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New Employees & HR Onboarding

OverDrive maintains its own employee records, with no automation for employee creation — nothing flows in from Paycom or VAST. Short term, HR completes onboarding in Paycom and VAST, then sends a new employee form to IT, who creates the employee in OverDrive by hand. Long term, the goal is to give an HR user direct OverDrive access so new hires stop routing through IT.

When this applies

A new employee is hired (or promoted into a role) at Store 4237 and must be set up to operate the POS, clock in and out, and be paid.

The workaround

  1. When a new employee is hired, transferred in or out, or promoted within Store 4237, HR executes all normal functions in Paycom and VAST. (HR)
  2. After Paycom and VAST are updated, HR fills out the new employee form and emails it to IT. (HR)
  3. Create the employee — profile plus role and permissions — directly in OverDrive. (IT)
  4. Reach out to IT directly if there is a change in Store Manager at 4237. (HR)

The new employee form covers the fields OverDrive requires, mapped from Paycom:

  • Employee Name
  • Employee Email
  • Access Level — Advisor, Tech, or Manager
  • Employee Code — first name plus last initial
  • Payroll Code — the Paycom employee code
  • Hire Date

Keep the form to these fields. Nothing from the wider HR new-hire record belongs in OverDrive.

Go-live & cutover notes

  • Employees who take House or National Account transactions must exist in both VAST and OverDrive, since AR still runs in VAST. Ties to the AR re-key described in House Accounts and National Accounts. (IT)
  • The clock-in/out kiosk is hosted on the VAST server today. Test — don't assume — that it still works after cutover; this is on the go-live validation list. (IT)

Still open

Long term, an HR user needs to be identified who can access OverDrive and create and maintain employees directly. That user hasn't been named yet, so every new hire still routes through IT. (HR)