When an employee has multiple employee records associated with them, they must be merged into a single record. This ensures that all data associated with the employee is connected to a single record and that the employee will have only one login for the R365 Mobile App.
Once complete, merging employee records cannot be undone.
Why an Employee Might Have Multiple Employee Records
Employees Who Work at Multiple Locations
When 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, and an employee record is automatically created for them. When an employee works at multiple locations, they will have multiple employee records created from each POS.
Employees Added to R365 Before Starting Work
Often, before an employee begins work, an employee record is manually created for them in R365 as part of their 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.
Merging Employee Records
Employee Merge Wizard
The Employee Merge wizard merges employee records using the Bulk Edit menu on the Employees page. After selecting up to 20 employee records to merge, the Employee Merge wizard provides control over how they are merged.
Note: The Employee Merge wizard 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.
Proposed Merges Wizard
The Proposed Merges wizard highlights employee records that might need to be merged based on matches in the employee's full name, email address, or payroll ID. Once a default record is selected and incorrect matches are removed, the Employee Merge wizard is used to merge the employee records.
Note: The Proposed Merges wizard 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.
Smart Ops Direct Merge
Merging employee records directly from an employee record in Smart Ops will merge the displayed employee record into a selected employee record. Data from the employee record being merged into will be retained for fields with conflicts.
Note: The option to merge employee records directly from an employee record in Smart Ops is only available when the legacy version of the employee record is enabled for Smart Ops.
Merge Import
Employee records can be merged in bulk via the Import tool. This method will merge the old employee record into a selected employee record. Data from the employee record being merged into will be retained for fields with conflicts.
Since merging employee records cannot be undone, it is recommended to use extreme caution when merging via the import tool.
Note: The Employee Merge import is not available when Workforce Payroll is enabled.
Employee Merges Report
The Employee Merges report provides users with a list of possible duplicate employee records for all locations which the user has access to. The report also provides a reason for suggesting the merge by calling out duplicated information.
Impact of Merging Employee Records
Merging employee records will have the following impacts to other areas of R365:
Employee Messages - Messages sent to/from any of the merged employees will be attributed to the final merged employee.
Scheduled Shifts - Shifts assigned to any of the merging employees will be updated to the final merged employee.
- Note: If scheduled shifts overlap, only the published shift will be retained.
Labor Data - Punch data, tips, and other earnings on the DSS for any of the merging employees will be attributed to the final merged employee.
Merged Employee Record Data
Since most fields within an employee record can only contain one value, only one employee record's data will be retained for conflicting fields. Merging employees via the Employee Merge wizard will allow users to choose which value is retained for fields with conflicts.
When merging employees via the legacy Smart Ops direct merge or the employee merge import, the data from the employee record that is being merged into will be retained for conflicting fields.
The fields from the following tabs/sections are retained from all of the employee records in the merge:
- General Employee Record
- Time Tab - Punches
- Time Off Tab
- Certifications Tab
- Notes Tab
- Integrations Tab
- Workforce Payroll
- Payroll Tab
- Pay History
- Legal Work Location
- Payment Preferences
- Deductions
- Taxes Tab
- Documents Tab
- Payroll Tab
The data retained for the following fields is determined by the system:
| Employee Photo | If available, one employee photo from the merging employee records will be retained. |
| Availability | When merging via the Employee Merge wizard, the most restrictive availability from the merged employee records will be retained. The retained availability settings can be manually edited in the Employee Merge wizard. |
| Employment Status | Active Status If any of the selected employee records are in 'Active' status, the final merged employee record will also be in 'Active' status. Leave & Separated Status If all of the selected employee records are in 'Leave' status, the final merged employee record will be in 'Leave' status. If all of the of the selected employee records are in 'Separated' status, the final merged employee record will be in 'Separated' status. If the selected employee records have a mix of 'Leave' and 'Separated' statuses, the status from the default employee record will be retained. Important Note: If Workforce Payroll is enabled, the separation information fields associated with the 'Separated' status will be retained from the selected default employee record, even if these fields contain no data. |
| Required Fields (Workforce Payroll) | If Workforce Payroll is enabled, at least one of the selected employee records must have data for the employee record fields that are required for Payroll. These fields are not provided in the POS data, and will not be present in employee records created through the POS integration:
Before beginning the merge, ensure that at least one of the selected employee records contains data for these fields. |
Excluded from Payroll (Workforce Payroll) | If all selected employee records have been 'Excluded from Payroll', the final merged employee record will also be 'Excluded from Payroll'. If one, but not all, of the selected employee records have been 'Excluded from Payroll', the final merged employee record will not be 'Excluded from Payroll'. Note: The 'Exclude from Payroll' setting is found on the Basic Info tab of employee records. |
Merging Restrictions
Only one of the selected employee records can be onboarded to payroll. If more than one of the selected employee records has already been onboarded to payroll, the merge will not be processed. For assistance merging multiple employee records that have been onboarded to payroll, please contact R365 Support.
If employee record updates are configured for Workflows, employee records with pending changes cannot be merged. All pending changes for the merging employee records must be approved or denied first. Pending changes can be viewed on the Summary tab of employee records.