Role & Employee Mapping - Integrations – 7shifts

If you use a POS or payroll integration with 7shifts that syncs labor data, completing your Role and Employee mappings is critical. Mapping links each Role and Employee in 7shifts to their match in your POS or payroll system. Without accurate mapping, your labor data will not sync correctly—impacting payroll accuracy, reporting, and scheduling features.

Why Mapping is Important

Completed Employee and Role mappings ensure labor data flows seamlessly between systems, powering key features such as:

7shifts Payroll
Actual Labor
Schedule Enforcement
Employee Sync
Wage Sync
Running payroll via an integration (Payroll Exports excluded)
Sync POS time clocking data
Syncing tips to payroll
Overtime alerts
Alerts for missing punches
Tip pooling & tip payouts

Note: Incorrect or incomplete mappings can lead to missing data, payroll discrepancies, and broken alerts.

How to map Roles & Employees

⚠️ Prerequisites

Who can map: Admins, or Managers/Assistant Managers with the "Can Manage Integrations" permission.
Where to map: Mapping must be completed in the 7shifts Web App (not mobile).
Integration required: You must have an active POS or payroll integration to access the Mapping page.
- If you haven’t integrated yet, follow the integration setup steps for your specific integration: Integration setup guide.

Access the Mapping page

From the 7shifts web app, navigate to Apps & Integrations > Mapping.
On the mapping page, you can:
- Map Roles: Match 7shifts Roles to their counterpart Role/Job in the POS/Payroll system.
- Map Employees: Match 7shifts Employee Profiles to their counterpart profiles in the POS/Payroll system.
- Quickly Find What You Need: Use the search bar to find a specific employee or role, or use the status bar to see your overall mapping progress at a glance.

Understanding Mapping Statuses

Status	What it means	Next step
Matched	Linked employee profiles and roles that will sync data.	No action unless correcting a match.
Unmatched	Employee profiles and roles that require manual linking to sync data.	Manually map to the correct counterpart.
Ignored	Employee profiles and roles that are intentionally excluded from data syncing.	Keep ignored if unused; unset ignored and match if they need to be included in syncing.

Tip: To permanently remove a Role or Employee from syncing, delete it from your POS/payroll system—7shifts pulls data directly from there.

Role Mapping

Roles are the job codes, positions, or department codes assigned to employees in your POS/payroll system.

⚠️ Important Notes:

Role mapping is not required for Lightspeed (L/U-series), Squirrel, or TouchBistro POS Integrations.
You can only map one POS Role to one 7shifts Role (one-to-one).
If your POS Role names differ, create new Roles in 7shifts so each POS job code has a one-to-one match.
Mapping 7shifts Roles to Payroll: Although the system allows you to map multiple 7shifts roles to a single payroll role, we strongly recommend maintaining a one-to-one match (one 7shifts role to one payroll role). This ensures the most accurate data transfer.

Steps:

Go to Apps & Integrations > Mapping and open the Roles tab.
7shifts will automatically map any Roles that already exist between your POS/payroll and 7shifts, if they are both spelled the same way, with identical spacing. You'll find those under the Matched status.
Roles that cannot be automatically matched will appear under the Unmatched status.
Match any roles/job codes from your POS/payroll, that are used for punching in, to its counterpart Role in 7shifts.
With any POS integration, we do not support the ability to map more than one POS job code with the same Role in 7shifts. Map/match only one 7shifts Role to a single Role on your POS (one-to-one pairs).
- In this case, it is best to add additional Roles within 7shifts so that the pairs made while mapping are still a one-to-one ratio.
Example: The Role 'Bartender' in 7shifts could match with the job code 'Bar Keeper' but not also the job code 'Bar Assistant' on your POS. Create a new Role for 'Bar Assistant' in 7shifts to match the job code on your POS.
If the Role is not used for tracking labor data, move it to the Ignored section. Choosing to set a Role as Ignored means that data under this Role will not sync between your POS or Payroll integration and 7shifts.
If an incorrect match was made, you can correct it by unmatching the Role. The Role will then be listed under Unmatched, and you can assign it correctly from there.

Employee mapping

Employee mapping links each person in 7shifts to the correct profile in your POS/payroll system.

⚠️ Important Notes:

For TouchBistro POS, employees appear under employee mapping only after they’ve clocked in/out at least once since the integration was connected.
When creating new employees from the mapping page, some POS systems do not sync email addresses. This applies to: Aloha POS, Micros 3700 POS, Positouch POS, and Squirrel POS.

Steps:

From the Mapping Page, select the Employees tab.
- You'll see the users that you have set up within 7shifts vs. the users that exist within your POS or payroll provider.
7shifts will automatically map any Employees that already exist between your POS/payroll and 7shifts, if they are both spelled the same way, with identical spacing. You'll find those under the Matched status.
For each unmatched profile, choose one of the following actions:
- Find a match – Link to the correct profile.
- Ignore employee – Exclude from syncing (e.g., salaried staff who don’t clock in).
- Add Employee in 7shifts – Add them to 7shifts (POS integrations only).
  - This feature is only available for POS integrations. Use the Add Employee in 7shifts option if Employees are not in your 7shifts account yet and you'd like to add them directly from the Mapping Page.
You can unmatch at any time to correct mistakes; the employee will return to the Unmapped list.

Best practices

Check mapping regularly—especially after adding new staff or Roles—to avoid data gaps.
Keep role and job code names consistent across systems where possible to enable automatic mapping.
Create new Roles in 7shifts when you need additional one-to-one mappings for POS job codes.