Granting Employees access to the R365 Red App and limited-use R365 portals is a simple process. Once the Employee record has been manually-created or imported from the POS via the POS Integration, the Employee can be granted 'App Access'.

For a quick view into which Employees have App Access, view the 'App Access' column in the Employees listing. To give Managers App Access to view their Schedules while also having higher level Security Roles, learn how to configure Manager User records.

Grant App Access

Employees can be granted App Access or have it removed either individually or in bulk.


Users can provide or remove Employee App Access from either the Employee record or the User Roles screen.

Employee Record

Navigate to and open the desired Employee record from the Employees listing. On the 'General' tab, click the 'App Access' checkbox and save the record. This will initiate the App Access process, as described in the following section.

To remove access, simply repeat these steps but ensure to uncheck the 'App Access' checkbox before saving the record. This will restrict the Employee from gaining access to R365.

User Roles Screen

Users can navigate to the User Roles screen by hovering over 'Administration' in the top ribbon, then 'Users & Security', and click 'User Roles'. This will open the User Roles screen.

From this screen, select the desired Employee to view a list of their current User Roles. Type 'Employee App Access' in the Role Selector above the Roles grid and then click 'Add'. Ensure to save before closing the screen to apply this change. Doing this will initiate the App Access Process, as described in the following section.

Users can also remove Employee App Access by clicking the trash can icon listed next to its corresponding User Role in the Roles grid. Ensure to save before closing the screen to apply this change.

In Bulk 

The Employees listing includes the 'App Access' column where Users can view which Employees currently have or need access. Select all of the desired Employees and then navigate to the 'Edit Selected' menu just above the listing. Click 'Add App Access' to provide the selected Users access or 'Remove App Access' to remove their access to R365.

  • Note: When App Access is granted from the 'Edit Selected' menu, each record will also have their preferred contact method updated to 'Both Text and Email'.

The App Access Process

Granting App Access and saving the Employee record allows the following actions to happen:

  1. Employee Gets Notified. When 'App Access' is clicked, the 'Send Temporary Password' button will appear that, when clicked, will send the Employee either a text message or email, depending on their 'Preferred Contact Method', with a temporary password.

  2. Employee Logs In. The Employee will then use the temporary password to log in to R365 on either the web browser or mobile app and will then be prompted to reset their password to one of their choosing.

  3. User Record is Created. A User record will be automatically created for the Employee when App Access is enabled on their Employee record. Having this role grants the Employee access to the R365 Red App and the limited-use Employee Portal from a web browser.

The Employee App Access role is a Primary Security Role for Employee Users and cannot be taken away without revoking access to R365. This will provide Employees access to viewing their Schedule. If Employees will be utilizing the Manager Log module, they must also be assigned the 'Manager Log User' Secondary Security Role.

Managers who need a higher level of access to R365 while also having Employee App Access to view their Schedules can do so when they have their User record set up. Click here to learn how to configure Manager User records and here for more information on Security Roles.