User Roles: R365 User Role Descriptions

  • Updated on Aug 28, 2025
  • Published on Jul 22, 2024
  • 6 minute(s) read
Prev Next

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 for assigning to Users 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. For more information on assigning User Roles to Users, please refer to the User Setup, Security, and Location Access training.

R365 User Roles 

The User Role descriptions below provide a synopsis of each default R365 User Role. 

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

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 the following additional Permissions:

Accounting Admin

This User Role is designed for Users who need access to almost all Accounting and Smart Ops functions in the system, as well as most 'Approve' Permissions.

This User Role does not contain Permissions related to the following:

  • Unapproving Transactions

  • Users 

  • Security and Permissions

  • Most System Preferences

  • Commissary Admin

  • Franchising

  • Prep

  • PII

Accounting Clerk

This User Role is designed for Users who need access to almost all Accounting and Smart Ops functions in the system, but do not need 'Approve' Permissions.

This User Role does not contain 'Edit Vendor Bank Account Information', 'Forecasts', 'Print Check', or 'Approve' Permissions. 

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

AP Data Entry

This User Role is designed for Users who only need to create/edit AP Invoice and AP Credit Memos. Contains access only to 'AP Invoices', 'AP Credit Memos', and 'Docs to Process' within Accounting. 

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.

  • An example of the left navigation and top navigation menus for a User with only the 'AP Data Entry' User Role can be viewed in this example image

Employee App Access

Enables Users to access the R365 Mobile App.

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.

Full View Access

This User Role is designed for Users who need view access to all executive-level pages and records.

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'.

HR Admin

This User Role is designed for Users who will be maintaining the HR setup within Workforce. This User Role is similar to the HR Generalist User Role, with the added ability to edit PII. Permissions include, but are not limited to, the following:

This User Role is only available when Workforce is enabled

HR Generalist

This User Role is designed for Users who will be utilizing the HR areas within Workforce, including, but not limited to, the following:

This User Role is only available when Workforce is enabled

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, including, but not limited to, the following:

Payment Run Approver

Contains only the following Permissions within the 'Payment Runs' Permission Group:

  • View Payment Runs

  • Approve Payment Runs

  • Unapprove Payment Runs

Payroll Admin

This User Role is designed for Users who will be processing Payroll and require most Workforce accesses, including approving Payments. Permissions include, but are not limited to, the following:

This User Role is only available when Workforce is enabled

Payroll Clerk

This User Role is designed for Users who will be processing Payroll in Workforce and only need limited editing and approval accesses. Permissions include, but are not limited to, the following:

This User Role is only available when Workforce is enabled

Restaurant Manager

This User Role is designed for Restaurant Managers who need most Smart Ops accesses. This User Role contains view access for most Smart Ops pages, as well as access to the following:

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', as well as access to the following:

R365 Default User Roles Access Table

Related articles