Role & Employee Mapping - Integrations

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 to ensure labor data flows correctly - impacting payroll accuracy, reporting, and scheduling features.

Things to Know

Review these critical requirements and logic rules before beginning the mapping process:

• Admins, or Managers/Assistant Managers with the 'Can manage integrations' permission can access the mappings page.
• Mapping must be completed in the 7shifts Web App (not available on mobile).

• You must have an active POS or payroll integration to access the Mapping page.

• Incorrect or incomplete mappings lead to missing labor data, payroll discrepancies, and broken alerts.

• 7shifts automatically matches profiles and roles if the names and spacing are identical across both systems.

• One-to-One Logic! For POS integrations, you can only map one POS Role to one 7shifts Role. If your POS uses multiple job codes for similar roles, create unique counterparts in 7shifts to maintain a one-to-one match.
• Exemptions: Role mapping is not required for  Dinerware,Lightspeed (L/U-series), Micros Simphony II, Squirrel, Silverware, and Touchbistro.

Why Mapping is Important

Mapping connects users and roles between your POS/Payroll and 7shifts to ensure labor data flows to the correct profiles. Correct mapping reduces integration warnings and prevents issues when running payroll. Completed mapping powers key features including:

• 7shifts Payroll (or supported payroll integrations)
• Tip Pooling & Tip Management
• Tip Calculations
• Actual Labor
• Wage Sync
• Schedule Enforcement
• Employee Sync
• Alerts for missing punches and overtime 
• Tip Calculations

Access the Mapping Page

You must have an active POS or payroll integration to access this page. If you haven't connected a system yet, see our Integration Setup Guide.

1. In the 7shifts web app, navigate to Apps & Integrations > Mapping.
2. Use the tabs at the top to toggle between Employees and Roles.
   • 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.
3. Use the search bar to find specific profiles or the status bar to track your overall progress.

Understanding Mapping Statuses

7shifts categorizes your data into three statuses to help you identify what requires action:

• Matched: Linked profiles that are successfully syncing data. No action is required.
• Unmatched: Profiles that require manual linking. Data will not sync for these individuals or roles until they are mapped.
• Ignored: Profiles intentionally excluded from syncing (e.g., salaried staff or roles not used for tracking labor). Keep ignored if unused; unset ignored and match if they need to be included in syncing.

Role Mapping

Roles represent the job codes, positions, or department codes assigned to employees in your external system. Mapping these ensures worked hours are attributed to the correct departments in 7shifts. 7shifts supports only one-to-one mapping for POS roles; you cannot map multiple POS job codes to a single 7shifts Role.

Although 7shifts Payroll allows you to map multiple roles to a single payroll role, it is strongly recommended to maintain a one-to-one match to ensure the most accurate data transfer.

1. Go to Apps & Integrations > Mapping > Roles.
2. 7shifts automatically maps roles with identical names and spacing. These appear under Matched.
3. For Unmatched roles, select the dropdown and choose the corresponding 7shifts Role.
4. If a POS role is not used for labor tracking, move it to Ignored. Choosing to set a Role as Ignored means that data under this Role will not sync between your POS or Payroll integration and 7shifts.
   

Employee Mapping

Employee mapping links each person in 7shifts to their specific profile in your POS or payroll system.

1. Select the Employees tab on the Mapping page.
2. For each Unmatched profile, choose to Match (link to existing), Ignore (exclude from sync), or Add Employee in 7shifts.
3. If an incorrect match is made, click Unmatch to return the profile to the unmatched list.

Why Employees Become Unmapped

If you previously mapped your team but now see them as unmatched, it is usually due to a change in the unique identifier that links 7shifts and your POS. Common reasons include:

• Changes in the POS Profile: If an employee’s name, Email, or POS ID was edited directly in the POS, the existing link to 7shifts may break.

• Duplicate Profiles: If a new profile was created in the POS instead of updating the old one, the new profile will appear as "Unmatched."

• Employee Sync Settings: If Employee Sync is disabled, 7shifts will not automatically look for these changes, requiring manual re-mapping.

• Re-integrating: Disconnecting and reconnecting your POS integration will clear previous mapping data.

Integration Warnings

Use the Integration Warnings tab within your Time Clocking page to see which mappings need immediate attention. Regularly checking this tab prevents data gaps in your reporting.

Understanding Integration Warnings defines the universal troubleshooting steps for mapping discrepancies.

Other best practices include:

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