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


For a quick view into which Employees have App Access, view the 'App Access' column on the Employees page. To give managers 'App Access' to view their Schedules while also having higher-level Security Roles, learn how to configure Manager User Records.



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.


'Employee App Access' 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 Schedules. 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 will need to be granted 'Employee App Access' as part of setting up their User Record. Learn how to configure Manager User Records here. Learn more about Security Roles here.


Grant App Access in Smart Ops 


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


Individually



Follow these steps to provide App Access to a single Employee:

  1. Navigate to the Employees page
  2. Click on the desired Employee to open the Employee Record sidesheet
  3. Scroll to the bottom of the 'Basic Info' tab
  4. Click the 'App Access' checkbox
  5. Save the Employee Record


To remove access, simply repeat these steps but ensure to uncheck the 'App Access' checkbox before saving the Employee Record. 



In Bulk 



The Employees page includes the 'App Access' column where Users can view which Employees currently have or need access.

Follow these steps to add 'App Access' to multiple Employees:

  1. Select all of the desired Employees
  2. Select 'Add App Access' from the Bulk Edit menu at the bottom of the page.  

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

  • Note: Select 'Remove App Access' to remove their 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', then clicking '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, then click 'Add'. Save before closing this screen to apply the change. 



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


Granting App Access in Classic Ops


Individually



Employee Record



Navigate to and open the desired Employee Record from the Employees listing. On the 'General' tab, click the 'App Access' checkbox, then save the Employee Record. 


To remove access, simply repeat these steps but ensure to uncheck the 'App Access' checkbox before saving the Employee Record. 



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, 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 Employee will also have their preferred contact method updated to 'Both Text and Email'.