Employees (Administration)

PAR OPS is designed to manage various employee-related functions, including payroll, scheduling, and time card management. Employee data can be imported into PAR OPS using an API feed from an HRIS (Human Resource Information System) or Payroll integration, as well as through an end to end integration with a POS (Point of Sale) system. The complexity of the data stored in PAR OPS can vary based on the company's preferences for data storage and utilization. PAR OPS offers two main activities for managing employee data: the Employees activity, available to single store users, provides access to employee information specific to their store, while the Employee Administration activity, available to above-store users, grants access to employee data across multiple stores and payroll groups based on user permissions. PAR OPS can store a wide range of employee data, including personal details, hiring information, job roles, pay rates, activity permissions, status history, tax exemptions, and other attributes such as marital status and gender. Additionally, it supports labor options, certifications, and custom fields for extra data. These activities are crucial for HR management, payroll processing, and access control, offering a customizable and detailed approach to meet specific company needs. By centralizing employee data management, the Employees and Employee Administration activities enhance operational efficiency and ensure accurate, up-to-date records.

What can be reviewed in Employees?

Employees Tab:

Upon opening the Employees activity, a list of employees currently assigned to this store will populate.  Use the filters to refine your view.  Select the chevron next to a specific employee to review and edit a specific employee.  Depending on your database configuration, any combination of the following tabs will be available.

• Main: This section shows personal information such as name, address, and contact Information and essential information linking to outside integrations such as ID numbers, email and store association.
• Jobs: This section shows which jobs are assigned to the employee along with the pay rate details by date.
• Employee Activity Permissions: This section shows which activities this employee can access via the PAR OPS App.
• Status: This section shows the current and historical status of employees, including Active, Terminated, and Inactive.
• W4 Federal: This section shows the W4 Federal tax details for this employee that are passed between the payroll system.
• W4 State: This section shows the W4 State tax details for this employee that are passed between the payroll system.
• Flags: This section shows various employee attributes your store will track for outside integrations like demographic statistics, mag card number, meal waiver or custom options.
• Labor Options: This section shows Full/Part time designations along with schedule and payroll exemptions. Salary employees will show salary specific settings.
• Certifications: This section shows the certifications assigned to this employee including details and dates.
• Custom: This section shows custom data fields like Customer ID numbers, as configured by the company's database administrator.
• Employee Notes: This section displays all notes linked to this employee. For each note, you can see who created it, when it was created, and a full history of changes.

School Calendars Tab:

The School Calendars tab lets managers create and save school schedules for the minor employees they supervise. Once a schedule is assigned to a minor, the system automatically uses that school's actual in-session days to check if the employee's work schedule follows minor labor rules — making it easier to stay compliant when minors attend different schools.

• School Name: The name of the School.
• State: The state where the school is located.
• No Class Dates: Calendar dates when the selected school is not in session.*
  * When adding a new school calendar, Save the new entry first to access the dropdown for No Class Dates.
• Status: A summary of upcoming closure dates.

How do I add an employee?

Depending on your database configuration, new employees may not be added directly in PAR OPS but instead are imported by an Human Resources Information System (HRIS) or imported from your Point of Sale (POS) system.

How to manually add an employee in PAR OPS:

1. Go to Employees
2. Select Add Employee
3. Enter Employee Type of 'Person' if this employee is a person OR 'Responsibility' if this is not a real person.
4. Enter Unique Personal ID
5. Enter Hire Date that must include the earliest day this employee will have time cards.
6. Select Create
7. Complete information in all tabs as needed.
8. Select Save

How is an employee added by an HRIS?

When your organization uses an HRIS (Human Resources Information System) such as UKG, Ceridian, or Workday, employee records are created and managed directly within that system. These records are then automatically imported into PAR OPS via scheduled API integrations. Do not manually edit employee fields in PAR OPS that are managed by the HRIS.

If an employee is created manually in PAR OPS instead of through the HRIS, it may cause sync failures or prevent the employee from being exported to the POS system.

How is an employee added by the POS?

If you manually create employees using your POS system, you will use the Link Employees activity. Refer to the Link Employees article to learn more. After an employee is linked, you will be able to edit them in the Employee's activity.

How do I delete an employee?

Employees cannot be deleted.  They may only be marked as Visible - 'No' and Status of 'Terminated'. Both of these settings remove the employee from view to be selected for schedule or payroll assignment.  Historical records will continue to be visible in reporting.

How do I update an employee?

1. Go to Employees
2. Select the chevronnext to a specific employee.
3. Navigate to the appropriate tab.
   • Select Jobs to add a new job, give the employee a raise and add a new rate, adjust the effective date, remove or add the job for access to scheduling using the Visible flag or set the skill level
   • Select Employee Activity Permissions to give this employee permissions to additional activities in the PAR OPS App
   • Select Status to terminate, or rehire an employee
   • Select Flags to adjust specific settings that may be available in your store such as Marital Status, Gender, Race, Magnetic Card Number and Meal Period Waiver
   • Select Labor Options to adjust full/part time settings, assign this employee's timecards and pay memos to be ignored for payroll and mark this employee as exempt from rules such as breaks, minor and schedule validation.
   • Select Certification to add or update a certification including expiration dates and approvals
4. Enter the updated information.
5. Select Save

How do I update an employee’s status allowing them to be rehired or terminated?

1. Go to Employees

2. Select the chevronnext to a specific employee.

3. Select Status

4. Select Change Status

5. Select Status

6. Select As of Date

7. Select Reason

8. Select Save

How do I borrow an employee?

1. Go to Employees
2. Select Add Employee
3. Enter Employee Type of 'Person' if this employee is a person OR 'Responsibility' if this is not a real person.
4. Enter Last Name
   • Select Borrow to borrow an employee that currently exists in a store assigned to the same payroll group as this store.
   • Select Add to Current Store to borrow an employee that currently exists in a store outside of the payroll group assigned to this store.

5. Select Save
6. Complete information in all tabs as needed.

How do I transfer a new employee?

Depending on your database configuration, employees may only be available to borrow and not able to be transferred.  Contact your Administrator if you are unable to Transfer employees.

1. Go to Employees
2. Select Add Employee
3. Enter Employee Type of 'Person' if this employee is a person OR 'Responsibility' if this is not a real person.
4. Enter Last Name

5. Select Transfer to transfer an employee that currently exists in a store assigned to the same payroll group as this store.

6. Select Save
7. Complete information in all tabs as needed.

How do I transfer an existing employee?

Depending on your database configuration, employees may only be available to borrow and not able to be transferred.  Contact your Administrator if you are unable to Transfer employees.

1. Go to Employees
2. Select the chevron (>) next to a specific employee
3. Select Transfer
4. Select Save.

How do I assign a salary to an employee?

1. Go to Employees
2. Select the chevron (>) next to the specific employee.

3. Select Labor Options
   • Dynamic Daily Schedule Cost: Toggle this ON or OFF
     • If this toggle is ON
       The salary amount will be divided by 52 and then further divided by the number of days this employee is scheduled and applied as scheduled cost.  If no days are scheduled for the week, the amount is spread equally across all seven days
     • If this toggle is OFF First, the amount entered in Daily Schedule Cost this will be posted every day as the scheduled salary cost. If not value exists as Daily Schedule Cost, the salary amount will be by 365 and applied as scheduled salary cost
   • Daily Schedule Cost: This field is only available for entry if Dynamic Daily Schedule Cost is toggled 'OFF'.
   • Annual Salary: Enter the salary amount
4. Select Save.

How do I export an employee to my POS?

1. Go to Employees
2. Select the employee
3. Selec Export

What functions are available in the Employee Administration activity?

1. Filters:

   • Units: Select an individual unit or all units this login has access to view

   • Name Contains (Available when focused on either Store Employees or Payroll Tabs. All others are only available on the Store Employees Tab), Email Contains, Payroll ID Contains, Unique Personal ID Contains :

     • After applying the appropriate filter, use the search box to enter the search details

2. Store Employees:

   • Main: This section shows personal information such as name, address, and contact Information and essential information linking to outside integrations such as ID numbers, email and store association.
   • Jobs: This section shows which jobs are assigned to the employee along with the pay rate details by date.
   • Status: This section shows the current and historical status of employees, including Active, Terminated, and Inactive.
   • Flags: This section shows various employee attributes your store will track for outside integrations like demographic statistics, mag card number, meal waiver or custom options.

3. Payroll – This section shows global employees and their payroll assignment.

What is included in the Employee Administration Store Employees tab?

All employees assigned to a Unit will be posted in this tab.

What is included in the Employee Administration Payroll tab?

Only those employees that are marked as paid employees will show in this tab.

How do I adjust my Employee Administration column settings?

Selecting the Column Settings button will open the right-hand panel allowing you to toggle activity columns off and on depending on what you would like to see on the main list screen.

How do I add an employee using the Employee Administration activity?

New employees are imported into PAR OPS through an API integration or manually added at Store level through either the Employees or the Link Employees Activity.

How do I update an employee’s status using the Employee Administration activity?

1. Go to Employee Administration

2. Select Store Employees

3. Search for the employee in the Search filter

4. Navigate to the employee

5. Select the Chevron (>)

6. Select Status

7. Select the Chevron (V) to expand the list

8. Select Change Status

9. Select Status

10. Select As of Date

11. Select Reason

12. Select Save

How do I transfer an employee using the Employee Administration activity?

1. Go to Employee Administration
2. Select Payroll
3. Search for the employee in the Search filter
4. Navigate to the employee
5. Change the Home Store

How do I borrow an employee using the Employee Administration activity?

Employees can only be borrowed through an API integration or manually added at Store level through either the Employees or the Link Employees Activity.

How do I add a job using the Employee Administration activity?

1. Go to Employee Administration
2. Select Store Employees
3. Search for the employee in the Search filter
4. Navigate to the employee
5. Select the Chevron (>)
6. Select Jobs
7. Select Add Job
8. Select Store(s)
9. Select Save
10. Navigate to the new job row
11. Select the Chevron (V)
12. Select Add Rate
13. Enter the rate
14. Select the Effective Date
15. Select Approve
16. Select Save

How do I add a rate to an existing job using the Employee Administration activity?

1. Go to Employee Administration.
2. Select Store Employees.
3. Search for the employee in the Search filter.
4. Navigate to the employee.
5. Select the Chevron (>).
6. Select Jobs.
7. Navigate to the unit/job row.
8. Select the Chevron(V).
9. Select Add Rate.
10. Enter the rate.
11. Select the Effective Date.
12. Select Approve.
13. Select Save.

How do I update the rate for an existing job using the Employee Administration activity?

1. Go to Employee Administration.
2. Select Store Employees.
3. Search for the employee in the Search filter.
4. Navigate to the employee.
5. Select the Chevron ( < ).
6. Select Jobs.
7. Navigate to the unit/job row.
8. Select the Chevron(V).
9. Enter the rate.
10. Select the Effective Date.
11. Select Approve.
12. Select Save.

FAQ

Who cares about employees? 

HR managers, payroll administrators, and supervisors care about the Employees activity to ensure comprehensive and accurate employee record management.

What is the goal of employees?

The goal of the Employees activity is to serve as a central hub for managing and accessing detailed employee records, supporting HR management, payroll processing, and access control functionalities.

Where can this information be viewed?

This information can be viewed in the PAR OPS system, specifically within the Employees activity and its organized tabbed pages.

What other reports or activities are impacted by an entry in employees?

Entries in the Employees activity impact HR reports, payroll processing, access control, and overall operational efficiency by ensuring accurate and up-to-date employee records.

What employee information is transferred when borrowing an employee?

When borrowing an employee, their profile information from the home store (main tab details, certifications, and labor options) is copied to the borrowing store. However, jobs, pay rates, and employee activity permissions do not transfer and need to be added at the borrowing store. The Approving and Home Store settings remain linked to the original store.

What is a unique personal ID?

The unique personal ID must be unique to all employees within your company in our database and not just your store. A unique ID can be provided by your payroll or HRIS system. *The unique personal ID must be at least a 6-digit value.* If you are unsure of what unique ID you should be using, reach out to your system administrator.

What does borrow mean?

• To borrow or transfer an employee, you will need the employee's Unique Personal ID and the date for the intended action
• Borrowing an employee allows you to schedule, work, and pay an employee at your store while they maintain another store as their Home and Approving store
• Transferring an employee allows you to take on the employee as an employee of your store, making your store the Home and Approving store
• To borrow or transfer an employee, the employee must be in the same payroll group as your store

What does the Flags tab include?

The Flags section contains various employee flags like marital status, SUTA, FUTA, FICA, Meals, Magnetic Cards, Gender, and Race

How can I manage an employee's access to different activities?

The Employee Activity Permissions tab allows you to toggle access on and off for various activities within the system

What options are available for managing an employee's labor status?

The Labor Options section allows you to define an employee as Full/Part Time and choose whether to Ignore for Payroll.

What are the different ways to calculate a salary employee's daily schedule cost?

• Dynamic Daily Schedule Cost: Used to define a salaried employees schedule cost.

  • If the Toggle is turned off, there are two other field considered to calcuate the value.
  • If the Toggle is turned on, only the Salary amount and the number of days the employee is scheduled is used to calculate scheduled cost.

• Daily Schedule Cost: Used to define a daily cost assigned to an employee as the schedule cost applied to each day of the year

• Annual Salary: Used to define a daily cost assigned to an employee as the schedule cost - Salary/365 days = Daily Cost

Where can I find information about an employee's Certifications?

The Certifications tab lists all employee certifications as configured by the company's database administrator.

What is the purpose of the Custom section?

The Custom section stores customer ID numbers as defined by the company's database administrator.

What is the difference between borrowing and transferring an employee?

Borrowing allows a store to temporarily utilize an employee from another store while maintaining their primary affiliation with the home store. Transferring permanently moves the employee to the new store, updating the Approving and Home Store settings to reflect the change.

What indicates that an employee is a Salary employee?

A salary employee is one with assigned Type = 'Salary' as defined by the assigned Primary Job.

Why is the Employee Administration form blank?

When the activity is first opened, the Units filter will automatically be set to All units. The form will also be blank. Use the search functionality to locate the employee in question. The drop-down will contain options to search by Name, Email, Payroll ID, or Unique Personal ID. If the unit filter is set to All, then the activity will display entries from all units for this employee.