---
title: "Create New User"
slug: "create-new-user"
description: "Create a new R365 user: enter required fields, assign user roles and locations, set up report roles, and save to generate login credentials."
status: "update"
updated: 2026-10-12T17:26:58Z
published: 2026-10-12T17:26:58Z
canonical: "docs.restaurant365.com/create-new-user"
---

> ## 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.

# Create New User

New users are created from the [Users page](/doc/docs/users-page). Team members that need access to R365 can be added as [Users](/doc/docs/user-record) to R365. Users have the option to set permissions using [user roles](/doc/docs/security-permissions-user-roles) or by copying permissions from an existing user.

When creating a new User, the 'Full Name', User Email', 'User Login', 'Login Password', and 'Default Location' must be entered on the 'General' tab before the User Record can be saved.

> [!TIP]
> It is recommended to assign User Roles and Locations to the new Users when they are created. Learn more about [User Setup, Security, and Location Access here](/doc/docs/user-setup-security-and-location-access).
> 
> > Without a Primary Security Role, the User will not be able to log in.

> Partner Channel Users will have a different [User Record](/doc/docs/user-record-overview).

Users & Security Limits

Users who have permissions related to user management, including creating and editing user roles, permissions, assigned locations, and report roles, can only edit within their own access level. Learn more about [user editing restrictions and access levels](https://docs.restaurant365.com/docs/manage-access-to-security-and-permissions).

---

## Security

Users with the following permissions can create new users:

- Administration → Users → Create & Impersonate Users

These permissions can be added to [custom user roles](https://restaurant365.us.document360.io/doc/docs/custom-user-roles) or [individual users](https://restaurant365.us.document360.io/doc/docs/users-overview-and-security). The [Permission Access report](https://restaurant365.us.document360.io/doc/docs/generating-a-permissions-access-report) can be used to determine which user roles or users already have these permissions assigned. For more information, see [User Setup and Security](/doc/docs/user-setup-security-and-location-access).

---

## Create New User

To create a new user, follow these steps:

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

****1)** Navigate to the [**Users page**](/doc/docs/users-page).**

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-YPC3PY7E.png?sv=2026-02-06&spr=https&st=2026-10-28T15%3A03%3A18Z&se=2026-10-28T16%3A03%3A18Z&sr=c&sp=r&sig=V6yyFYvCPvKbjnhVMxtfFtugsYbWqZCZ917v9vr8jdQ%3D)

****2)** Click **+ Add User** above the table.**

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-ZQ2CAOAR.png?sv=2026-02-06&spr=https&st=2026-10-28T15%3A03%3A18Z&se=2026-10-28T16%3A03%3A18Z&sr=c&sp=r&sig=V6yyFYvCPvKbjnhVMxtfFtugsYbWqZCZ917v9vr8jdQ%3D)

A blank user record will open.

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-PLZ962KY.png?sv=2026-02-06&spr=https&st=2026-10-28T15%3A03%3A18Z&se=2026-10-28T16%3A03%3A18Z&sr=c&sp=r&sig=V6yyFYvCPvKbjnhVMxtfFtugsYbWqZCZ917v9vr8jdQ%3D)

****3)** Enter the **required fields** on the [General Tab](/doc/docs/user-record-general-tab).**

The required fields on the general tab are:

- Full Name
- Username
- Default Location
  - Users can be granted access to more than one location in the [locations tab.](/doc/docs/user-record-locations-tab)
  - The default location is used throughout the system and should reflect the user’s primary location.
  - Once created, users can set their [preferences](/doc/docs/user-preferences) on for AP invoice and journal entry defaults.
- User Email

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-6PEQIMOP.png?sv=2026-02-06&spr=https&st=2026-10-28T15%3A03%3A18Z&se=2026-10-28T16%3A03%3A18Z&sr=c&sp=r&sig=V6yyFYvCPvKbjnhVMxtfFtugsYbWqZCZ917v9vr8jdQ%3D)

****4)** Click **Permissions** to open the [permissions tab](/doc/docs/user-record-permissions-tab).**

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-3BTUGKQ1.png?sv=2026-02-06&spr=https&st=2026-10-28T15%3A03%3A18Z&se=2026-10-28T16%3A03%3A18Z&sr=c&sp=r&sig=V6yyFYvCPvKbjnhVMxtfFtugsYbWqZCZ917v9vr8jdQ%3D)

****5)** Select desired option: **Assign User Role** or **Copy Permissions.****

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-M3UNNQBQ.png?sv=2026-02-06&spr=https&st=2026-10-28T15%3A03%3A18Z&se=2026-10-28T16%3A03%3A18Z&sr=c&sp=r&sig=V6yyFYvCPvKbjnhVMxtfFtugsYbWqZCZ917v9vr8jdQ%3D)

****Assign User Roles****

1. Use the **dropdown** to select the **user role** to assign to the user.
  1. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-XG3BQJAH.png?sv=2026-02-06&spr=https&st=2026-10-28T15%3A03%3A18Z&se=2026-10-28T16%3A03%3A18Z&sr=c&sp=r&sig=V6yyFYvCPvKbjnhVMxtfFtugsYbWqZCZ917v9vr8jdQ%3D)
2. Review the permissions assigned to the user role to confirm they align with the user’s access needs.
  1. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-OS4MI0KS.png?sv=2026-02-06&spr=https&st=2026-10-28T15%3A03%3A18Z&se=2026-10-28T16%3A03%3A18Z&sr=c&sp=r&sig=V6yyFYvCPvKbjnhVMxtfFtugsYbWqZCZ917v9vr8jdQ%3D)
3. Click **Assign** to assign the user role.
  1. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-CVKD9CJH.png?sv=2026-02-06&spr=https&st=2026-10-28T15%3A03%3A18Z&se=2026-10-28T16%3A03%3A18Z&sr=c&sp=r&sig=V6yyFYvCPvKbjnhVMxtfFtugsYbWqZCZ917v9vr8jdQ%3D)
4. Make changes to the user permissions as needed by selecting or unselecting permissions.
  1. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-2IQTQ6FC.png?sv=2026-02-06&spr=https&st=2026-10-28T15%3A03%3A18Z&se=2026-10-28T16%3A03%3A18Z&sr=c&sp=r&sig=V6yyFYvCPvKbjnhVMxtfFtugsYbWqZCZ917v9vr8jdQ%3D)
    1. > [!NOTE]
> Changes made in this view only update the selected user, and do not update the user role.
5. Hover over **Save** and select the desired save option:
  1. Save - Save the user record and remain on the page.
    1. > [!TIP]
> To make further changes to the user record, select this option.
  2. Save and New - Save the user record and open a new user record.
  3. Save and Close - Save and close the user record.

****Copy Permissions****

1. Search and select the user permissions will be copied from.
  1. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-1VQJW9OV.png?sv=2026-02-06&spr=https&st=2026-10-28T15%3A03%3A18Z&se=2026-10-28T16%3A03%3A18Z&sr=c&sp=r&sig=V6yyFYvCPvKbjnhVMxtfFtugsYbWqZCZ917v9vr8jdQ%3D)
2. Review the permissions to confirm they align with the user’s access needs.
  1. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-HWQV83F1.png?sv=2026-02-06&spr=https&st=2026-10-28T15%3A03%3A18Z&se=2026-10-28T16%3A03%3A18Z&sr=c&sp=r&sig=V6yyFYvCPvKbjnhVMxtfFtugsYbWqZCZ917v9vr8jdQ%3D)
3. Click **Apply to User.**
  1. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-7V1LJSC8.png?sv=2026-02-06&spr=https&st=2026-10-28T15%3A03%3A18Z&se=2026-10-28T16%3A03%3A18Z&sr=c&sp=r&sig=V6yyFYvCPvKbjnhVMxtfFtugsYbWqZCZ917v9vr8jdQ%3D)
4. Make changes to the user permissions as needed by selecting or unselecting permissions.
  1. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-LH1CWDH1.png?sv=2026-02-06&spr=https&st=2026-10-28T15%3A03%3A18Z&se=2026-10-28T16%3A03%3A18Z&sr=c&sp=r&sig=V6yyFYvCPvKbjnhVMxtfFtugsYbWqZCZ917v9vr8jdQ%3D)
    1. > [!NOTE]
> Changes made in this view only update the selected user, and do not update the user role.
5. Hover over **Save** and select the desired save option:
  1. Save - Save the user record and remain on the page.
    1. > [!TIP]
> To make further changes to the user record, select this option.
  2. Save and New - Save the user record and open a new user record.
  3. Save and Close - Save and close the user record.

****6)** Click **Reporting** to open the [reporting tab](/doc/docs/user-record-reporting-tab).**

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-GRBZIO8T.png?sv=2026-02-06&spr=https&st=2026-10-28T15%3A03%3A18Z&se=2026-10-28T16%3A03%3A18Z&sr=c&sp=r&sig=V6yyFYvCPvKbjnhVMxtfFtugsYbWqZCZ917v9vr8jdQ%3D)

****7)** Click **+** **next to the report role** to assign specific report roles to the user or toggle **All Reports** to grant access to all reports.**

[Report roles](/doc/docs/security-permissions-report-roles) are user-created and can be reviewed by clicking the ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-KDEVDWQO.png?sv=2026-02-06&spr=https&st=2026-10-28T15%3A03%3A18Z&se=2026-10-28T16%3A03%3A18Z&sr=c&sp=r&sig=V6yyFYvCPvKbjnhVMxtfFtugsYbWqZCZ917v9vr8jdQ%3D)icon.

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-GLXBBZPP.png?sv=2026-02-06&spr=https&st=2026-10-28T15%3A03%3A18Z&se=2026-10-28T16%3A03%3A18Z&sr=c&sp=r&sig=V6yyFYvCPvKbjnhVMxtfFtugsYbWqZCZ917v9vr8jdQ%3D)

****8)** Click **Locations** to open the [locations tab](/doc/docs/user-record-locations-tab).**

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-VEKJOUQL.png?sv=2026-02-06&spr=https&st=2026-10-28T15%3A03%3A18Z&se=2026-10-28T16%3A03%3A18Z&sr=c&sp=r&sig=V6yyFYvCPvKbjnhVMxtfFtugsYbWqZCZ917v9vr8jdQ%3D)

****9)** Grant access to locations by specific location, legal entity, or location reporting category.**

Select the desired method to assign locations:

- All Locations
  - Grants the user access to all locations in R365.
- Specific location
  - Grants access to the selected locations. Click the **+** to add a location to the user.
    - ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-ZVGMLKUH.png?sv=2026-02-06&spr=https&st=2026-10-28T15%3A03%3A18Z&se=2026-10-28T16%3A03%3A18Z&sr=c&sp=r&sig=V6yyFYvCPvKbjnhVMxtfFtugsYbWqZCZ917v9vr8jdQ%3D)
- By Legal Entity
  - Grants access to the selected legal entities. Click the **+** to add a location to the user.
    - ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-3LVQGXKY.png?sv=2026-02-06&spr=https&st=2026-10-28T15%3A03%3A18Z&se=2026-10-28T16%3A03%3A18Z&sr=c&sp=r&sig=V6yyFYvCPvKbjnhVMxtfFtugsYbWqZCZ917v9vr8jdQ%3D)
- By Location Reporting Category
  - Use the dropdown to view and select categories within each location reporting category.
    - ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-NFH6KLV8.png?sv=2026-02-06&spr=https&st=2026-10-28T15%3A03%3A18Z&se=2026-10-28T16%3A03%3A18Z&sr=c&sp=r&sig=V6yyFYvCPvKbjnhVMxtfFtugsYbWqZCZ917v9vr8jdQ%3D)

****10)** Review the [Security](/doc/docs/user-records-security-tab-mfa) and [Email Setting tab](/doc/docs/user-records-email-settings-tab). (*optional)***

> [!NOTE]
> The Security tab (MFA) is only available as part of the R365 Professional Package. Contact your CSM or Account Executive to learn how MFA can enhance your R365 experience!

> [!NOTE]
> The 'Email Settings' tab of [User Records](/doc/docs/user-record) is not displayed when 'Use R365 to Send Emails' is enabled in [System Preferences](/doc/docs/system-preferences-miscellaneous).

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-9R2LCMF4.png?sv=2026-02-06&spr=https&st=2026-10-28T15%3A03%3A18Z&se=2026-10-28T16%3A03%3A18Z&sr=c&sp=r&sig=V6yyFYvCPvKbjnhVMxtfFtugsYbWqZCZ917v9vr8jdQ%3D)

****11) Save** the [user record](/doc/docs/user-record).**

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-NEUHGYT8.png?sv=2026-02-06&spr=https&st=2026-10-28T15%3A03%3A18Z&se=2026-10-28T16%3A03%3A18Z&sr=c&sp=r&sig=V6yyFYvCPvKbjnhVMxtfFtugsYbWqZCZ917v9vr8jdQ%3D)

After the user record is saved, an email is sent to the address listed on the General tab, prompting the user to create a password.

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-DHOG1U4T.png?sv=2026-02-06&spr=https&st=2026-10-28T15%3A03%3A18Z&se=2026-10-28T16%3A03%3A18Z&sr=c&sp=r&sig=V6yyFYvCPvKbjnhVMxtfFtugsYbWqZCZ917v9vr8jdQ%3D)

---

### FAQ

****Why can't my new user log in?****

Without a Primary Security Role, the user can't log in. Assign a [user role](https://docs.restaurant365.com/docs/security-permissions-user-roles) on the Permissions tab, then save the record. For more on roles and locations, see [User Setup, Security, and Location Access](https://docs.restaurant365.com/docs/user-setup-security-and-location-access).

****Which fields do I have to fill in before I can save?****

On the General tab, enter the full name, username, default location, and user email. The default location should reflect the user's primary location, and you can grant access to more locations on the Locations tab. See the [General tab](https://docs.restaurant365.com/docs/user-record-general-tab) article for details on each field.

****If I change permissions after assigning a role, does the role change too?****

No. Changes you make on the user's Permissions tab update only that user, not the [user role](https://docs.restaurant365.com/docs/security-permissions-user-roles). The same is true when you copy permissions from another user.

****Why don't I see the Security or Email Settings tab on the user record?****

The [Security tab (MFA)](https://docs.restaurant365.com/docs/user-records-security-tab-mfa) is only available with the R365 Professional Package. The [Email Settings tab](https://docs.restaurant365.com/docs/user-records-email-settings-tab) is hidden when "Use R365 to Send Emails" is enabled in System Preferences.

****Why can't I create users or change certain access for a new user?****

You need the Administration → Users → Create & Impersonate Users permission to create users. Users who manage security and permissions can only edit within their own access level, so you can't grant access beyond yours. See [user editing restrictions and access levels](https://docs.restaurant365.com/docs/manage-access-to-security-and-permissions).

Restaurant365

Access rights granted to users or user roles that dictate what actions they can perform within the system.

Journal entry (JE) Record posted to the General Ledger to document financial activity.

Structured documents that provide insights and summaries of various operational metrics and financial data.

An organization or company configured in R365 that represents a distinct legal and tax-reporting unit. Legal entities contain one or more locations and define how financial and operational activity is grouped, reported, and filed.