Role & Employee Mapping - Integrations

If you are integrated with a  POS or payroll provider that offers to sync your labor data, you will need to complete your mapping between 7shifts and your and POS or payroll provider. This means matching the Roles and Employees in 7shifts to their counterparts in your POS or payroll provider and helps ensure that the data syncs properly.

SKIP AHEAD TO:
Accessing the Mapping page
Role Mapping
Employee Mapping


Accessing the Mapping page

1. An Admin in the account will need to set up the desired POS or payroll integrations. 

⚠️For POS integrations, Admins will also need to enable the 'Actual Labor' setting before the mapping page will be accessible.
Click here to find the specific steps to enable any of our available POS or payroll integrations.

2. Going forward, your Integration Mapping page can be found under the more menu ' ☰ ' > Integrations > Mapping.

3. Within the Mapping page, you can:
  • Map Roles
  • Map Employees
  • Filter by (outlined in blue):
    • Location
    • Integration
    • Mapped, Unmapped, or Ignored, All
  • Sort by user name or Mapping Status (outlined in green)


Role Mapping

You'll want to ensure that you map your specific Roles between your systems so that your labor data can sync properly with 7shifts. This is how you will be able to match your Roles in 7shifts to their counterparts in your POS or payroll provider.

⚠️Having your Role mapping completed is especially important when using the following features:

⚠️As terminology can vary between systems, your Roles are the specific job codes, positions, department codes, or job titles that each Employee has assigned to them. Typically their wages are associated with this role/job code.

1. Under the 'Roles' tab is where you'll see the Roles that you have set up within 7shifts vs the job codes that exist within your POS or payroll provider.

2. 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 capitalization and spacing. You'll find those under the 'Mapped' heading. 

Any Roles that cannot be automatically matched will be under the 'Unmapped' or 'Ignored' tab. 

3. Match any roles / job codes from your POS/payroll, that are used for punching in, to its counterpart Role in 7shifts. If the Role is not used, move it to the 'Ignored' section. 

⚠️With any POS integration, it is highly recommended that you map/match only one 7shifts Role to a single Role on your POS (one-to-one pairs).

Example: The Role 'Bartender' in 7shifts could match with the job code 'Bar Keeper' on your POS.
❗️At this time we do not support the ability to map more than one POS job code with the same Role in 7shifts. 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.

A new Role for 'Bar Assistant' would need to be created with 7shifts in order to match the one on your POS.

4. If the Role is not used for tracking labor data, move it to the 'Ignored' section.

If you choose to set as 'Ignored,' data under this Role will not sync between your POS or Payroll integration and 7shifts.

5. If an incorrect match was made, you can always correct the mistake by unmatching the Role. The Role will then be listed under 'Unmapped' and you can assign it correctly from there.


Employee Mapping

You'll want to ensure that you map your specific users between your systems so that your labor data can sync properly with 7shifts. This is how you will be able to match your employees in 7shifts to their counterparts in your POS or payroll provider.

⚠️Having your Employee mapping completed is especially important when using the following features:

⚠️Remember that each time you add a new employee to 7shifts, your POS, or payroll provider, you'll need to ensure that they are properly mapped.

1. Under the 'Employees' tab is where you'll see the users that you have set up within 7shifts vs the users that exist within your POS or payroll provider.

⚠️If you are integrated with TouchBistro POS, users will show up on the Employee Mapping page  as long as they've clocked in and out at least once into TouchBistro.

2. 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 capitalization and spacing. You'll find those under the 'Mapped' heading.

Any Employees that cannot be automatically matched will be under the 'Unmapped' or 'Ignored' tab. 

3. Match any Employees from your POS (that will be punching in) to their counterpart user profile in 7shifts. The same applies if you will need to sync their time clocking data when processing payroll.

If the Employee does not clock in on your POS or needs their hours synced for payroll, move them to the 'Ignored' section. 

  • Match: Simply find the corresponding employee in the list
  • Ignore: You'll want to Ignore if the employee will never need to clock in/out (i.e. Salaried employees)
  • Create: This will add the employee to 7shifts, allowing you to start scheduling them. (POS integrations only)

4. If an incorrect match was made, you can always correct the mistake by unmatching them. The employee will then be listed under 'Unmapped' and you can assign them correctly from there. 

5. If Employees are not in your 7shifts account yet, you will also have the option to add them directly from the Mapping Page by clicking 'New employee in 7shifts.' (Currently, this option is only available for POS integrations.)

❗️When using the 'New Employee in 7shifts' option, email addresses are unable to sync for some POS systems. So the Employee profiles created through the mapping page will not have an email and will be unable to automatically receive an invitation to 7shifts if using the following POS systems:  
Aloha POS
Micros 3700 POS
POSitouch POS
Squirrel POS
⚠️If you are integrated with Toast POS, you can also choose to create an Employee within Toast, if they only exist on the 7shifts side.

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