Report Roles must be created and assigned to each User in order for that User to access individual Reports located in 'My Reports'. Alternatively, if all Users need access to all reports, this can be set on the User Record. 


Report Roles can be updated and/or deleted at any time from the Report Roles Setup screen. Users can also be granted access to create and manage Report Subscriptions via a Reporting Feature toggle on this screen. Once a role is created, the Report Role should be assigned to the corresponding User.



Navigate to Report Roles Setup



Hover over the 'Administration' menu in the Top Ribbon and then the 'Users & Security' sub-menu and select 'Report Roles Setup'. This will open the Report Role Setup screen. 




Auto-generated Report Role - only for Users with a start date prior to September 2017 



For Users that started using Restaurant365 prior to September 2017, Report Roles were generated for each individual User based on the legacy 'Report Favorites' and 'Report Defaults' settings for each User.  These legacy report settings have been replaced with Report Roles as of September 2017.


Each individual User will be represented in the Report Role selector with a generated Report Role using the naming convention: 'User Name's Report Role'. Generated User Roles can be renamed, edited, or even deleted as needed.


Note: if a generated Report Role is deleted, the User for which it was generated will need a new Report Role assigned to their User Record in order to view and run any Reports.



Report Role Setup Screen


This screen provides multiple options to ensure that your Users gain access to the necessary reports and reporting features.



1) Report Role Selector - A listing of all Report Roles created in the system that, when selected, will auto-populate the screen with the Report Role selections. If no Report Role is available or if a new Report Role needs to be created, click the 'Create' icon (#2) and follow the steps below

2) Create - When clicked, the User will be able to enter in a new Report Role name and then select the desired Report Roles and Reporting Functions. Learn more about creating a new Report Role below

3) Edit - When clicked, the User can rename the selected Report Role

4) Delete - When clicked, this will delete the selected Report Role

5) Not Available to Report Role - This grid lists all available reports that are not assigned to the Report Role. To assign a report, click the report row in this grid. It will then be removed and added to the 'Available to Report Role' (#6) grid

6) Available to Report Role - This grid lists all reports that are assigned to the Report Role. To remove a report, simply click the report row in this grid. It will then be removed and return back to the 'Not Available to Report Role' (#5) grid

7) P&L Cutoff - This toggle bar enables the User to set a specific Location cutoff on all variations of the P&L report, which will hide the account balances for Controllable or Prime Cost GL Types, if selected. If Users with this Report Role will have access to the P&L report, select one of the following options:

  • Full - The User can view the full P&L report with all GL Accounts that reside on that report, including all relevant GL Types


  • Controllable - The User can view the P&L report up to and including all GL Accounts with the 'Operating Expense' GL Type


  • Prime Cost - The User can view the P&L report up to and including all GL Accounts with the 'Prime Cost' GL Type


8) Create Report Subscription - When toggled on, this will provide all Users with this Report Role access to creating and managing Report Subscriptions


Any updates made to a Report Role will be automatically saved as they are entered.



Create a Report Role



Click the 'Create' icon next to the Report Role selector to create a new Report Role.



Enter the Report Role Name in the 'New Report Role' prompt and then click  to create the role and view the Report Picker.



Two grids will appear: 'Not Available to Report Role' and 'Available to Report Role'. Each grid has a 'Name' and a 'Category' column. Each column also contains a filter that be used to filter by category or name for a specific report.



Assign Reports



Reports can be assigned to a Report Role by clicking their name in the 'Not Available to Report Role' grid. This will remove the report from this grid and add it to the 'Available to Report Role' grid.


Any updates made to a Report Role will be automatically saved as they are entered.



Remove Reports


Reports can be removed in a similar way as assigning reports, but in reverse. Simply click the desired report(s) from the 'Available to Report Role' grid to unassign them and return them to the 'Not Available to Report Role' grid.


Any updates made to a Report Role will be automatically saved as they are entered.



Enable Reporting Features



The additional options of 'P&L Cutoff' and 'Create Report Subscription' can be updated just above the 'Available to Report Role' grid. Review the details about these two features in the Report Role Setup screen section above.



Assigning Report Roles


Once Report Roles are created, they can then be assigned to the corresponding Users. Click here to learn how to assign Report Roles.