CheckboxClick to select the associated employee and open the bulk edit menu.
Employee RecordClicking on a row will open the associated Employee Record in a sidesheet.


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Employees Page Columns 


The Employees grid has the following columns:


Column TitleDescription
NameFirst name and last name of the employee.
EmailPersonal email address of the employee.
Hire DateDate the employee was hired.
Payroll StatusThe Employee's status for payroll. Learn more about payroll statuses here.

N/A - None of the employee's jobs are associated with locations associated with a legal entity enabled for payroll.

Not Active - The employee has not been onboarded to payroll and requires attention before they will be included in pay runs. The employee will be available for scheduling.

Onboarding - The employee has been onboarded to payroll for all legal entities on their Employee Record and is in the process of completing their onboarding.

# of # - The first number indicates the number of legal entities associated with payroll companies where the employee has been onboarded. The second number indicates the total number of legal entities associated with payroll companies on the employee’s Employee Record.

Active - The employee is onboarded to payroll for all legal entities present on their Employee Record and they will be included in pay runs for all legal entities on their Employee Record.

Separated - The employee has been separated from all payroll companies associated with the legal entities on their Employee Record.

Excluded - The employee is excluded from payroll and will not be included in any pay runs.

Note: Payroll statuses do not impact the employee's availability for scheduling. 

Primary FLSA StatusEmployee's FLSA status; 'Exempt' or 'Nonexempt'.
Paperless Tax StatementsIndicates if the employee has elected to only receive paperless tax statements.
Primary LocationLists the location associated with the employee's primary job.
DepartmentsLists all departments associated with jobs assigned to the employee.
JobsLists all jobs assigned to the employee.
Employment StatusThe employment status of the employee:


Active - The employee is actively employed.


Separated - The employee has been separated from all legal entities and is no longer employed.


Leave - The employee is on a leave of absence.


Employment TypePart-time or full-time.
App AccessIndicates if the employee has been granted access to their personal R365 account to review payroll and scheduling information.
Employee IDSystem-generated unique ID for the employee.
Address 1First line of the employee's address.
Address 2Second line of the employee's address.
CityCity for the employee's address.
StateState for the employee's address.
ZipPostal zip code for the employee's address.
Personal PhoneEmployee's 'Personal Phone Number' from their Basic Info tab.
Legacy Employee IDThe employee's employee ID used in past payroll systems.
Legacy Payroll IDThe employee's payroll ID used in past payroll systems.
BirthdayEmployee's 'Birthday' from their Basic Info tab.
Created ByUser who created the Employee Record.
Created OnDate Employee Record was created.
Modified ByUser who last modified the Employee Record.
Modified OnDate Employee Record was last modified.


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Bulk Edit


Selecting one or more employees will open the Bulk Edit menu. 




Bulk Edit Actions





ActionDescription
Merge

Click the merge iconto merge the selected Employee Records.


Merging will combine the selected Employee Records into a single Employee Record. Learn more about merging employees within Workforce here


Note: Only one employee that has been onboarded to payroll can be included in the merge. If more than one of the selected Employee Records is associated with an employee that has been onboarded to payroll, the merge will be halted.


Action MenuClick the menu icon to open the Action menu with the following action options:

Add App Access

Click to send an invite email to the employee's email address to create their account and access the R365 Mobile App. 


Note: App access is required to add an employee to payroll. Without app access, the employee will not be able to access the Employee Self-Service Portal. 


Learn more about employee app access here.


Remove App Access

This will remove the employee's access to the R365 Mobile App.


Note: Without app access, the employee will not be able to access the Employee Self-Service Portal. 


Learn more about employee app access here.


Make InactiveClick to mark the employee as 'Inactive' and remove their access to the system. If an employee has been assigned to any future or unpublished shifts, marking that employee as 'Inactive' will undo the assignment, and the shifts will be updated to 'Unassigned'.
Make Active Click to mark the employee as 'Active'. Active employees will have access to the system and be available in the Scheduling module.
Onboard

Click to initiate the onboarding to payroll process for the selected employees. Only employees onboarded to payroll can be paid through payroll. 


Onboarding an employee to payroll will activate the payroll-specific tabs on their Employee Record and send an invite to the employee to begin the onboarding process, including setting up tax information and direct deposit.


Learn more about onboarding employees to payroll here.


Assign Accrual RuleClick to assign PTO accrual rules to the selected employees.

Note: This option is only displayed when PTO Accruals is enabled. 
X ButtonClick to close the bulk edit menu and deselect the selected employees.


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