Why Can’t Some Employees See Their Full Schedule in the Red App?
by John Laporte, President, RRFMG Technical Services
Restaurant365 (R365) offers a comprehensive labor scheduling system that streamlines workforce management for restaurant operators. A key component of this system is the R365 mobile application, colloquially known as the “Red” app due to its distinctive red icon. This app enables employees to access their schedules, submit shift change requests, and communicate with management directly from their mobile devices. However, some employees encounter issues where they cannot view their complete schedules within the Red app. Understanding the underlying causes of this problem is essential for effective resolution.
Understanding the Issue: Fragmented Employee Records
The most likely reason employees may not see their full schedules in R365’s Red app is the existence of duplicate employee records within the system. This situation often arises when an employee works across multiple locations, and separate records are created for each location. While this approach might seem logical, it leads to inefficiencies
- Multiple Logins: Employees receive distinct login credentials for each location, requiring them to log in and out to view schedules for different sites.
- Incomplete Schedule Visibility: Since the app displays schedules based on the logged-in profile, any fragmentation in employee records results in incomplete schedule visibility.
- Inaccurate Labor Tracking: Duplicate records can cause discrepancies in tracking total hours worked, affecting overtime calculations and payroll accuracy.
Best Practices for Employee Record Management
To ensure employees have seamless access to their full schedules, it’s crucial to maintain unified employee records across all locations. Implementing the following practices can help achieve this:
- Centralized Employee Profiles: Create a single employee profile that encompasses all locations where the individual works. This unified profile ensures that all schedule information is consolidated and accessible through one login.
- Utilize the Employee Merge Wizard: R365 provides an Employee Merge Wizard designed to consolidate duplicate employee records. This tool guides administrators through merging up to 20 employee records simultaneously, ensuring a streamlined process. It’s important to note that once records are merged, the action cannot be undone. Additionally, if Workforce Payroll is enabled, only one of the selected employee records can be onboarded to payroll. For assistance with complex scenarios, contacting R365 Support is recommended.
- Assign App Access Appropriately: Ensure that each employee’s unified profile has the ‘App Access’ permission enabled. This setting grants employees access to the necessary features within the R365 Red app, allowing them to view schedules, submit requests, and update availability.
Steps to Merge Duplicate Employee Records
To address the issue of fragmented schedules due to duplicate records, follow these steps:
- Access the Employee Merge Wizard: Navigate to the ‘Employees’ section within the R365 Smart Operations Dashboard.
- Select Duplicate Records: Identify and select the duplicate employee records that need to be merged. The system allows merging of up to 20 records at a time.
- Choose Primary Record Details: During the merge process, specify which details (e.g., contact information, assigned roles) should be retained in the unified profile.
- Complete the Merge: Finalize the merge process. The system will consolidate the records, and the employee will receive a notification to reset their password.
- Employee Action: Instruct the employee to log out and back into the R365 Red app using their updated credentials. This step ensures they can access their complete, unified schedule across all locations.
Conclusion
Ensuring that employees can view their full schedules in the R365 Red app requires maintaining unified and accurate employee records. By proactively managing employee profiles and utilizing tools like the Employee Merge Wizard, restaurants can enhance operational efficiency, improve employee satisfaction, and ensure accurate labor tracking. Regular audits of employee records and adherence to best practices in profile management are essential steps toward achieving seamless schedule visibility for all team members.
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