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.


The User Record is organized into the following tabs: General, User Roles, Reporting, Locations, and Email Settings



Security


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.



Navigation


Existing User Records can be accessed from the Users page.


To open a User Record, double-click the User's line 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. 


Learn more about the Permissions tab here.



User Roles Tab

 

The 'User Roles' tab is where a User's Security Roles can be added or removed. 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. Learn more about the User Roles tab here. 


View R365's Primary Security Roles here.


Please refer to the User Setup and Security article for more information on setting up a User's Security Roles



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



Locations


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


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. 

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



Employee Records and User Records



To determine whether or not 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. 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.