---
title: "R365 Default User Roles"
slug: "user-roles-r365-user-role-descriptions"
description: "Reference for built-in R365 user roles, their intended purposes, and included permissions. Choose the right default role for each user type."
updated: 2026-05-03T21:25:27Z
published: 2026-05-03T21:25:27Z
canonical: "docs.restaurant365.com/user-roles-r365-user-role-descriptions"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://docs.restaurant365.com/llms.txt
> Use this file to discover all available pages before exploring further.

# R365 Default User Roles

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](/doc/docs/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.

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/bc18f07c-3fa3-438d-b0f3-82a84d7598fe.png?sv=2026-02-06&spr=https&st=2026-10-29T05%3A09%3A02Z&se=2026-10-29T06%3A09%3A02Z&sr=c&sp=r&sig=T%2B7g42rORakm3s2JzDm2uBMxiQnySEqgYgtxZXGN8CE%3D)

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](/doc/docs/user-record-permissions-tab) 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](/doc/docs/user-setup-security-and-location-access).

The full list of permissions included in a user role can be viewed on the [User Roles tab](/doc/docs/security-permissions-user-roles) of the [Security & Permissions page.](/doc/docs/security-permissions-overview-security)

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/063d3839-dbdc-4a77-ad85-1f577240af7f.png?sv=2026-02-06&spr=https&st=2026-10-29T05%3A09%3A02Z&se=2026-10-29T06%3A09%3A02Z&sr=c&sp=r&sig=T%2B7g42rORakm3s2JzDm2uBMxiQnySEqgYgtxZXGN8CE%3D)

---

## 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](/doc/docs/report-roles-category) | — | ❌ | — | — | — |
| 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:

- Unlock [AP Invoices](/doc/docs/ap-invoices-overview-security) and [Credit Memos](/doc/docs/ap-credit-memos-overview-security)
- Add Tags/Edit Attachments/Unlock 'Locked' [Daily Sales Summary](/doc/docs/daily-sales-summary)
- View Docs w/Unassigned Location in [Docs to Process](/doc/docs/documents-to-process-overview)
- Verify Item Setup
- Update Recipe Costs
- Unlock [Inventory Counts](/doc/docs/inventory-counts-create-and-enter-an-inventory-count)
- Unlock [Item Transfers](/doc/docs/item-transfers-create-a-transfer)
- View Distributions and Detail Amounts for [Item Transfers](/doc/docs/item-transfers-overview-security) and [Waste Logs](/doc/docs/waste-logs-overview-security)
- Edit Menu Items
- Send/Submit [Purchase Orders](/doc/docs/purchase-orders-overview-security)
- Create [Recipes](/doc/docs/recipe-item-record)
- Create [Vendor Items](/doc/docs/new-vendor-item-record)
- Unlock/Void/Unvoid [Waste Logs](/doc/docs/waste-logs-create-and-enter-a-waste-log)
- Edit GL Account on [Jobs](/doc/docs/smart-ops-release-jobs-list)
- Edit/Publish [Forecasts](/doc/docs/weekly-forecasting-overview)
- Edit [Labor Matrix](/doc/docs/admin-page-labor-matrix-overview)
- View [Labor Dashboard](/doc/docs/smart-ops-release-labor-dashboard)
- [Publish/Unpublish Schedules](/doc/docs/schedule-calendar-publish-unpublish-and-alert-employees)
- Edit [Donation Reason Types](/doc/docs/donations-donation-reason-types)

---

## 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](/doc/docs/report-roles-category) | — | ❌ | — | — | — |
| 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:

- View Vendor Bank Account Information
- Edit Vendor Bank Account Information
- View and edit Payroll GL mappings in the Mapping Tool ([Payroll Accounts tab](/doc/docs/payroll-accounts-tab))

---

## 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](/doc/docs/report-roles-category) | — | ❌ | — | — | — |
| 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:

- View Vendor Bank Account Information

---

## 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](/doc/docs/gl-accounts-restricted-access-settings)' 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](/doc/docs/report-roles-category) | — | ❌ | — | — | — |
| 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](/doc/docs/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](/doc/docs/employee-app-access2)' checked on their [employee record](/doc/docs/employee-record).

---

## Full Access

Access to **all** functions in the system, **without restrictions**. Learn more about the '[Full Access’ user role](/doc/docs/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](/doc/docs/report-roles-category) | — | ✅ | — | — | — |
| 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:

- View and edit Payroll GL mappings in the Mapping Tool ([Payroll Accounts tab](/doc/docs/payroll-accounts-tab))

---

## 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](/doc/docs/custom-user-roles) 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](/doc/docs/report-roles-category) | — | ❌ | — | — | — |
| 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:

- View Vendor Bank Account information
- View Payroll GL mappings in the Mapping Tool ([Payroll Accounts tab](/doc/docs/payroll-accounts-tab))

---

## 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](/doc/docs/report-roles-category) | — | ❌ | — | — | — |
| 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:

- Complete/Delete [Daily Sales Summaries](/doc/docs/daily-sales-summary)
- [Edit Punches](/doc/docs/punch-edits) on the DSS
- Create/Edit/Delete [Announcements](/doc/docs/manager-tools-announcements), [Blackout Days](/doc/docs/manager-tools-blackout-days), [Departments](/doc/docs/smart-ops-department-record), [Events](/doc/docs/manager-tools-events), [Jobs](/doc/docs/smart-ops-release-jobs-list), and [Job Responsibilities](/doc/docs/scheduling-job-responsibilities)
- Create/Edit/Merge/Delete [Employee Records](/doc/docs/employee-record)
- View/Edit PII
- View/Edit Pay Rates and Pay Types
- View Deductions/Taxes
- View/Edit Documents
- Grant Employees [App Access](/doc/docs/employee-app-access)
- Map [POS Employees](/doc/docs/pos-employees)
- Create/Edit/Delete [Log Entries](/doc/docs/log-entries-overview-security)
- Add/Edit/Delete [Shifts](/doc/docs/scheduling-shift-details-form) on Schedules
- [Publish/Unpublish Schedules](/doc/docs/schedule-calendar-publish-unpublish-and-alert-employees)

---

## 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](/doc/docs/report-roles-category) | — | ❌ | — | — | — |
| 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:

- Complete/Delete [Daily Sales Summaries](/doc/docs/daily-sales-summary)
- [Edit Punches](/doc/docs/punch-edits) on the DSS
- Create/Edit/Delete [Announcements](/doc/docs/manager-tools-announcements), [Blackout Days](/doc/docs/manager-tools-blackout-days), [Departments](/doc/docs/smart-ops-department-record), [Events](/doc/docs/manager-tools-events), [Jobs](/doc/docs/smart-ops-release-jobs-list), and [Job Responsibilities](/doc/docs/scheduling-job-responsibilities)
- Create/Edit/Merge [Employee Records](/doc/docs/employee-record)
- View PII
- View/Edit Pay Rates and Pay Types
- View Deductions/Taxes
- Grant Employees [App Access](/doc/docs/employee-app-access)
- Map [POS Employees](/doc/docs/pos-employees)
- Create/Edit/Delete [Log Entries](/doc/docs/log-entries-overview-security)
- Add/Edit/Delete [Shifts](/doc/docs/scheduling-shift-details-form) on Schedules
- [Publish/Unpublish Schedules](/doc/docs/schedule-calendar-publish-unpublish-and-alert-employees)

---

## 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](/doc/docs/report-roles-category) | — | ❌ | — | — | — |
| 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:

- Create/Edit/Delete [Purchased Items](/doc/docs/purchased-item-record-overview-security)
- Create/Edit/Delete [Vendor Items](/doc/docs/new-vendor-item-record)
- Create/Edit/Delete [Recipes](/doc/docs/recipe-items-page)
- Create/Edit/Delete [Units of Measure](/doc/docs/unit-of-measure)
- Create/Edit/Merge [Employees](/doc/docs/merge-employee-records)
- Create/Edit/Delete [Labor Rules](/doc/docs/admin-page-overview-security)
- View/Create/Edit/Delete [Item Categories](/doc/docs/item-categories)
- View/Edit [Labor Matrix](/doc/docs/admin-page-labor-matrix-overview)
- View [Labor Dashboard](/doc/docs/smart-ops-release-labor-dashboard)
- [Publish/Unpublish Schedules](/doc/docs/schedule-calendar-publish-unpublish-and-alert-employees)
- View/Edit/Publish [Forecasts](/doc/docs/weekly-forecasting-overview)
- Approve/Unapprove [Inventory Counts,](/doc/docs/inventory-counts-overview-security) [Item Transfers](/doc/docs/item-transfers-overview-security), [Waste Logs](/doc/docs/waste-logs-approve-a-waste-log), and [Prep Logs](/doc/docs/prep-log-1)
- View/Create/Edit [User Records](/doc/docs/user-record-overview)
- Edit [Donation Reason Types](/doc/docs/donations-donation-reason-types)

---

## 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](/doc/docs/report-roles-category) | — | ❌ | — | — | — |
| 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:

- View Bank Accounts
- Complete/Delete [Daily Sales Summaries](/doc/docs/daily-sales-summary)
- [Edit Punches](/doc/docs/punch-edits) on the DSS
- Access DSS Journal Entries
- View/Edit/Create/Approve/Unapprove/Delete Payroll Journal Entries
- Create/Edit/Delete [Announcements](/doc/docs/manager-tools-announcements), [Blackout Days](/doc/docs/manager-tools-blackout-days), [Departments](/doc/docs/smart-ops-department-record), [Events](/doc/docs/manager-tools-events), [Jobs](/doc/docs/smart-ops-release-jobs-list), and [Job Responsibilities](/doc/docs/scheduling-job-responsibilities)
- Create/Edit/Merge [Employee Records](/doc/docs/employee-record)
- View/Edit Pay Rates
- View/Edit Deductions and Taxes
- [Add Employees to Payroll](/doc/docs/workforce-onboarding-an-employee-to-r365-payroll)
- View Pay History
- Grant Employees [App Access](/doc/docs/employee-app-access)
- Map [POS Employees](/doc/docs/pos-employees)
- Create/Edit/Delete [Log Entries](/doc/docs/log-entries-overview-security)
- Add/Edit/Delete [Shifts](/doc/docs/scheduling-shift-details-form) on Schedules
- [Publish/Unpublish Schedules](/doc/docs/schedule-calendar-publish-unpublish-and-alert-employees)
- View and edit Payroll GL mappings in the Mapping Tool ([Payroll Accounts tab](/doc/docs/payroll-accounts-tab))
- View/Edit/Create/Delete/Calculate/Verify/Approve [Payments](/doc/docs/workforce-payroll-overview-page)
- View Payroll Reports
- View Workers Comp
- Print Paychecks
- View Vendor Bank Account Information

---

## 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](/doc/docs/report-roles-category) | — | ❌ | — | — | — |
| 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:

- Complete/Delete [Daily Sales Summaries](/doc/docs/daily-sales-summary-accounting)
- [Edit Punches](https://help.restaurant365.net/en/support/solutions/articles/12000082833) on the DSS
- Access DSS Journal Entries
- View/Edit/Create Payroll Journal Entries
- Create/Edit/Delete [Announcements](/doc/docs/manager-tools-announcements), [Blackout Days](/doc/docs/manager-tools-blackout-days), [Departments](/doc/docs/smart-ops-department-record), [Events](/doc/docs/manager-tools-events), [Jobs](/doc/docs/smart-ops-release-jobs-list), and [Job Responsibilities](/doc/docs/scheduling-job-responsibilities)
- Create/Edit/Merge [Employee Records](/doc/docs/employee-record)
- View Pay Rates
- View Deductions/Taxes
- [Add Employees to Payroll](/doc/docs/workforce-onboarding-an-employee-to-r365-payroll)
- View Pay History
- Grant Employees [App Access](/doc/docs/employee-app-access)
- Map [POS Employees](/doc/docs/pos-employees)
- Create/Edit/Delete [Log Entries](/doc/docs/log-entries-overview-security)
- Add/Edit/Delete [Shifts](/doc/docs/scheduling-shift-details-form) on Schedules
- [Publish/Unpublish Schedules](/doc/docs/schedule-calendar-publish-unpublish-and-alert-employees)
- View Payroll GL mappings in the Mapping Tool ([Payroll Accounts tab](/doc/docs/payroll-accounts-tab))
- View/Edit/Create/Delete/Calculate/Verify [Payments](/doc/docs/workforce-payroll-overview-page)
- View Workforce Reports
- View Workers Comp

---

## 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](/doc/docs/report-roles-category) | — | ❌ | — | — | — |
| 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:

- Create/Edit [Commissary Orders](/doc/docs/commissary-commissary-orders)
- Create/Edit/Complete/Delete [AP Invoices](/doc/docs/ap-invoices-overview-security) and [Credit Memos](/doc/docs/ap-credit-memos-overview-security)
- Edit and delete [EDI](/doc/docs/edi) Invoices and Credit Memos.
- Complete/Delete [Daily Sales Summaries](/doc/docs/daily-sales-summary)
- Access DSS JE
- Upload/Edit/Delete [Docs to Process](/doc/docs/documents-to-process-overview)
- Create/Edit [Inventory Counts](/doc/docs/inventory-counts-create-and-enter-an-inventory-count) and [Inventory Templates](/doc/docs/inventory-counts-create-and-edit-an-inventory-template)
- Create/Edit/Complete/Reject [Item Transfers](/doc/docs/item-transfers-create-a-transfer) and [Item Transfer Templates](/doc/docs/item-transfers-create-a-transfer-template)
- Create/Edit/Delete [Prep Logs](/doc/docs/prep-log-1), [Memorized Prep Logs](/doc/docs/memorized-prep-logs-1), and [Prep Stations](/doc/docs/prep-stations-page)
- Create/Edit/Delete [Purchase Orders](/doc/docs/purchase-orders-create-and-enter-a-purchase-order) and [Purchase Order Templates](/doc/docs/purchase-orders-create-and-edit-a-purchase-order-template)
- Create/Edit/Complete [Waste Logs](/doc/docs/waste-logs-create-and-enter-a-waste-log) and [Waste Log Templates](/doc/docs/waste-logs-create-and-edit-a-waste-log-template)
- Create/Edit/Delete [Announcements](/doc/docs/manager-tools-announcements), [Blackout Days](/doc/docs/manager-tools-blackout-days), [Departments](/doc/docs/smart-ops-department-record), [Events](/doc/docs/manager-tools-events), [Jobs](/doc/docs/smart-ops-release-jobs-list), and [Job Responsibilities](/doc/docs/scheduling-job-responsibilities)
- Create/Edit/Merge [Employee Records](/doc/docs/employee-record)
- View Pay Rates
- Grant Employees [App Access](/doc/docs/employee-app-access)
- Map [POS Employees](/doc/docs/pos-employees)
- Create/Edit/Delete [Log Entries](/doc/docs/log-entries-overview-security)
- Add/Edit/Delete [Shifts](/doc/docs/scheduling-shift-details-form) on Schedules
- Edit [Donation Reason Types](/doc/docs/donations-donation-reason-types)

This User Role does **not** include Permission to:

- [Send Purchase Orders](/doc/docs/purchase-orders-submit-orders-via-edi)
- [Publish/Unpublish Schedules](/doc/docs/schedule-calendar-publish-unpublish-and-alert-employees)

---

## 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](/doc/docs/report-roles-category) | — | ❌ | — | — | — |
| 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:

- Complete [Daily Sales Summaries](/doc/docs/daily-sales-summary)
- Upload [Docs to Process](/doc/docs/documents-to-process-overview)
- Create/Edit [Inventory Counts](/doc/docs/inventory-counts-create-and-enter-an-inventory-count)
- Create/Edit/Complete/Reject [Item Transfers](/doc/docs/item-transfers-create-a-transfer)
- Create/Edit [Prep Logs](/doc/docs/prep-log-1)
- Create/Edit [Purchase Orders](/doc/docs/purchase-orders-create-and-enter-a-purchase-order)
- Create/Edit/Complete [Waste Logs](/doc/docs/waste-logs-create-and-enter-a-waste-log)
- Create/Edit [Log Entries](/doc/docs/log-entries-overview-security)
- View Schedules

This user role does **not** include permission to:

- Add/Edit/Delete [Shifts](/doc/docs/scheduling-shift-details-form) on Schedules
- [Publish/Unpublish Schedules](/doc/docs/schedule-calendar-publish-unpublish-and-alert-employees)

## Related

- [Manage Access to Security & Permissions](/manage-access-to-security-and-permissions.md)