Operations User Setup

User Roles

When setting up Operations Users, it is recommended to create Custom User Roles based on the most common roles within your organization. These User Roles will ensure that Users with the same duties have the same Permissions. If one or two Users need additional accesses outside of the common User Roles, their Permissions can be adjusted at the User level.

Creating a Custom User Role based on a default R365 User Role can assist in creating the perfect Permission set. After cloning the default R365 User Role, the Permission Tree for the new Custom User Role can be fine-tuned by adding additional Permissions and removing unneeded Permissions.

When assigning User Roles to Users, the Permission Tree for the individual User can also be fine-tuned on their User Record. If needed, additional Permissions can be added or unneeded Permissions can be removed.

Learn more about User Roles and User Setup:

• User Setup and Security

• User Permissions: Permission Reference

• Default R365 User Role Descriptions

• Security & Permission Page

• Custom User Roles

• User Record

Default R365 User Roles

To get started, the Default R365 User Roles are provided as common permission sets. These roles can be used as is, or they may be cloned as a starting point when creating Custom User Roles.

Restaurant Manager

This User Role is designed for restaurant managers who need most Smart Ops accesses. This User Role contains view and edit access for most most Smart Ops pages within Sales & Forecasting, Food, Team, Labor, and Manager Log.

Shift Lead

This User Role is designed for restaurant shift leads who only need limited Smart Ops access. This User Role contains view access for most Smart Ops pages within Food, Team, Labor, and Manager Log.

Above Store Manager

This User Role is designed for Users who manage operations for one or more Locations. This User Role is similar to the 'Restaurant Manager' User Role, with additional permissions for in Food Admin and Forecasting.

Operations Admin 

 This User Role is designed for Users who will be maintaining the setup within Smart Ops and need access to almost all Smart Ops functions.

App Access and Creating User Records

Often, Users will need Employee App Access to view their Schedule on the R365 Mobile App. To give them this access, navigate to their Employee Record via the Employees listing. Doing so will automatically create a User Record for this Employee and send them a temporary password via text or email, depending on the Preferred Contact Method listed on their Employee Record. 

Open the User Record from the Users page and navigate to the Permissions tab. The Employee App Access User Role will be listed for this User. Click 'Add Role' to add additional User Roles for the User. 

To provide the User access to certain reports, add the desired Report Roles on the Reporting tab. Learn more about adding Report Roles here. 

When all updates are made, save the User Record. The User will now have access to both the Schedule and their selected managerial functions.

Users With Multiple User Records

It is possible for a single User to have multiple User Records if one was manually created and another was automatically created when App Access was granted on their Employee Record. These User Records can be consolidated to ensure that the User has all of the accesses that they need.

Scroll horizontally to view the 'Employee Link' column. Identify which User Record is not linked to the User's Employee Record

Deactivate the User Record that does not have an Employee Link by clicking the 'Active' toggle switch.

Add the desired User Roles and Report Roles to the User Record linked to the User's Employee Record.

Report Roles

While restaurant managers can gain access to a range of reports, the following are recommended:

• Actual vs Theoretical Analysis

• Contract Violations

• Flash Report

• Item Cost Analysis by Location

• Item Cost Percent Breakout

• Item Price Change Analysis

• Item Price Verification

• Labor Actual vs Scheduled - Detail

• Menu Item Analysis

• Menu Price Analysis

• Minimum Wage Adjustment

• Overtime Warning

• Product Mix - Year Over Year

• Receiving by Purchased Item

• Sales and Labor Breakout

• Weekly Review - Location

Learn how to assign Report Roles here.