Employee Sync

Employee sync automatically creates new employee profiles in 7shifts when they are added to your integrated POS. This streamlines your onboarding process by eliminating the need to manually enter employee data in two separate systems.

Things to know

Before enabling Employee sync, ensure your account meets the following technical requirements:

• You must be an Admin to enable Employee Sync.
• The Actual Labor toggle must be turned on within your integration settings for profile data to flow.

• 7shifts will not create an employee profile for users who do not have an email address in the POS if Schedule Enforcement is enabled.

• 7shifts checks for updates every 60 minutes. However, POS systems may take longer to publish data to the cloud. If data changes are not reflected after 24 hours, start a chat with our Support team.

• This feature may require an upgrade from your current plan.

Supported POS integrations

Employee sync support varies by POS provider. Use the lists below to verify if your system is compatible with this feature.

Supported integrations

The following POS systems support automated employee synchronization (and include Actual Labor data)

• 7shifts-Led: Aloha (Omnivore), Brink (PAR), CAKE, Harbortouch/SkyTab,Heartland Restaurant, Lightspeed L-Series, Lightspeed U-Series, Lightspeed K-Series, Micros 3700 (Omnivore), Oracle Micros Simphony, Positouch (Omnivore), Qu POS, Restaurant Manager, Revel (Shift4), SpotOn, Square, Squirrel, Silverware, Toast, and Touchbistro.
• Partner-Led: Applova, Arrow, Arryved, BLogic Systems, Chowbus, GoTab, HungerRush, OnTheFly, Peppr, Quantic, Revi, Rezku, Selflane, Snappy, Thrive, Tonic, Tray, and Union.
• Certain Partner-Led systems support the reverse, meaning employees get created based on employee data in 7shifts. This includes: Akru, Arrow, BLogic, GoTab, HungerRush, OnTheFly, Peppr, Revi, Rezku, Selflane, Thrive, Tray, Union, and Zonal.

How it works

Once the prerequisites are met and the feature is toggled on, 7shifts and your POS communicate to automate profile management:

• When a new staff member is added to your POS, 7shifts detects the record and creates a corresponding profile in the Team > Employees section.
• 7shifts typically imports the employee's First Name, Last Name, and Role/Department (based on your mapping).
• Newly synced employees will remain "Inactive" or "Pending" in 7shifts until an Admin sends them an invitation to join the platform.

How to enable Employee sync

1. In the left navigation bar, head to Apps & Integrations > My Integrations.
2. Select your active POS integration and click Settings.
3. Navigate to the Labor or Sync tab (depending on your POS).
4. Locate the Employee Sync toggle and switch it to ON:
   
5. Click Save.

How information updates

Employee sync manages different types of profile changes based on the data received from your POS.

New employee profiles

7shifts detects new employees on the POS that do not match existing records and automatically creates a profile in 7shifts. While an email address is not required for the sync to occur, 7shifts will not create a profile without an email address if schedule enforcement is enabled. 

Profiles created via Aloha, Micros 3700, POSitouch (Omnivore), or Squirrel will not include emails and cannot receive automatic invitations.

Inactive status and deactivations

Mapped users flagged as inactive or deleted on the POS are marked as inactive in 7shifts, but the profile is not deleted. Admin users deactivated on the POS must be manually deactivated in 7shifts. If a Toast employee is archived but remains active on another integration like ADP Run, they will be marked as ignored instead of deactivated to prevent unintended data loss.

Role and job code edits

If you assign a user to a new job code or role on the POS, 7shifts adds that role to their profile.

• If a user has a Role in the POS that they're not assigned to within 7shifts, 7shifts will assign that Role to them through employee sync.
• If a user has a Role unassigned/removed in the POS which was previously synced to 7shifts, employee sync won't remove that unassigned Role. 
• Only changes where a user is assigned to additional roles/job codes will be reflected in 7shifts. If the user was removed from a role/job code on your POS, this change would NOT be reflected in 7shifts.
• Based on the Role's mapping, a Location or Department change in 7shifts may also occur.

Profile field updates

7shifts syncs specific fields when changes are made on the POS, such as name, phone number, and punch ID based on POS compatibility.

• Emails will only sync when creating a user from your POS that's new to 7shifts. To protect login access, email changes made on the POS for existing users will not sync to 7shifts.
• Employee IDs are only added to an employee profile when the profile is first created through Employee Sync. Any changes to an existing employee's Employee ID, will not sync back through Employee Sync. These updates must be made manually in 7shifts.
   

7shifts will sync the following fields through Employee Sync, depending on your POS:

Where new Employee profiles and profile updates appear in 7shifts

New Profiles

Any recently added Employees will be tagged as "NEW" on your Employee page so you can adjust their settings or user permissions once they have been created in 7shifts.

You can update their user profile in 7shifts anytime by heading to Team and clicking on their name.

Existing Profile Updates

To see when a profile was last updated by the POS, head to Team and select the employee name. The last sync time and the source system name are displayed in the top right corner of the employee profile.

You can hover your mouse over it to see more information.