R365 Default User Roles

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All user roles contain permissions that determine the access that a user has in Restaurant365. The default R365 user roles below 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. R365 user roles are always available and cannot be edited or removed. 

R365 user roles are indicated with 'R365' after their name in the 'Select User Role' drop-down menu.

Users can be assigned to one or more user roles. This allows for maintaining consistency in user permissions for users who wear multiple hats. Further fine-tuning at the user level can add or remove permissions for individual users who may need small adjustments to the permissions granted by assigned user roles.

Users can log in without being assigned to a user role; however, they will not be able to view or access any portion of R365. Learn more about assigning user roles to users.

The full list of permissions included in a user role can be viewed on the User Roles tab of the Security & Permissions page.


Above Store Manager

Designed for users who oversee operations across multiple locations. Provides broad access to Accounting, Inventory, Sales & Forecasting, and Workforce apps, including permissions to approve, unlock, and publish records. This role extends the capabilities of the Restaurant Manager role with additional visibility and management tools.

Role Access Matrix

The table below shows which apps this role can access and the level of control available within each.

✅ = Full 🔵 = Partial ❌ = Not granted — = Not applicable

App

View

Complete/Upload

Edit

Approve

Unlock

Publish

Home

🔵

Reports

See Report Roles

Accounting

🔵

🔵

🔵

🔵

Inventory

Sales & Forecasting

Workforce

🔵

🔵

Payroll

Task Management

Manager Log

Catering

The table below outlines this role’s access to Admin configuration categories.

✅ = Full 🔵 = Partial ❌ = Not granted — = Not applicable

Admin Category

View

Edit

Accounting

Brands

Import

Integrations

🔵

🔵

Inventory

Locations & legal entities

🔵

Payroll

Sales & forecasting

🔵

System

🔵

Users & security

Workforce

Notable permissions include:


Accounting Admin

Designed for users who manage accounting operations and maintain financial records. Provides broad access across Accounting and Reporting apps, including permissions to create, edit, and approve transactions. Excludes access to user management, system preferences, and other administrative configuration areas.

Role Access Matrix

The table below shows which apps this role can access and the level of control available within each.

✅ = Full 🔵 = Partial ❌ = Not granted — = Not applicable

App

View

Complete/Upload

Edit

Approve

Unlock

Publish

Home

🔵

Reports

See Report Roles

Accounting

Inventory

Sales & Forecasting

Workforce

🔵

🔵

Payroll

Task Management

🔵

🔵

Manager Log

Catering

The table below outlines this role’s access to Admin configuration categories.

✅ = Full 🔵 = Partial ❌ = Not granted — = Not applicable

Admin Category

View

Edit

Accounting

🔵

🔵

Brands

Import

Integrations

🔵

🔵

Inventory

🔵

🔵

Locations & legal entities

🔵

🔵

Payroll

Sales & forecasting

🔵

🔵

System

🔵

🔵

Users & security

Workforce

🔵

🔵


Accounting Clerk

Designed for users who perform day-to-day accounting tasks without approval authority. Provides broad access to accounting functions for creating and editing transactions but excludes permissions to approve, print checks, or modify vendor or bank information.

Since this user cannot approve transactions, transactions they create will be set as 'Unapproved'.

Role Access Matrix

The table below shows which apps this role can access and the level of control available within each.

✅ = Full 🔵 = Partial ❌ = Not granted — = Not applicable

App

View

Complete/Upload

Edit

Approve

Unlock

Publish

Home

🔵

Reports

See Report Roles

Accounting

🔵

Inventory

🔵

🔵

Sales & Forecasting

🔵

🔵

Workforce

🔵

🔵

Payroll

Task Management

Manager Log

Catering

The table below outlines this role’s access to Admin configuration categories.

✅ = Full 🔵 = Partial ❌ = Not granted — = Not applicable

Admin Category

View

Edit

Accounting

🔵

🔵

Brands

Import

Integrations

Inventory

Locations & legal entities

🔵

🔵

Payroll

Sales & forecasting

🔵

System

🔵

🔵

Users & security

Workforce

🔵


AP Data Entry

Designed for users linked to external vendors for the purpose of submitting AP invoices and AP credit memos but who do not require access to Restaurant365.

This user role contains both the 'Access Restricted Vendors' and 'Access Restricted GL Accounts' permissions.

This user role can be used by external vendors to directly input AP invoices and AP credit memos into R365.

Role Access Matrix

The table below shows which apps this role can access and the level of control available within each.

✅ = Full 🔵 = Partial ❌ = Not granted — = Not applicable

App

View

Complete/Upload

Edit

Approve

Unlock

Publish

Home

Reports

See Report Roles

Accounting

Inventory

Sales & Forecasting

Workforce

Payroll

Task Management

Manager Log

Catering

The table below outlines this role’s access to Admin configuration categories.

✅ = Full 🔵 = Partial ❌ = Not granted — = Not applicable

Admin Category

View

Edit

Accounting

Brands

Import

Integrations

Inventory

Locations & legal entities

Payroll

Sales & forecasting

System

Users & security

Workforce

Notable permissions include:

  • Access Restricted Vendors

  • Access Restricted GL Accounts


Employee App Access

Designed for employees using the R365 mobile app. Grants access to personal information, schedules, and communication tools. This role is automatically assigned when ‘App Access’ is enabled on an employee record.

An R365 user record is automatically created with this user role assigned for each employee that has 'App Access' checked on their employee record.


Full Access

Access to all functions in the system, without restrictions. Learn more about the 'Full Access’ user role.

Role Access Matrix

The table below shows which apps this role can access and the level of control available within each.

✅ = Full 🔵 = Partial ❌ = Not granted — = Not applicable

App

View

Complete/Upload

Edit

Approve

Unlock

Publish

Home

Reports

See Report Roles

Accounting

Inventory

Sales & Forecasting

Workforce

Payroll

Task Management

Manager Log

Catering

The table below outlines this role’s access to Admin configuration categories.

✅ = Full 🔵 = Partial ❌ = Not granted — = Not applicable

Admin Category

View

Edit

Accounting

Brands

Import

Integrations

Inventory

Locations & legal entities

Payroll

Sales & forecasting

System

Users & security

Workforce


Full View Access

Provides view-only access across most apps within Restaurant365. Intended for users who need broad visibility into operational and financial data without edit or approval permissions.

This role does not contain view access for all pages. If a user needs view access to all pages/features/forms, it is recommended to create a custom user role by cloning this user role and modifying it as needed. This user role was formerly known as 'Read Only Executive'.

Role Access Matrix

The table below shows which apps this role can access and the level of control available within each.

✅ = Full 🔵 = Partial ❌ = Not granted — = Not applicable

App

View

Complete/Upload

Edit

Approve

Unlock

Publish

Home

Reports

See Report Roles

Accounting

🔵

Inventory

🔵

Sales & Forecasting

Workforce

🔵

Payroll

Task Management

Manager Log

Catering

🔵

The table below outlines this role’s access to Admin configuration categories.

✅ = Full 🔵 = Partial ❌ = Not granted — = Not applicable

Admin Category

View

Edit

Accounting

🔵

Brands

Import

Integrations

Inventory

Locations & legal entities

Payroll

Sales & forecasting

System

Users & security

Workforce


HR Admin

Designed for users who manage human resources setup and employee data within R365. Provides full access to HR configuration, employee records, and PII, including permissions to edit pay rates, deductions, and taxes.

This user role is only available when R365 Payroll is enabled.

Role Access Matrix

The table below shows which apps this role can access and the level of control available within each.

✅ = Full 🔵 = Partial ❌ = Not granted — = Not applicable

App

View

Complete/Upload

Edit

Approve

Unlock

Publish

Home

🔵

Reports

See Report Roles

Accounting

Inventory

Sales & Forecasting

🔵

🔵

Workforce

🔵

🔵

🔵

Payroll

🔵

Task Management

Manager Log

Catering

The table below outlines this role’s access to Admin configuration categories.

✅ = Full 🔵 = Partial ❌ = Not granted — = Not applicable

Admin Category

View

Edit

Accounting

🔵

🔵

Brands

Import

Integrations

🔵

🔵

Inventory

Locations & legal entities

Payroll

Sales & forecasting

System

🔵

Users & security

🔵

🔵

Workforce

Notable permissions include:


HR Generalist

Designed for users who manage employee information and HR-related activities within R365. Provides access to employee records, pay rates, and deductions but does not include permissions to edit PII.

This user role is only available when R365 Payroll is enabled.

Role Access Matrix

The table below shows which apps this role can access and the level of control available within each.

✅ = Full 🔵 = Partial ❌ = Not granted — = Not applicable

App

View

Complete/Upload

Edit

Approve

Unlock

Publish

Home

🔵

🔵

Reports

See Report Roles

Accounting

Inventory

Sales & Forecasting

🔵

🔵

Workforce

🔵

🔵

🔵

Payroll

🔵

Task Management

Manager Log

🔵

🔵

Catering

The table below outlines this role’s access to Admin configuration categories.

✅ = Full 🔵 = Partial ❌ = Not granted — = Not applicable

Admin Category

View

Edit

Accounting

🔵

Brands

Import

Integrations

🔵

🔵

Inventory

Locations & legal entities

🔵

Payroll

🔵

Sales & forecasting

System

🔵

Users & security

🔵

Workforce

🔵

Notable permissions include:


Operations Admin

Designed for users who maintain operational setup and manage Inventory, Sales & Forecasting, and Workforce functions. Provides broad access to configuration, data entry, and approvals across operational areas, including permissions to publish schedules and forecasts.

Role Access Matrix

The table below shows which apps this role can access and the level of control available within each.

✅ = Full 🔵 = Partial ❌ = Not granted — = Not applicable

App

View

Complete/Upload

Edit

Approve

Unlock

Publish

Home

🔵

Reports

See Report Roles

Accounting

🔵

Inventory

🔵

🔵

🔵

Sales & Forecasting

Workforce

🔵

🔶

🔵

Payroll

Task Management

Manager Log

Catering

The table below outlines this role’s access to Admin configuration categories.

✅ = Full 🔵 = Partial ❌ = Not granted — = Not applicable

Admin Category

View

Edit

Accounting

Brands

Import

Integrations

🔵

🔵

Inventory

Locations & legal entities

🔵

Payroll

Sales & forecasting

🔶

System

Users & security

🔵

Workforce

Notable permissions include:


Payment Run Approver

Designed for users who review and authorize payment runs within the Accounting app. Provides limited access focused on viewing, approving, and unapproving payment runs.

Contains only the following permissions within the 'Payment Runs' permission group:

  • View Payment Runs

  • Approve Payment Runs

  • Unapprove Payment Runs


Payroll Admin

Designed for users who process payroll and manage payroll-related data within R365 Payroll. Provides access to create, edit, and approve payroll journal entries and payments, as well as view and manage employee pay information.

This user role is only available when R365 Payroll is enabled.

Role Access Matrix

The table below shows which apps this role can access and the level of control available within each.

✅ = Full 🔵 = Partial ❌ = Not granted — = Not applicable

App

View

Complete/Upload

Edit

Approve

Unlock

Publish

Home

🔵

Reports

See Report Roles

Accounting

🔵

Inventory

Sales & Forecasting

🔵

🔵

Workforce

🔵

🔵

🔵

Payroll

🔵

Task Management

Manager Log

🔵

Catering

The table below outlines this role’s access to Admin configuration categories.

✅ = Full 🔵 = Partial ❌ = Not granted — = Not applicable

Admin Category

View

Edit

Accounting

Brands

Import

Integrations

Inventory

Locations & legal entities

🔵

🔵

Payroll

🔵

🔵

Sales & forecasting

System

Users & security

Workforce

🔵

🔵

Notable permissions include:


Payroll Clerk

Designed for users who support payroll processing within R365 Payroll. Provides access to create and edit payroll journal entries, manage employee pay information, and process payments with limited approval permissions.

This user role is only available when R365 Payroll is enabled.

Role Access Matrix

The table below shows which apps this role can access and the level of control available within each.

✅ = Full 🔵 = Partial ❌ = Not granted — = Not applicable

App

View

Complete/Upload

Edit

Approve

Unlock

Publish

Home

🔵

🔵

Reports

See Report Roles

Accounting

🔵

🔵

Inventory

Sales & Forecasting

🔵

🔵

Workforce

🔵

🔵

🔵

Payroll

🔵

🔵

Task Management

Manager Log

🔵

Catering

The table below outlines this role’s access to Admin configuration categories.

✅ = Full 🔵 = Partial ❌ = Not granted — = Not applicable

Admin Category

View

Edit

Accounting

🔵

Brands

Import

Integrations

Inventory

Locations & legal entities

🔵

Payroll

🔵

🔵

Sales & forecasting

🔵

System

Users & security

Workforce

🔵

🔵

Notable permissions include:


Restaurant Manager

Designed for users who manage day-to-day restaurant operations. Provides access to most pages within the Inventory, Sales & Forecasting, and Workforce apps, including permissions to create, edit, and complete transactions such as invoices, transfers, and waste logs. Does not include permissions to send purchase orders or publish schedules.

Role Access Matrix

The table below shows which apps this role can access and the level of control available within each.

✅ = Full 🔵 = Partial ❌ = Not granted — = Not applicable

App

View

Complete/Upload

Edit

Approve

Unlock

Publish

Home

🔵

Reports

See Report Roles

Accounting

🔵

Inventory

🔵

🔵

Sales & Forecasting

🔵

🔵

Workforce

🔵

🔵

Payroll

Task Management

🔵

🔵

Manager Log

🔵

Catering

The table below outlines this role’s access to Admin configuration categories.

✅ = Full 🔶 = Partial ❌ = Not granted — = Not applicable

Admin Category

View

Edit

Accounting

Brands

Import

Integrations

🔵

🔵

Inventory

🔵

Locations & legal entities

🔵

Payroll

Sales & forecasting

🔵

System

Users & security

Workforce

🔵

Notable permissions include:

This User Role does not include Permission to:


Shift Lead

Designed for shift-level supervisors who oversee daily restaurant activities. Provides limited access across the Inventory, Workforce, and Manager Log apps, including permissions to complete daily sales summaries and create or edit operational records such as inventory counts, transfers, and prep logs. Does not include permissions to manage shifts or publish schedules.

Role Access Matrix

The table below shows which apps this role can access and the level of control available within each.

✅ = Full 🔵 = Partial ❌ = Not granted — = Not applicable

App

View

Complete/Upload

Edit

Approve

Unlock

Publish

Home

🔵

Reports

See Report Roles

Accounting

🔵

Inventory

🔵

Sales & Forecasting

🔵

🔵

Workforce

🔵

Payroll

Task Management

🔵

🔵

Manager Log

🔵

🔵

Catering

The table below outlines this role’s access to Admin configuration categories.

✅ = Full 🔶 = Partial ❌ = Not granted — = Not applicable

Admin Category

View

Edit

Accounting

Brands

Import

Integrations

🔵

Inventory

Locations & legal entities

Payroll

Sales & forecasting

System

Users & security

Workforce

🔵

Notable permissions include:

This user role does not include permission to: