Granting Employees access to the R365 Mobile App and limited-use portals of R365 is a simple process.  Once the Employee record has been imported from the POS via the POS Integration (or manually created), the record can be granted 'App Access' by clicking the 'App Access' checkbox on the General tab of the record.

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.

Granting App Access

Checking this box and saving the record makes several things happen throughout R365. We will demonstrate each in sequence:

1) Temporary Password

Upon reloading the page, the 'Send Temporary Password' button appears next to the 'App Access' checkbox.

This button allows you to send a temporary password to the Employee using the 'Preferred Contact Method'.

Messages delivered to employees will resemble the following examples:


Text Message

2) Forced Password Reset

When the Employee opens R365 and logs in with the temporary password, they will be prompted to reset their password 


Mobile App           

3) Employee Record to User Record

Each Employee that is granted 'App Access' will have a User profile automatically created for them. This User profile will be listed with all other Users in the 'Administration' subsection of the Accounting module. Each Employee User profile will also automatically be assigned the 'Employee App Access' Security Role. The Location access for the User profile will use the same Location values that had been present on the Employee Record.

Having this role grants access to the R365 Mobile App and the limited-use Employee Portal. The 'Employee App Access' role supports only Scheduling functions within the App and Employee Portal.

Example Employee - Employee Record

Example Employee - User List

Example Employee - User Record - User Roles tab

4) Employee User Roles

The 'Employee App Access' role is a Primary Security Role for your Employee Users and cannot be taken away without revoking access to R365. As stated above, this role will give the Employee User the Employee level access to the Scheduling module.

If Employees will also be utilizing the Manager Log module, they must be assigned a second role:

  • Manager Log User

This role, in conjunction with 'Employee App Access' will give the Employee User the limited access to both Scheduling and Manager Log modules. 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 correctly. Click here to learn how to configure Manager User records and here for more information on Security Roles.

Manage Employee Users


The easiest way to manage your Employee Users is to use the 'Mass Role Update' screen. This screen is accessed by hovering over 'Administration' in the top ribbon and then the 'Users & Security' sub-menu and selecting 'Mass Role Update'.

On this screen, select the 'User Roles' tab, locate and then select the 'Employee App Access' role to manage the Users that have the Role.