The User Record is where all User-specific information resides in the system. Information, including User login and password, email, User Roles, and primary Locations can be found here. Please refer to the User Setup and Security article for more information on setting up a User's Security Roles.

Article Topics


Important Note: 

The following Permissions are considered 'Security' Permissions, and it is recommended to restrict the number of Users granted these critical Permissions.


The Permissions listed here are associated with User Record. These Permissions can be added to Custom User Roles or single Users. 


User Record Permissions are found in the Permission Tree as follows:

  • Administration
    • Users
      • View Users
        • Note: This Permission does not grant access to the Security and Permissions page
      • Edit Users
      • Edit My User Employee Link
      • Create & Impersonate Users

The Permission Access Report can be used to determine which User Roles or Users already have these Permissions assigned.


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.

Existing User Records can be accessed from the Users page.

To open a User Record, Click the User's 'Full Name' in the Users grid

General Tab

The 'General' tab is where the User's name, login, password, default Location, phone number, and email are entered. This tab can be used to link the User Record to an Employee Record. If the records are already linked, the linked Employee Record will be displayed. Terminated Users can also be deactivated on this tab.

Learn more about the General tab here

Permissions Tab


The 'Permissions' tab is where the User's User Roles and individual Permissions can be viewed or edited. More than one User Role can be assigned to the User. Once a User Role is assigned, specific Permissions can be added or removed. Please refer to the User Setup and Security article for more information on setting up a User's User Roles 

Learn more about the Permissions tab here.

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. 

Learn more about the Reporting tab here


The 'Locations' tab is where User Location access is managed. 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. 

Learn more about the Locations tab here

Security Tab

The Security tab contains the User's settings for Multi-Factor Authentication (MFA). Learn more about the Security tab here

  • Note: The Security tab (MFA) is only available as part of the R365 Professional Package. Contact your CSM or Account Executive to learn how MFA can enhance your R365 experience!

Multi-Factor Authentication (MFA) adds an additional layer of security that prompts Users to authenticate their logins. Authentication prompts can be required as frequently as every login or as rarely as every 60 days.


When MFA is enabled, all Users have the ability to opt in to MFA for their User Account. Users who opt in to MFA will have the ability to pick any authentication frequency, and may opt out at any time.

Email Settings

The 'Email Settings' tab contains the Outgoing Email settings for the User. Providing R365 with the outgoing email settings for the User will enable the User Account to email various records and transaction links directly from R365. Learn more about the Email Settings tab here

Refer to the Email Settings Overview and Common Webmail Provider SMTP Settings articles to learn more about email settings within R365. 

If an organization prefers not to enter personal login credentials for sending outgoing email, Outbound Emails can be sent using an R365 email address. 

  • Note: When emails are sent from R365, this tab is not displayed on User Records.

Employee Records and User Records

To determine whether or not a User Record is connected to an Employee Record, view the 'Employee Link' and 'Linked to' columns of the 'Users' page. All Employees who need access to the Schedule, including Managers, must have these records linked. Refer to the Employees: Employee App Access and Configuring a Restaurant Manager's User Record articles to learn how Employees and Managers can have their records linked.

User Impersonation

User Impersonation allows Users to navigate through the system with the same accesses as another active User. This tool is frequently used to check a specific User's Permissions and confirm that their accesses are properly assigned. 


Only Users with the following Permission will be able to initiate User Impersonation:

  • Administration → Users → Create & Impersonate Users