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.

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 (browser example on left, app example on right)


3) Employee to User Conversion

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.  Click here for more information on Security Roles

Managing Employee Users

The easiest way to manage your Employee Users is to use the 'Mass Role Update' screen.  This screen is accessed via the 'Administration' menu in the top ribbon.  Hover over the 'Users & Security' submenu, then select 'Mass Role Update', as shown below:

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