HR & Employee Records
Comprehensive HR management integrated with your restaurant operations.
Overview
The HR system provides:
- Employee Records - Personal info, contacts, job history
- Document Management - I-9, W-4, certifications
- Onboarding Workflows - New hire checklists
- Compliance Tracking - Certification expiration alerts
- Self-Service - Employees update their own info
Accessing HR
- Go to Manager > Staff > HR
- Or say "Hey Maximus, show HR"
Employee Records
Viewing Employees
┌─────────────────────────────────────────────────────────────────┐
│ EMPLOYEES [+ Add Employee] │
├─────────────────────────────────────────────────────────────────┤
│ │
│ Name Role Hire Date Status Docs │
│ ─────────────────────────────────────────────────────────── │
│ Sarah M. Server Jan 15 Active ✓ Complete │
│ James K. Bartender Feb 03 Active ⚠ 1 Missing │
│ Maria L. Host Mar 20 Active ✓ Complete │
│ Carlos R. Chef Nov 10 Active ⚠ Expiring │
│ │
│ [Filter ▼] [Export] │
│ │
└─────────────────────────────────────────────────────────────────┘
Adding an Employee
- Click + Add Employee
- Enter basic information:
- Legal name
- Preferred name
- Email and phone
- Start date
- Assign role and location
- Save - employee receives onboarding invite
Employee Profile
Each employee profile contains:
| Tab | Information |
|---|---|
| Personal | Name, DOB, address, SSN (masked) |
| Contact | Phone, email, emergency contacts |
| Employment | Role, hire date, status, pay type |
| Work Authorization | I-9 status, visa type, expiration dates |
| Documents | Uploaded files, verification status |
| Certifications | Food handler, alcohol, etc. |
| Skills | Languages, training completed, specialties |
| History | Job changes, notes, actions |
| Custom Fields | Organization-defined fields |
Editing Employee Info
- Click on employee name
- Select tab to edit
- Make changes
- Click Save
- Changes logged in history
Document Management
Required Documents
| Document | Purpose | Required By |
|---|---|---|
| I-9 | Work authorization | Federal law (3 days) |
| W-4 | Tax withholding | First paycheck |
| State Tax | State withholding | Varies by state |
| Food Handler | Food safety cert | Health dept |
| Alcohol Cert | Alcohol service | State/local |
| ID Copy | Identity verification | Company policy |
Document Status
| Status | Meaning |
|---|---|
| ✓ Complete | Document on file, verified |
| ⚠ Missing | Required but not uploaded |
| ⚠ Expiring | Will expire soon |
| ✗ Expired | Past expiration date |
| ○ Pending | Uploaded, awaiting review |
Uploading Documents
Manager upload:
- Go to employee profile
- Click Documents tab
- Click Upload Document
- Select document type
- Choose file
- Set expiration (if applicable)
- Click Upload
Employee upload (self-service):
- Employee receives onboarding link
- Employee uploads from their device
- Document appears for manager review
Document Verification
For documents requiring verification:
- Click on pending document
- Review the document
- Mark as:
- Verified - Acceptable
- Rejected - Issue found (add note)
- Employee notified of status
Onboarding Workflows
How Onboarding Works
┌─────────────────────────────────────────────────────────────────┐
│ ONBOARDING WORKFLOW │
├─────────────────────────────────────────────────────────────────┤
│ │
│ New Hire │
│ │ │
│ ▼ │
│ ┌─────────────────┐ │
│ │ Document │ ← I-9, W-4, Tax Forms │
│ │ Collection │ │
│ └────────┬────────┘ │
│ │ │
│ ▼ │
│ ┌─────────────────┐ │
│ │ Policy │ ← Handbook, Safety, Harassment │
│ │ Acknowledgment │ │
│ └────────┬────────┘ │
│ │ │
│ ▼ │
│ ┌─────────────────┐ │
│ │ Training │ ← Food safety, POS, Role-specific │
│ │ Assignment │ │
│ └────────┬────────┘ │
│ │ │
│ ▼ │
│ ┌─────────────────┐ │
│ │ Setup │ ← Direct deposit, Equipment │
│ │ Complete │ │
│ └────────┬────────┘ │
│ │ │
│ ▼ │
│ Ready to Work │
│ │
└─────────────────────────────────────────────────────────────────┘
Onboarding Checklist
| Item | Responsible | Deadline |
|---|---|---|
| Accept job offer | Employee | Before start |
| Complete I-9 | Employee + Manager | Within 3 days |
| Submit W-4 | Employee | Before first pay |
| Submit state tax form | Employee | Before first pay |
| Sign employee handbook | Employee | First day |
| Complete food safety training | Employee | Before first shift |
| Set up direct deposit | Employee | Before first pay |
| Receive uniform/equipment | Manager | First day |
| Complete POS training | Manager | First day |
| First scheduled shift | Manager | Per schedule |
Tracking Onboarding Progress
- Go to Staff > Onboarding
- View new hires in progress
┌─────────────────────────────────────────────────────────────────┐
│ ONBOARDING IN PROGRESS │
├─────────────────────────────────────────────────────────────────┤
│ │
│ Employee Start Date Progress Status Action │
│ ─────────────────────────────────────────────────────────── │
│ Alex T. Jan 22 ████████░░ 80% On Track │
│ Jordan P. Jan 24 ██████░░░░ 60% ⚠ I-9 Due │
│ Sam W. Jan 25 ████░░░░░░ 40% Started │
│ │
└─────────────────────────────────────────────────────────────────┘
Customizing Onboarding
- Go to Settings > HR > Onboarding
- Edit checklist items
- Set deadlines
- Configure reminders
- Add custom steps
Certifications & Compliance
Certification Tracking
Track required certifications:
| Certification | Typical Validity | Applies To |
|---|---|---|
| Food Handler | 2-3 years | All staff |
| Alcohol Server | 1-3 years | Servers, bartenders |
| ServSafe Manager | 5 years | Managers |
| CPR/First Aid | 2 years | Optional |
| Allergen Awareness | Varies | All FOH |
Expiration Alerts
System alerts you when certifications or work authorization expire:
| Alert | When | Who Notified |
|---|---|---|
| Upcoming | 30 days before | Employee + Manager |
| Soon | 7 days before | Employee + Manager |
| Expired | On expiration | Employee + Manager |
| Overdue | After expiration | Manager + HR |
Work Authorization Tracking
For employees with work visas or permits:
| Tracked Item | Alert Timing |
|---|---|
| Visa Expiration | 90 days, 30 days, 7 days |
| Work Permit | 90 days, 30 days, 7 days |
| I-9 Reverification | Per document expiration |
System automatically tracks re-verification requirements based on I-9 Section 2.
Training Completion Tracking
Track required training for all employees:
| Training | Frequency | Required For |
|---|---|---|
| Food Safety | Per certification | All staff |
| Harassment Prevention | Annual | All staff |
| Alcohol Awareness | Per certification | Servers, bartenders |
| POS Training | Initial + updates | All staff |
| Safety Procedures | Annual | All staff |
View training status:
- Go to Staff > Training
- See completion status by employee
- Assign overdue training
- Track completion dates
Policy Acknowledgments
Track signed policies and agreements:
| Policy | Required | Renewal |
|---|---|---|
| Employee Handbook | Yes | Annual or on update |
| Safety Policy | Yes | Annual |
| Harassment Policy | Yes | Annual |
| Confidentiality | Yes | One-time |
| Dress Code | Yes | On update |
Employees sign digitally via self-service portal.
Compliance Dashboard
┌─────────────────────────────────────────────────────────────────┐
│ COMPLIANCE STATUS │
├─────────────────────────────────────────────────────────────────┤
│ │
│ CERTIFICATIONS │
│ ─────────────────────────────────────────────────────────── │
│ ✓ Compliant: 18 employees │
│ ⚠ Expiring: 3 employees │
│ ✗ Expired: 1 employee │
│ │
│ DOCUMENTS │
│ ─────────────────────────────────────────────────────────── │
│ ✓ Complete: 20 employees │
│ ⚠ Missing: 2 employees │
│ │
│ ACTION REQUIRED │
│ ─────────────────────────────────────────────────────────── │
│ • Carlos R. - Food Handler expires in 15 days │
│ • Jordan P. - I-9 not completed (Day 2) │
│ │
└─────────────────────────────────────────────────────────────────┘
Offboarding
Termination Process
- Go to employee profile
- Click Actions > Terminate
- Select termination type:
- Voluntary (resignation)
- Involuntary (termination)
- End of season
- Enter last day worked
- Complete offboarding checklist
Offboarding Checklist
| Item | Responsible |
|---|---|
| Collect uniforms | Manager |
| Collect keys/access cards | Manager |
| Return equipment | Manager |
| Revoke system access | Auto |
| Process final paycheck | Payroll |
| Provide termination letter | HR |
| Conduct exit interview | Optional |
| Update headcount | Auto |
Record Retention
After termination:
- Records kept per retention policy
- Sensitive data archived securely
- Rehire eligibility tracked
Employee Self-Service
What Employees Can Do
| Feature | Description |
|---|---|
| View Profile | See their information |
| Update Contact | Change phone, address |
| Upload Documents | Submit certifications |
| View Pay Stubs | Access pay history |
| Download W-2 | Annual tax forms |
| Request Time Off | Submit PTO requests |
| View Schedule | See upcoming shifts |
| View Benefits | Health, 401k, other benefits |
| Update Tax Info | W-4 changes |
Employee App Access
Employees access self-service through:
- Workforce mobile app
- Staff shell on tablet
- Web portal
Reports
Available HR Reports
| Report | Description |
|---|---|
| Headcount | Current employee count by role |
| Turnover | Resignation/termination rates |
| Tenure | Length of service distribution |
| Compliance | Certification status |
| Onboarding | New hire progress |
| Demographics | EEO reporting |
Running Reports
- Go to Reports > HR
- Select report type
- Choose date range
- Filter by location/role
- Export or view
Settings
HR Settings
| Setting | Description |
|---|---|
| Required Documents | Which docs are mandatory |
| Onboarding Template | Default checklist items |
| Alert Timing | When to send reminders |
| Retention Period | How long to keep records |
Configuring Alerts
- Go to Settings > HR > Alerts
- Set expiration warning days
- Choose notification methods
- Select recipients
Voice Commands
| Task | Say |
|---|---|
| View employees | "Hey Maximus, show all employees" |
| Check compliance | "Hey Maximus, certification status" |
| Find employee | "Hey Maximus, find Sarah" |
| Expiring certs | "Hey Maximus, expiring certifications" |
Best Practices
Document Management
- Collect docs early - Get I-9 within 3 days
- Set reminders - Alert before expirations
- Verify promptly - Review uploaded docs quickly
- Keep secure - Sensitive data encrypted
Compliance
- Track everything - All certs in system
- Automate alerts - Don't rely on memory
- Regular audits - Monthly compliance review
- Train managers - Know requirements
Onboarding
- Start before day one - Send docs early
- Clear checklist - Employees know expectations
- Assign buddy - Help new hires
- Check in regularly - First week, first month