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    User Permissions: Permission Reference
    • 02 Jul 2024
    • 6 Minutes to read
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    User Permissions: Permission Reference

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    • PDF

    Article summary

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

    Permission Groups

    User permissions are organized into a tree structure that can be viewed and edited from the User Roles tab of Security & Permissions or in individual User records. Each section below represents a parent group. The tables list the child groups alongside corresponding support documentation for the feature(s) associated with the permissions in the group.

    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

    Group

    Support Documentation

    1099s

    1099 Setup and Management

    AP Credit Memos

    AP Credit Memo

    AP Invoices

    AP Invoices

    AP Payments

    Payment Runs

    Docs to Process

    Docs to Process

    Payment Runs

    Payment Runs

    Payment Terms

    Payment Terms

    Vendors

    Vendor 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.


    Accounts Receivable

    Permission Groups

    Group

    Support Documentation

    AR Credit Memos

    AR Credit Memos

    AR Invoices

    AR Invoice

    AR Payments

    AR Payment

    Customers

    Customer Record

    Sales Items

    Sales Items


    Administration

    Permission Groups

    Permission-Specific Notes

    • Access Location Accounting Fields - This permission only impacts 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. 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. This permission does not allow creation or 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, locations, and reports. 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.


    Banking

    Permission Groups

    Group

    Support Documentation

    Bank Accounts

    Bank Accounts

    Bank Activity

    Bank Activity

    Bank Deposits

    Bank Deposits

    Bank Recs

    Bank Reconciliation

    Bank Transfers

    Bank Transfers

    Bank Withdrawals

    Bank Expense

    Banks

    Banks

    Permission-Specific Notes

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


    Catering

    Permission Groups

    Group

    Support Documentation

    Catering Categories

    Catering Categories

    Catering Events

    Catering Events

    Catering Items

    Catering Items

    Catering Menus

    Catering Menus

    Catering Rooms

    Catering Rooms

    Catering Settings

    Catering Settings

    Sites

    Catering Sites and Rooms


    Commissary

    Permission Groups

    Group

    Support Documentation

    Catalog

    Commissary Catalog

    Commissary Order Guides

    Commissary Order Guides

    Commissary Order Locations

    Commissary Order Locations

    Commissary Orders

    Commissary Orders

    Commissary Templates

    Commissary Templates


    Fixed Assets

    Permission Groups

    Group

    Support Documentation

    Asset Categories

    Fixed Assets - Asset Categories

    Asset Classes

    Fixed Assets - Asset Classes

    Assets

    Fixed Assets - Assets

    Depreciation

    Fixed Assets - Depreciation


    Food

    Permission Groups

    Group

    Support Documentation

    AP Credit Memos

    Smart Ops - AP Credit Memos

    AP Invoices

    Smart Ops - AP Invoices

    Docs to Process

    Docs to Process

    Donations

    Donations

    Donation Templates

    Donation Templates

    Food Administration

    Verify Item Setup
    Update Recipe Costs

    Inventory Count Templates

    Inventory Count Templates

    Inventory Counts

    Inventory Counts

    Item Categories

    Item Categories

    Item Locations

    Item Locations

    Item Transfer Templates

    Item Transfer Templates

    Item Transfers

    Item Transfers

    Menu Item Categories

    Menu Item Categories

    Menu Item Links

    Menu Items & Menu Item Links

    Menu Items

    Prep

    Memorized Prep Logs
    Prep Logs
    Prep Stations

    Purchased Items

    Purchased Items

    Purchasing

    Purchase Orders

    Recipes

    Recipes

    Units of Measure

    Units of Measure

    Vendor Items

    Vendor Items

    Waste Log Templates

    Waste Log Templates

    Waste Logs

    Waste Logs

    Permission-Specific Notes

    • View AP Credit Memos Within Food - Grants access to AP credit memos in Smart Ops.

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

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


    Franchising

    Permission Groups

    Group

    Support Documentation

    Franchisee Billing

    Franchisee Billing

    Franchisee Fees

    Franchisee Locations

    Franchisee Locations

    Franchisee Sales

    Franchisee Daily Sales

    Franchisees

    Franchisee Setup


    General Ledger

    Permission Groups

    Group

    Support Documentation

    Allocations

    Allocations

    Budgets

    Budgets

    GL Accounts

    GL Accounts

    GL Types

    GL Types

    Journal Entries

    Journal Entries

    Paid Out Types

    Paid Out Types

    Payment Type Accounts

    Payment Type Accounts

    Payroll Journal Entries

    Payroll Journal Entry

    Permission-Specific Notes

    • Access Restricted GL Accounts - Corresponds to the Restricted Vendor setting on the GL Account record. Grants access to the GL accounts that are marked as Restricted.


    Labor

    Permission Groups

    Group

    Support Documentation

    Announcements

    Announcements

    Blackout Days

    Blackout Days

    Departments

    Departments

    Employees

    Employees

    Events

    Events

    Jobs

    Jobs

    Labor Details

    Labor Details

    Labor Rules

    Break Rules
    Overtime Rules
    Split Rules
    Tip Makeup Rules

    Pay Periods

    Pay Periods

    Punch Edits

    Punch Edits

    Scheduling

    Scheduling
    Labor Matrix

    Sites

    Sites

    Time Clock

    Coming Soon!

    Tip Automation

    Tip 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 used for Labor Accrual Debits.


    Manager Log 

    Manager Log Classic

    Group

    Support Documentation

    Alerts

    Classic Manager Log Overview

    Daily Overview

    Document Library

    Log Categories

    Notes & Tasks

    Task List Setup

    Task List

    Manager Log Smart Ops

    Group

    Support Documentation

    Log Entries

    Log Entries

    Log Settings

    Logbook Settings

    Logbooks

    Logbooks


    Payroll

    Permission Groups

    Group

    Support Documentation

    Workforce Payroll

    Workforce Payroll Process Overview 


    Reporting

    Permission Groups

    Group

    Support Documentation

    Ad Hoc Reports

    Creating/Modifying Ad Hoc Reports

    Custom Financial Reports

    Financial Report Writer 

    Report Subscriptions

    Report Subscriptions 

    Standard Reporting

    P&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 can access CFR reports based on their report role(s).


    Sales & Cash

    Permission Groups

    Group

    Support Documentation

    Cash Management

    Till Management

    Daily Sales

    Smart Ops Daily Sales Summary
    DSS Journal Entries
    Mass DSS
    Repoll Daily Sales

    Forecasts

    Forecasts

    Safe Counts

    Safe Counts 

    Sales Tickets

    Sales Tickets


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