---
title: "Assign Report Roles to Users"
slug: "assigning-report-roles"
description: "Assign report roles via Security & Permissions, the User Record Reporting tab, or Mass Role Update. Covers adding and removing roles all three ways."
updated: 2026-07-27T16:08:29Z
published: 2026-07-27T16:08:29Z
canonical: "docs.restaurant365.com/assigning-report-roles"
stale: true
---

> ## 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.

# Assign Report Roles to Users

Report roles defines user access to reports within [My Reports](/doc/docs/my-reports-overview) and [Custom Financial Reports](/doc/docs/custom-financial-reports-writer-overview-and-security). Only existing report roles can be assigned to users. Learn more about [creating report roles](/doc/docs/create-a-report-role) and [configuring report roles](/doc/docs/manage-report-roles).

Report roles can be assigned to users in the following ways:

- [**Security & Permissions page**](/doc/docs/security-permissions-overview-security) - Allows assignment of report roles to one or more users at a time. Users can be filtered by user role.
- [**User Record**](/doc/docs/user-record-reporting-tab) **-** Enables direct assignment of report roles within an individual user's record by updating the role settings.
- [**Mass Role Update**](/doc/docs/mass-role-update) - Allows roles to quickly be applied to multiple users at a time, but does not contain filtering options.

---

## Security & Permissions page

Follow these steps to assign report roles to users on the Security & Permissions page:

*Click steps to expand for additional information and images.*

****1)** Navigate to [**Security & Permissions page**](/doc/docs/security-permissions-overview-security)**.****

Navigate to pages with the [R365 global search bar](/doc/docs/r365-search):

1. Enter all or part of the **page name** in the R365 global search bar.
2. Select the page from the results list.

> Only enabled pages can be searched for. If the desired page is not enabled, contact your CSM for assistance.

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-1745007955784.png)

****2)** Select the **Report Roles tab.****

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-NH89H653.png)

****3)** Select the desired **report role**.**

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-GMS4YZ3S.png)

****4)** Select the **Users tab**.**

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-QUQJK7ZJ.png)

****5) Filter users** by user role. *(Optional)***

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-JCPKKVKX.png)

****6)** Check or uncheck the **checkbox** for each desired user.**

- Check to assign the report role to the user.
- Uncheck to remove the report role from the user.

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-QUY2JL52.png)

****7) Save.****

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-MCX1G8OB.png)

---

## User Record

Follow these steps to assign report roles to an individual user on their user record:

*Click steps to expand for additional information and images.*

****1)** Navigate to the user’s [**user record**](/doc/docs/user-record).**

Navigate to user records with the [R365 global search bar](/doc/docs/r365-search):

1. Enter all or part of the user’s **name, user name,** or **email address** in the global search bar.
2. Select the user from the results list.

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-1745007955784.png)

****2)** Select the **Reporting tab**.**

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-BRMMW6LC.png)

****3)** Ensure that ‘All Reports’ is disabled.**

When ‘All Reports’ is enabled, the user will have access to **all** reports.

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-WKF79COR.png)

****4) Assign** a report role using one of the following methods:**

**4a)** Click the **+ button** on the desired role in the **Search Report Roles** list to assign the role.

**4b)** **Drag and drop** the desired role from the **Search Report Roles** list to the **Applied Report Roles** list to assign the role.

**4c)** Click the **bulk select checkbox** for one or more roles in the **Search Report Roles** list, then click **Add.**

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-FVO64QLK.png)

****5)** **Remove** a report role using one of the following methods:**

**5a)** Click the **X button** on the desired role in the **Applied Report Roles list** to remove the role.

**5b)** Drag and drop the desired role from the **Applied Report Roles list** to the **Search Report Roles list** to remove the role.

**5c)** Click the **bulk select checkbox** for one or more roles in the **Applied Report Roles list**, then click **Remove**.

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-Y2XW4U4H.png)

****6) Save.****

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-ZEX25FXC.png)

---

## Mass Role Update

Follow these steps to assign report roles on the Mass Role Update page:

*Click steps to expand for additional information and images.*

****1)** Navigate to the [**Mass Role Update page**](/doc/docs/mass-role-update)**.****

Navigate to pages with the [R365 global search bar](/doc/docs/r365-search):

1. Enter all or part of the **page name** in the R365 global search bar.
2. Select the page from the results list.

> Only enabled pages can be searched for. If the desired page is not enabled, contact your CSM for assistance.

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-1745007955784.png)

****2)** Select the **Report Roles tab.****

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-4NQ026BP.png)

****3)** Select the desired **report role**.**

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-PQGC6420.png)

****4) Click the row** for the desired user in the **Users without Reports Role list** to assign the report role.**

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-LZ3LZ23D.png)

****5) Click the row** for the desired user in the **Users with Reports Role list** to remove the report role.**

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-8T9MHEQB.png)

> Assignments are **automatically saved**.

---

### FAQ

#### Why isn't a report role I assigned actually restricting a user's access?

If 'All Reports' is enabled on the user's record Reporting tab, the user has access to every report in [My Reports](/doc/docs/my-reports-overview) regardless of which report roles are assigned. Disable 'All Reports' first, then assign the specific roles you want to apply.

#### What's the difference between assigning roles from Security & Permissions, the User Record, and Mass Role Update?

Security & Permissions lets you assign a role to multiple users at once and filter by user role. User Record assigns roles to one user directly, with drag-and-drop or bulk-select options. Mass Role Update applies a role to many users quickly but has no filtering options. See [configuring report roles](/doc/docs/manage-report-roles) for how the roles themselves are set up.

#### Do I need to click Save after assigning roles on the Mass Role Update page?

No. Unlike the Security & Permissions page and User Record, assignments made on Mass Role Update save automatically as soon as you click a user's row.

#### Can I assign a report role that hasn't been created yet?

No. Only existing report roles can be assigned to users — [create the report role](/doc/docs/create-a-report-role) first, then assign it using any of the three methods above.