Brand-Managed Instances Overview

Brand management operates across two instance types: brand (corporate) instances and franchisee instances. Each type serves a distinct purpose within a brand-managed relationship.

A brand (corporate) instance is where brand-managed records, roles, and settings are defined and maintained.

A franchisee instance is where brand-managed records and settings are consumed alongside locally managed configuration.

Brand-managed features apply only to users, records, and data linked to a brand. Location groups in the franchisee instance determine which locations participate in brand management.

Locations not associated with a brand continue to use locally managed records and settings.

All brand-managed settings are enforced and cannot be changed in franchisee instances. Brand-managed records restrict only the fields controlled by the brand, while other fields remain configurable at the franchisee level.

A franchisee instance can connect to multiple brands at the same time. Locations within the instance are not required to connect to a brand, and each location can be connected to only one brand.

Brand administrators control which franchisee instances can connect to the brand by managing the approved franchisee list. Only franchisee instances added to this list are eligible to establish a brand connection.

To learn more about the process of adding franchisees to an approved franchisee list, contact the R365 Recipe Services Team or R365 Support.

Franchisees can only connect to a brand after the brand adds the franchisee instance to its approved franchisee list. Once approved, the brand appears on the Brand Connector page in the franchisee instance.

Linking a location group to a brand establishes the brand-managed relationship and applies all brand-managed records, roles, and settings associated with that brand to the locations in the group.

To learn more about the process of being added to the approved franchisee list for a brand, contact your CSM or R365 Support.

Brand administrators create, edit, activate, and deactivate brand-managed items and recipes. These records are distributed to connected franchisee instances and maintained centrally to ensure consistency across corporate and franchise locations.

To update or add items, vendors, recipes, units of measure, or item categories, contact the R365 Brand Management team.

In brand-managed inventory configurations, franchisee instances receive items and recipes that are created and maintained by the brand. Franchisees use these records without creating or maintaining them locally, reducing the effort required to keep inventory aligned with brand standards.

Brand-managed records include both brand-controlled fields and franchisee-maintained fields, allowing franchisees to manage local details without altering brand-defined standards.

Franchisees are responsible for ensuring that brand-managed records are mapped and used correctly for their organization, including:

• Purchased items are added to item counts and templates.

• Vendor contact information and payment details are maintained at the franchisee level.

• Vendor items are added to order guides and shopping lists.

• Item categories have general ledger (GL) accounts assigned.

• Recipes are mapped to menu items.

Learn more about brand-managed Inventory.

Brands can define user roles within the corporate instance as brand user roles. Any changes made to a brand user role apply to all locations in both corporate and franchisee instances. Learn more about managing brand-level user roles.

User roles are designated as brand user roles on the Settings subtab of the User Roles tab on the Security & Permissions page.

Brand-managed user roles are designated throughout the system with the building icon.

Brand-managed user roles cannot be edited or deleted.

‘User managed by [Brand Name]’ appears on pages where user access is managed. This label indicates the user is managed at the brand level and cannot be edited within the instance.

API-managed users associated with a brand will display the managing brand on their user record.

The API User Permissions setting defined in the corporate instance always applies to API-managed user records for brand-linked locations in connected franchisee instances.

Brand-managed API User Permissions settings are displayed as separate, read-only settings for each brand.

Each brand-specific setting only applies to API-managed user records managed by that brand.

On the API User Permissions tab of the Security and Permissions page:

• An additional setting appears for each enforcing brand.

• Each setting displays the brand name in the setting name.

• Brand settings are read-only and reflect the value set at the corporate level.

The All other API users setting applies to API-managed user records not associated with locations linked to a brand.

Brands can define report roles within the corporate instance as brand report roles. Changes to a brand report role apply to all associated locations in both corporate and franchisee instances. Learn more about managing brand-level report roles.

Report roles are designated as brand report roles on the Settings subtab of the Report Roles tab on the Security & Permissions page.

Brand-managed report roles are designated throughout the system with the building icon.

Brand-managed report roles cannot be edited or deleted.

Enterprise reporting is available only in corporate instances. Users must belong to a corporate instance to access and run enterprise reports. For more information about enabling enterprise reporting, contact your Customer Success Manager (CSM).

Enterprise reports only include data from locations that belong to location groups with data sharing enabled. Data sharing is managed through the Brand Connector and requires approval from the franchisee.

When data sharing is approved and enabled, data from the associated locations is available for selection in enterprise report parameters. If data sharing is not approved or enabled, those locations are excluded from enterprise reporting.

Enterprise reports are run from the corporate instance and may include data from franchisee locations when data sharing is approved. Franchisees control whether their location data is shared with the brand for enterprise reporting. Data sharing is enabled through the Brand Connector.

When data sharing is enabled, location data becomes available for inclusion in enterprise reports. When data sharing is not approved, franchisee locations are excluded from enterprise reporting.

When a brand manages welcome email delivery centrally, the brand controls whether welcome emails are sent for users associated with franchisee locations linked to the brand’s corporate instance.

Enabling the Apply welcome email setting to all franchisees option in the corporate instance enforces the brand’s welcome email preference at the franchisee level. Once applied, the setting cannot be overridden in individual franchisee instances.

If multiple brand-level welcome email settings apply to a single user, the system resolves the conflict by using the least restrictive setting.

When brand enforcement is applied to the ‘Welcome email delivery’ preference setting:

• An additional set of settings appears for each enforcing brand.

• Brand sections display the brand name as a subheading.

• Brand settings are read-only and reflect the value set at the corporate level.

If multiple brand-level welcome email settings apply to a user, the system uses the least restrictive setting.

The Other users setting applies to users who are not associated with a location linked to a brand that enforces welcome email delivery.

The Brand Connector page manages the relationship between a franchisee instance and its linked brands. Locations become associated with a brand through the location groups assigned to that brand. Each location group can be assigned to only one brand.

From this page, users can:

• View the brands connected to the instance.

• View the location groups linked to each connected brand.

• View data sharing agreements.

Franchisees can connect to a brand once the brand has added the franchisee’s instance to its approved franchisee list. To learn more about the process of being added to the approved franchisee list for a brand, contact your CSM or R365 Support.

From the Brand Manager page, users can set up brand-level location groups using all the locations linked that a brand. This includes all brand locations from the current instance as well as from other instances.

These groupings allow for enterprise reports to be run using location group parameters.

From this page, users can:

• Add a brand location group

• Delete a brand location group

• Open brand location group records

Brand location group records include the settings for a single brand location group, including locations and hierarchy.
From this record, users can:

• Add or remove locations from the group

• Configure location group hierarchy