The User Record is where all User specific information resides in the system. Once you have opened a User Record, information including User login and password, email, User roles, and primary Locations can be found here. Click here for more information on User Setup and Security.



To view if a User record is connected to an Employee record, view the 'Employee Link' column of the Users listing. All Employees who need access to the Schedule, including Managers, must have these records linked. Click here to learn how both Employees and Managers can have their records linked.


Note: Only Users with the Full Access Primary Security Role or the User Setup Secondary Security Role will have the ability to manage other User records. Individual Users will be able to perform limited updates on their personal User account. If there are necessary changes needed to a User account, please contact the Accounting Team within your Organization for all User Setup requests.



General Tab


The 'General' tab is where the User's name, login, and email are entered, among others. Terminated Users can also be deactivated on this tab.



1) Full Name - The Full Name of the User

2) User Login - The Login ID for the User

  • Note: This value is case-sensitive

3) Login Password - The Login Password for the User 

4) Default Location - The Default Location of the User. This is the Location that the User works at most regularly. This value will also set the Default Location for the Manager Daily Comment as well as other Manager functions throughout the system

  • Note: The Locations listed in this drop-down selector include the Locations assigned on the 'Locations' tab

5) Mobile Phone - The Mobile Phone number of the User

  • Note: Ensure that this is entered in the following format: XXXXXXXXXX

6) User Email - The User Email Address. This is used for Password reset purposes as well as other email functions throughout the system

  • Note: When R365 Payroll Single Sign On (SSO) is enabled, this email field is listed as read-only. To edit the field, temporarily uncheck the 'App Access' box, update the email address, recheck the 'App Access' box, and then save the record

7) Inactive checkbox - In the event that a team member leaves your organization after being recorded in R365, the User record cannot be deleted but rather flagged as 'Inactive' by checking this checkbox. Once checked, the User's Security Roles will be removed to ensure that the User is unable to log in to the system

  • Note: If a User was marked as active again, Security Roles would need to be added back to the User record to enable the User access to the system

8) Send Temporary Password - This button will appear once the record is initially saved in R365. When clicked, this will send a temporary password to the User  

9) Linked to - This field will display the Employee that is linked to this User record. If this field has an entry, the field will be read-only and link out to the corresponding Employee record. If this field is blank, it will display a drop-down arrow with a listing of all unlinked Employee records to choose from. Once an Employee record is selected for this field and the record is saved, this update cannot be undone

  • Note: When an Employee record is selected for this field, the following fields will be updated:
    • The Employee Name will be updated to the User Name
    • The User Locations will be updated to the Employee Locations
    • The User default Location will be updated to the Employee default Location



User Roles Tab


The 'User Roles' tab is where security roles can be added or removed for the User. A User must have at least one Primary Security Role added to their User record in order for them to be able to log in. Click here to view R365's Primary Security Roles.



The 'Search User Roles' grid is where Users can search for and select roles for another User while the 'Applied User Roles' grid displays the chosen roles for that User. Security roles can be added individually or in bulk:

  • Individually - Click the plus icon next to the desired security role in the 'Search User Roles' grid. This will add the role to the 'Applied User Roles' grid


  • In Bulk - Select the desired security roles and then click the '+ Add Selected' button that appears at the bottom of the 'Search User Roles' grid. This will add the roles to the 'Applied User Roles' grid


  • Full Access - Toggle on this on to provide a User full access to the system and all of its functions. Only few, select Users should have this access


Security roles can also be removed individually or in bulk from the 'Applied User Roles' grid:

  • Individually - Click the 'x' icon next to the desired security role in the 'Applied User Roles' grid. This will remove the role and make it available in the 'Search User Roles' grid


  • In Bulk - Select the desired security roles and then click the '- Remove Selected' button that appears at the bottom of the 'Applied User Roles' grid. This will remove the roles and make them available in the 'Search User Roles' grid


  • Full Access - Toggle this off to remove a User's full access to the system


Click here for more information on User Setup and Security.



Reporting Tab



The 'Reporting' tab is where report roles setup for My Reports, Custom Financial Reports, and the Financial Dashboard can be assigned to a User. The 'Search Report Roles' grid is where Users can search for and select roles for another User while the 'Applied Report Roles' grid displays the chosen roles for that User. Report roles can be added in two ways:

  • Individual Add - Click the plus icon next to the desired report role in the 'Search Report Roles' grid. This will add the role to the 'Applied Report Roles' grid


  • Select and Add - Select the desired report role and then click the '+ Add Selected' button that appears at the bottom of the 'Search Report Roles' grid. This will add the role to the 'Applied Report Roles' grid



  • All Reports - Toggle on this on to provide a User access to all reports


Report roles can also be removed in two ways from the 'Applied Report Roles' grid:

  • Individual Remove - Click the 'x' icon next to the desired report role in the 'Applied Report Roles' grid. This will remove the role and make it available in the 'Search Report Roles' grid


  • Select and Remove - Select the desired report role and then click the '- Remove Selected' button that appears at the bottom of the 'Applied Report Roles' grid. This will remove the role and make them available in the 'Search Report Roles' grid


  • All Reports - Toggle this off to remove a User's access to all of the reports



Locations


The 'Locations' tab is where User Location access is managed. Users can choose one of the following options for this User's Location access. It is important to note that the User's default Location cannot be removed or have its Legal Entity or Location Reporting Entity removed from the Location's grid.



1) All Locations - This gives the User access to all existing and future Locations

2) Specific Locations - This gives the User access to only the Locations that are added to the 'Applied Locations' grid. Users can complete the following actions from both grids:

  • Add Locations- Locations can be added in one of the following ways from the 'Search Locations' grid:
    • Individually - Click the plus icon at the end of the desired Location's row
    • Multiple - Select the desired Locations and then click the '+ Add Selected' button at the bottom of the grid
    • All - Click the '+ Add All' button at the bottom of the grid
  • Remove Locations- Locations can be removed in one of the following ways from the 'Applied Locations' grid:
    • Individually - Click the 'x' icon at the end of the desired Location's row
    • Multiple - Select the desired Locations and then click the '- Remove Selected' button at the bottom of the grid
    • All - Click the '- Remove All' button at the bottom of the grid

3) By Legal Entity - This gives the User access to all existing and future Locations assigned to the chosen Legal Entity. Users can complete the following actions from the grid:

  • Add Legal Entities- Legal Entities can be added in one of the following ways from the 'Search Legal Entities' grid:
    • Individually - Click the plus icon at the end of the desired Legal Entity's row
    • Multiple - Select the desired Legal Entities and then click the '+ Add Selected' button at the bottom of the grid
    • All - Click the '+ Add All' button at the bottom of the grid
  • Remove Legal Entities- Legal Entities can be removed in one of the following ways from the 'Applied Legal Entities' grid:
    • Individually - Click the 'x' icon at the end of the desired Legal Entity's row
    • Multiple - Select the desired Legal Entities and then click the '- Remove Selected' button at the bottom of the grid
    • All - Click the '- Remove All' button at the bottom of the grid

4) By Location Reporting Category - This gives the User access to all of the Locations assigned to the Child Location Reporting Categories chosen from the listed Parent Location Reporting Category fields. As new Locations are added to the selected Child Location Reporting Categories, the User will gain access to those Locations as well




Email Settings


The 'Email Settings' tab contains the Outgoing Mail settings for the User's email address (located on the 'General' tab). Providing Restaurant365 with the Outgoing Email settings for the User will enable the User Account to email various records and transaction links directly from within Restaurant365. Click here for the Email Settings Overview and here for a list of Common Webmail Provider SMTP Settings.

  • Note: If an Organization prefers not to enter their personal login credentials for sending Outgoing Mail, click here to learn how to send Outbound Emails using an R365 email address.



1) Email Password - The Email Account Password for the Email Address specified on the General tab of the User Record

2) Email Outgoing Mail Server - The Outgoing (SMTP) Mail Server for the Email Address specified on the General tab of the User Record

3) Email Port - The SMTP Port for the Email Address specified on the General tab of the User Record

4) Email SSL Checkbox - Check the box to signify 'Yes' for Email SMTP services that require SSL/TLS