Employee Sync

Reduce manual data entry, minimize errors, and help your team focus on more important tasks. The Employee Sync setting optimizes your employee onboarding process by automatically syncing employee data from your POS to your 7shifts account. When you add or update employee information in your POS:

• A new employee profile is created in 7shifts, if needed.
• Updates to existing profiles are synced seamlessly, keeping your records accurate.

In this article, we'll cover how Employee Sync works, steps to enable, and where/what information updates appear in 7shifts.

Enable Employee Sync

Before enabling Employee Sync, ensure you’ve completed these system requirements:

• Have Actual Labor turned on in your integration settings. Find the steps for your POS here.
• Map your existing Employees. This will ensure Employees you have chosen to ignore during mapping will not be created or updated in 7shifts.
• Map your existing Roles. This will ensure that Employees will be assigned the correct Roles in 7shifts when they are created. (POS integrations exempt from Role mapping: Lightspeed, Squirrel, and TouchBistro).
  
   
  Pro Tip! Mapping your Employees and Roles is essential to complete before enabling this tool to ensure that employees are created under the correct Locations, Departments, and Roles in 7shifts. If any Roles are still unmapped before turning on Employee sync, 7shifts will be unable to automatically create a profile for the users that are associated with the unmapped roles on your POS.

After you’ve completed the system requirements above, follow these steps enable the setting:

1. Log into the web app As an Admin.
2. In the left navigation bar, head to Apps & Integrations > My Integrations and click on your POS.
3. Click on the Settings button beside the Location(s) that you want to enable.

4. Under the Employee Data tab, click on the slider button to enable Employee Sync for this Location:

   

   That's it! Employee Sync will now automatically update your 7shifts data.

What information updates with Employee sync?

Once enabled, Employee Sync performs the following updates:

1. Create new Employees - 7shifts will detect any new employees on your POS that do not match any existing records in your 7shifts account. We will then automatically create this user as an employee in 7shifts and send them an invitation email.
   • An email address is not required for an employee to be brought over from Employee Sync.
     
     However, if Schedule Enforcement is enabled, an employee profile will not be created if they do not have an email address.
     
      
2. Sync Inactive Status - Mapped users flagged as inactive or deleted on your POS, will be marked as 'inactive' within 7shifts.
   • Their profile will NOT be deleted within 7shifts. Instead, it will be set as inactive.
   • Admin users who are deactivated on the POS will not be deactivated in 7shifts. If you would like to deactivate them, please do so on both platforms.
   • If a mapped employee is archived in Toast but is still active on another integration (example: ADP Run for payroll), they will be marked as 'ignored' instead of 'deactivated. This is part of existing rules to prevent unintended deactivation across multiple integrations.
     
      

3. Sync Job/Role edits - If a mapped user had changes made to their job code/role assignments on your POS, the same job code/role updates will be applied to their user profile within 7shifts.

   • 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.

    

4. Sync Employee Profile edits - If a mapped user had changes made to their user profile on your POS. If so, we will apply these updates to their user profile within 7shifts. These may be details such as their name, phone number, or punch ID. (See below which details will sync for your POS.)

   • 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:

   Available      Not supported currently

   

A few more things to note when using Employee Sync:

• Emails are unable to sync for some POS systems. So the Employee profiles created through employee sync will not have an email and will be unable to automatically receive an invitation to 7shifts, if using the following POS systems: Aloha POS - Omnivore
  Micros 3700 POS - Omnivore
  POSitouch POS - Omnivore
  Squirrel POS
  
   
• Employee Sync will resync every 60 minutes.
  
  However, POS systems may take longer to publish information to the cloud/API, so please check back in a few hours if the data is not in 7shifts within the expected time. If you still do not see data changes reflected after 24 hours, start a chat with our Support team.
  
   
• Wages will sync only with supported POS systems when the 'Wage Sync' setting is enabled. Wage sync is a separate setting from Employee Sync.
  
  Click here to find your POS and see if the integration offers Wage Sync. Emails will only sync when creating a user from your POS that's new to 7shifts. Any email changes made on your POS for existing 7shifts users will NOT sync as this would affect their ability to login to 7shifts.
  
  

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:

If changes are made to an existing 7shifts profile using employee sync, you will be able to see the time and the name of the system this information was last updated.

To see this, head to Team and click on their name. The details can be found in the top right corner of the employee's profile.

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