This article provides reference information for user permissions. User permissions determine which screens, locations, and types of information that a user has in Restaurant365.


Permission Groups

User permissions are organized into a tree structure that can be viewed on the User Roles tab of the Security & Permissions page, as well as on User records.

For the following top-level groups, their second-level groups are listed with corresponding support documentation for the feature(s) associated with the permissions in those groups:


Permission-Specific Notes

While most permissions clearly explain what they do with action words such as View, Approve, Edit, and Create, some permissions are more complicated. Permissions that have been identified as requiring additional clarification are listed with a description of the access that they provide.


Accounts Payable


Permission Groups

GroupSupport Documentation
1099s1099 Setup and Management
AP Credit MemosAP Credit Memo
AP InvoicesAP Invoices
AP PaymentsPayment Runs
Docs to ProcessDocs to Process
Payment RunsPayment Runs
Payment TermsPayment Terms
VendorsVendor Record


Permission-Specific Notes

  • View AP Credit Memos Within Accounting - Grants access to AP credit memos outside of Smart Ops.

  • View AP Invoices Within Accounting - Grants access to AP invoices outside of Smart Ops.

  • View Docs to Process Within Accounting - Grants access to Documents to Process outside of Smart Ops.

  • Access Restricted Vendors - Grants access to restricted vendors. For more information, see the Restricted Vendor setting on the Vendor record.

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Accounts Receivable


Permission Groups

GroupSupport Documentation
AR Credit MemosAR Credit Memos
AR InvoicesAR Invoice
AR PaymentsAR Payment
CustomersCustomer Record
Sales ItemsSales Items


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Administration


Permission Groups

GroupSupport Documentation
Audit LogEvent Audit Log
Beginning Balance TransactionsBeginning Balance
ContactsPrimary Contact
DashboardsOperations Dashboard
Labor Dashboard
Fiscal YearsFiscal Years
Legal EntitiesLegal Entity Record
Location GroupsLocation Groups
LocationsLocations
Password PolicySecurity & Permissions: Passwords
POS ManagementUsing the R365 Connect Installer
POS Mapping Tool
POS Groups
Sales Accounts
Start of DayStart of Day
System SetupAutonumbering
R365 Marketplace
Instance Nicknames
Setup Assistant
Import Tool
Theme Builder
MFA Admin
System Preferences
Task ManagementTask Management
To Do ListTo Do Checklist
UsersSecurity & Permissions
User Record: Overview
Report Roles
WorkflowsWorkflows


Permission-Specific Notes

  • Access Location Accounting Fields - This Permission is only impactful for customers using the R365 Scheduling module and not the Accounting module. In this case, it is used to grant access to accounting-related fields on the Location Record, such as the Default GL Accounts

  • View R365 Marketplace - Grants access to this quick access link within the User dropdown, which links to the R365 Product Offerings

  • Access GL Export Tool - Grants access to the GL Export link in the Administration menu, which is typically used to export data that will be imported into another system

  • View/Edit POS Mapping Tool - Grants access to the POS Mapping Tool link in the Administration menu, which is used for mapping data from the POS integration to GL Accounts

  • View POS Connect Installer - Grants access to the POS client installer when the integration client needs to be installed on a computer at the restaurant. Typically used by IT personnel or Restaurant Managers

  • Use Import Tool - Grants access to the Import Tool, but does not grant access to the options available within it. Within the Import Tool, an option will only be available if the User has the 'Create' and 'Edit' Permissions for that option

  • Use Setup Assistant - Grants administrative-level access to the Setup Assistant

  • MFA Admin - Grants access to view and edit individual User and company-wide MFA settings, as well as access to view and delete other Users' MFA enrollments. Does not allow creation of enrollments for other Users

  • View/Edit Location Reporting Categories - Grants access to manage the Location Reporting Categories found in System Preferences

  • Edit/Create/Delete Location Category Values - Grants access to manage the Child Location Reporting Categories on Location Records.

  • Edit My User Employee Link - By default, Users can edit most personal information on their own User Record, but cannot edit which Employee Record their User Record is linked to; this Permission grants access to edit that link.

  • View Users - View-only access to all Users. Does not grant access to the Security & Permissions page

  • Create Users - Access to create new Users. Cannot be granted without also granting the 'Edit Users' Permission

  • Edit Users - Grants access to view and edit any User's access and information, including their User Roles/Permissions, Location Access, and Report Access. Does not include access to edit the actual User Roles or Report Roles

  • View User Roles & Permissions - Grants view-only access to the User Roles tab on the Security & Permissions page

  • Create/Edit/Delete User Roles & Permissions - Grants access to create, edit, delete, and assign User Roles. Since Users with this Permission can create and assign User Roles, this Permission should be considered equivalent to 'Full Access'


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Banking


Permission Groups

GroupSupport Documentation
Bank AccountsBank Accounts
Bank ActivityBank Activity
Bank DepositsBank Deposits
Bank RecsBank Reconciliation
Bank TransfersBank Transfers
Bank WithdrawalsBank Expense
BanksBanks



Permission-Specific Notes

  • Process Bank Activity - Grants access to the Bank Activity page, including the ability to import, retrieve, and manage Bank Activity.


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Catering


Permission Groups

GroupSupport Documentation
Catering CategoriesCatering Categories
Catering EventsCatering Events
Catering ItemsCatering Items
Catering MenusCatering Menus
Catering RoomsCatering Rooms
Catering SettingsCatering Settings
SitesCatering Sites and Rooms


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Commissary


Permission Groups

GroupSupport Documentation
CatalogCommissary Catalog
Commissary Order GuidesCommissary Order Guides
Commissary Order LocationsCommissary Order Locations
Commissary OrdersCommissary Orders
Commissary TemplatesCommissary Templates


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Fixed Assets


Permission Groups

GroupSupport Documentation
Asset CategoriesFixed Assets - Asset Categories
Asset ClassesFixed Assets - Asset Classes
AssetsFixed Assets - Assets
DepreciationFixed Assets - Depreciation


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Food


Permission Groups

GroupSupport Documentation
AP Credit MemosSmart Ops - AP Credit Memos
AP InvoicesSmart Ops - AP Invoices
Docs to ProcessDocs to Process
DonationsDonations
Donation TemplatesDonation Templates
Food AdministrationVerify Item Setup
Update Recipe Costs
Inventory Count TemplatesInventory Count Templates
Inventory CountsInventory Counts
Item CategoriesItem Categories
Item LocationsItem Locations
Item Transfer TemplatesItem Transfer Templates
Item TransfersItem Transfers
Menu Item CategoriesMenu Item Categories
Menu Item LinksMenu Items & Menu Item Links
Menu Items
PrepMemorized Prep Logs
Prep Logs
Prep Stations
Purchased ItemsPurchased Items
PurchasingPurchase Orders
RecipesRecipes
Units of MeasureUnits of Measure
Vendor ItemsVendor Items
Waste Log TemplatesWaste Log Templates
Waste LogsWaste Logs



Permission-Specific Notes

  • View AP Credit Memos Within Food - Grants access to AP Credit Memos within Smart Ops

  • View AP Invoices Within Food - Grants access to AP invoices within Smart Ops

  • View Docs to Process Within Document Library - Grants access to Documents to Process within Smart Ops 


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Franchising


Permission Groups

GroupSupport Documentation
Franchisee BillingFranchisee Billing
Franchisee FeesFranchisee Locations
Franchisee Locations
Franchisee SalesFranchisee Daily Sales
FranchiseesFranchisee Setup


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General Ledger


Permission Groups

GroupSupport Documentation
AllocationsAllocations
BudgetsBudgets
GL AccountsGL Accounts
GL TypesGL Types
Journal EntriesJournal Entries
Paid Out TypesPaid Out Types
Payment Type AccountsPayment Type Accounts
Payroll Journal EntriesPayroll Journal Entry


Permission-Specific Notes

  • Access Restricted GL Accounts - Corresponds to the 'Restricted Vendor' setting on the GL Account form. Grants access to the GL Accounts that are checked as 'Restricted'


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Labor


Permission Groups

GroupSupport Documentation
AnnouncementsAnnouncements
Blackout DaysBlackout Days
DepartmentsDepartments
EmployeesEmployees
EventsEvents
JobsJobs
Labor DetailsLabor Details
Labor RulesBreak Rules
Overtime Rules
Split Rules
Tip Makeup Rules
Pay PeriodsPay Periods
Punch EditsPunch Edits
SchedulingScheduling
Labor Matrix
SitesSites
Time ClockComing Soon!
Tip AutomationTip Automation 



Permission-Specific Notes

  • Can Grant/Remove Employee's Access to R365 - Grants access to view and edit the 'App Access' setting on Employee Records, which creates a User Record for that employee and allows them access to Restaurant365

  • Map Employee Records - Grants access to save changes on the 'POS Employee' page, which includes the option to set which R365 Employee Record that POS Employee is linked to

  • Edit GL Account on Jobs - Grants access to edit the GL Account associated with Job Records, which is the Account that will be used for Labor Accrual Debits


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Manager Log 


Manager Log Classic

GroupSupport Documentation
AlertsClassic Manager Log Overview
Daily Overview
Document Library
Log Categories
Notes & Tasks
Task List Setup
Task List



Manager Log Smart Ops

GroupSupport Documentation
Log EntriesLog Entries
Log SettingsLogbook Settings
LogbooksLogbooks


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Payroll


Permission Groups

GroupSupport Documentation
Workforce PayrollWorkforce Payroll Process Overview 


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Reporting


Permission Groups

GroupSupport Documentation
Ad Hoc ReportsCreating/Modifying Ad Hoc Reports
Custom Financial ReportsFinancial Report Writer 
Report SubscriptionsReport Subscriptions 
Standard ReportingP&L Comparison
Report Views



Permission-Specific Notes

  • View All Ad Hoc Reports - Grants access to view all 'Ad Hoc Reports' within the 'Accounting' and 'Manager' folders

  • View Manager Folder Ad Hoc Reports Only - Grants access to view 'Ad Hoc Reports' in the 'Manager' folder. Does not grant access to Reports in the 'Accounting' folder

  • Create/Edit/Delete all Ad Hoc Reports - Grants access to save 'Ad Hoc Reports' to the 'Accounting' and 'Manager' folders

  • Create/Edit/Delete Manager Ad Hoc Only - Grants access to save 'Ad Hoc Reports' to the 'Manager' folder

  • View All CFR Reports (Bypasses Report Role) - Grants access to all current and future CFR Reports, independent of the User's Report Role(s). Users without this Permission will have access to CFR Reports based on their Report Role(s)


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Sales & Cash


Permission Groups

GroupSupport Documentation
Cash ManagementTill Management
Daily SalesSmart Ops Daily Sales Summary
DSS Journal Entries
Mass DSS
Repoll Daily Sales
ForecastsForecasts
Safe CountsSafe Counts 
Sales TicketsSales Tickets


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