--- title: "User Setup, Security, and Location Access" slug: "user-setup-security-and-location-access" description: "Create and configure R365 users: add users, assign roles and permissions, grant location access, set up MFA, and manage user records." updated: 2026-10-12T20:54:21Z published: 2026-10-12T20:54:21Z canonical: "docs.restaurant365.com/user-setup-security-and-location-access" --- > ## 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. # User Setup, Security, and Location Access ## User Setup Overview User setup and management involves configuring User-level details as well as system-wide settings, groups, and Roles. ### User-Level Each User will have a single [User Record](/doc/docs/user-record-overview). This User Record holds all of the configurations that manage that User's accesses, including password, User Roles/Permissions, Report Roles, and Locations. Existing User Records can be accessed from the [Users page](/doc/docs/users-overview-and-security). Once the User Record is created, the User will be able to log in; however, they will not have access to any portion of the system. User accesses are organized into the following three types: - **Permissions** - Assigned User Roles and Permissions determine which pages, records, and features the User is able to view and which actions they can take in the system. - **Report Roles** - Assigned Report Roles determine which Reports the User will be able to run - **Locations** - Assigned Locations determine which Locations the User will have access to throughout the system and when running reports. Locations can be assigned as 'All Location', 'Specific Locations', 'By Legal Entity', or 'By Location Reporting Category' ### System-Wide Settings, Groups, and Roles #### **User Roles** [Custom User Roles](/doc/docs/custom-user-roles) are flexible Security Roles that streamline managing User Permissions. Ensure that Users have the appropriate access by building Custom User Roles with specific Permission sets that meet the needs of your organization. [Default R365 User Roles](/doc/docs/user-roles-r365-user-role-descriptions) are also provided as common Permission sets. These User Roles can be used as is, or they may be duplicated as a starting point to create Custom User Roles. Default R365 User Roles are always available for assigning to Users and cannot be edited or removed. #### **Report Roles** [Report Roles](/doc/docs/security-permissions-report-roles) provide access to individual Reports located in '[My Reports](/doc/docs/my-reports-overview)' or '[Custom Financial Reports](/doc/docs/custom-financial-reports-writer-overview-and-security)'. #### **Location Reporting Categories** Setting up [Location Reporting Categories](/doc/docs/location-reporting-categories) is not required; however, these Categories can streamline assigning a group of Locations to Users. Location Reporting Categories are custom Categories that are used for reporting and grouping your Locations. Up to ten Parent Categories can be assigned on [Location Records](/doc/docs/legal-entities-location-record). Some examples of Parent Location Reporting Categories include: - Region - Area - District - Concepts #### **Password Parameters** Have more control over security by setting [Password Parameters](/doc/docs/security-permissions-passwords). These parameters enforce password requirements that Users must follow when creating their passwords. ### User Records Linked to Employee Records Some User Records will be linked to [Employee Records](/doc/docs/employee-record). These User Records are required to provide employees access to view their schedule via the R365 Red App. Learn more about [Employee App Access.](/doc/docs/employee-app-access) This link is connected in one of the following ways: #### **Employee Record is Given 'App Access'** When the 'App Access' checkbox on the [Employee Record](/doc/docs/employee-record) is checked, a User Record with the 'Employee App Access' User Role is automatically created with the employee's information and linked to that Employee Record. #### **User Record is Manually Linked** From the [User Record](/doc/docs/user-record-general-tab), the 'Linked Employee Record' field can be manually updated to link the User Record to an available Employee Record. --- ## Users / Security Pages and Tools Setting up and maintaining Users is primarily done in three areas of R365. These pages contain all User-related and security-related functions. [Users Page](/doc/docs/users-overview-and-security) - This page lists all Users that have been added to the system. Here, most User details can be edited through inline editing, existing User Records can be opened, and new Users can be created [User Record](/doc/docs/user-record-overview) - Each User Record contains the details for a single User. Here, the User's details can be edited, including User Roles, Report Roles, Locations, and Password. [Security & Permissions Page](/doc/docs/security-permissions-overview-security) - This page contains all of the settings for User security. Here, [User Roles](/doc/docs/custom-user-roles) and [Report Roles](/doc/docs/security-permissions-report-roles) can be customized and assigned to Users and [Password Requirements](/doc/docs/security-permissions-passwords) can be configured. ### Additional User Setup Tools In addition to the key pages listed above, these tools can also be used for updating and maintaining Users. - [Mass Role Update Tool](/doc/docs/mass-role-update) - Lists all User Roles, Report Roles, and User Locations. Selecting a User Role, Report Role, or User Location will allow for assigning or unassigning it from selected Users. - [Setup Assistant](/doc/docs/r365-setup-assistant) - Contains the 'Setup' steps for new Users. This tool can be used to import Users in bulk and is frequently used as part of the onboarding process. --- ## Security Permissions 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). > [!WARNING] > The following Permissions are considered 'Security' Permissions, and it is recommended to restrict the number of users granted these critical Permissions. **User Setup Permissions are found in the Permission Tree as follows:** - Administration - Users - View Users > This Permission does not grant access to the Security and Permissions page - Edit Users - Edit My User Employee Link - Create Users - Report Roles - View Report Roles - Create/Edit/Delete Report Roles - User Roles - View User Roles & Permissions - Create/Edit/Delete User Roles & Permissions - System Setup - Use Setup Assistant 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). The R365 Administrator in your organization should have been assigned these Permissions during their initial implementation of R365. If no Users in your organization have these Permissions, please contact [R365 Support](https://help.restaurant365.net/en/support/tickets/new) ### Users & Security Limits By default users with Edit User, Create/Edit/Delete Report Roles, Create/Edit/Delete User Roles & Permissions access are limited to editing within their access level. This includes permissions, locations, and report access - collectively referred to as rights. Users can only add or remove permissions, roles, and locations that they personally have access to. To edit another user, the editing user must share at least one location in common with the user being modified. Users with Edit User permissions can manage user records for users with equal or lesser access. These restrictions help organizations maintain control over user permissions while enabling designated team members to manage personnel without full system access. To edit users beyond their rights (permissions, location access, report roles) users must have the ‘[Can grant access beyond personal level](/doc/docs/grant-access-override#grant-access-override)’ setting enabled on their [User record](/doc/docs/user-record). Learn more about [managing access to Security & Permissions](/doc/docs/manage-access-to-security-and-permissions). --- ## Create New User Creating a new [User](/doc/docs/user-record-overview) can be started from either the 'Users' page or the 'Administration' menu in the top ribbon > Partner Channel Users have a different [User Record](/doc/docs/user-record-overview). ### Users Page Navigate to the [Users page](/doc/docs/users-overview-and-security), then click the '+ Add User' button to open a new blank [User Record](/doc/docs/user-record-overview). ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-6SGC3LHT.png?sv=2026-02-06&spr=https&st=2026-10-27T19%3A46%3A20Z&se=2026-10-27T20%3A46%3A20Z&sr=c&sp=r&sig=8Bd86I1NbMDcqCLOJCs7ArY6iUQQ71tNJt0laEwU5IU%3D) ### Required Fields When creating a new User, the following fields are **required** and must be entered before the User Record can be saved. - Full Name - User Login - Login Password - Default Location - User Email It is not required to assign User Roles or Report Roles at this time, but without a User Role the User will not have access to the system and without a Report Role the User will not be able to run any reports. User Roles are assigned on the [Permissions tab](/doc/docs/user-record-permissions-tab). Report Roles are assigned on the [Reporting tab](/doc/docs/user-record-reporting-tab) Additional Locations can be assigned on the [Locations tab](/doc/docs/user-record-locations-tab). If this User wants emails sent out of R365, fill in the [Email Settings](/doc/docs/email-settings-common-webmail-provider-smtp-settings) tab or utilize the [AP Processing Email](/doc/docs/system-preferences-ap-processing-email) feature. When finished, click 'Save and Close' to create the User. --- ## Edit Existing User Records Existing [User Records](/doc/docs/user-record-overview) can be opened from the [Users](/doc/docs/users-overview-and-security) page. This page also offers inline editing for key User Record fields. In the **Admin** application, under **Users & Security**, select **Users.** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-QHYAWADW.png?sv=2026-02-06&spr=https&st=2026-10-27T19%3A46%3A20Z&se=2026-10-27T20%3A46%3A20Z&sr=c&sp=r&sig=8Bd86I1NbMDcqCLOJCs7ArY6iUQQ71tNJt0laEwU5IU%3D) ### Common User Record Edits [Deactivate a User](/doc/docs/deactivate-or-delete-a-user) - In the event that a team member leaves your organization after that User has recorded activity in R365, you will not be able to delete the User. Instead, they may be flagged as 'Inactive', which can be done on the [Users page](/doc/docs/users-overview-and-security) or the [General Tab of their User Record](/doc/docs/user-record-general-tab). > In addition to marking a User as 'Inactive', it is also advisable to change that User's password to restrict access upon termination [Resetting User Password](/doc/docs/resetting-user-passwords) - Resetting a User's password is done on the [General Tab of their User Record](/doc/docs/user-record-general-tab) --- ## Assign User Roles and Permissions ### User Roles User Roles can be assigned or unassigned via the following pages and tools: - [Users Page](/doc/docs/users-overview-and-security) - This page lists all Users that have been added to the system. Here, the User Roles assigned to each User can be changed via inline editing - [User Record](/doc/docs/user-record-overview) - The User Roles assigned to the User can be assigned or unassigned on the [Permissions tab](/doc/docs/user-record-permissions-tab) - [Security & Permissions Page](/doc/docs/user-record-permissions-tab) - On the [User Roles tab](/doc/docs/security-permissions-user-roles), User Roles can be managed by first selecting the User Role, then assigning or unassigning the desired Users - [Mass Role Update Tool](/doc/docs/mass-role-update) - Lists all User Roles. Selecting a User Role will allow for assigning or unassigning it from selected Users. - [Setup Assistant](/doc/docs/r365-setup-assistant) - Contains a '[User Security Role](/doc/docs/r365-setup-assistant-user-security-roles)' step that can be used to update the User Roles assigned to Users in bulk. ### Permissions Permissions assigned to individual Users can be changed via the following pages and tools: - [User Record](/doc/docs/user-record-overview) - On the [Permissions tab](/doc/docs/user-record-permissions-tab), the specific Permissions assigned to the User can be changed --- ## Assign Report Roles Report Roles can be assigned or unassigned via the following pages and tools: - [Users Page](/doc/docs/users-overview-and-security) - This page lists all Users that have been added to the system. Here, the Report Roles assigned to each User can be changed via inline editing - [User Record](/doc/docs/user-record-overview) - On the [Reporting tab](/doc/docs/user-record-reporting-tab), the Report Roles assigned to the User can be changed - [Security & Permissions Page](/doc/docs/user-record-permissions-tab) - On the [Report Roles tab](/doc/docs/security-permissions-report-roles), Report Roles can be managed by first selecting the Report Role, then assigning or unassigning the desired Users - [Mass Role Update Tool](/doc/docs/mass-role-update) - Lists all Report Roles. Selecting a Report Role will allow for assigning or unassigning it from selected Users. --- ## Assign User Locations Locations can be assigned or unassigned via the following pages and tools: - [Users Page](/doc/docs/users-overview-and-security) - This page lists all Users that have been added to the system. Here, the Locations assigned to each User can be changed via inline editing - [User Record](/doc/docs/user-record-overview) - On the [Locations tab](/doc/docs/user-record-locations-tab), the Locations assigned to the User can be changed - [Mass Role Update Tool](/doc/docs/mass-role-update) - Lists all User Locations. Selecting a User Location will allow for assigning or unassigning it from selected Users. - [Setup Assistant](/doc/docs/r365-setup-assistant) - Contains a 'User Location Access' step that can be used to update the Locations assigned to Users in bulk. --- ### FAQ ****Why can't a new user see anything after I create their User Record?**** A new user can log in right away, but they can't access any part of the system until you assign a User Role. They also can't run reports until you assign a Report Role. Assign User Roles on the [Permissions tab](https://docs.restaurant365.com/docs/user-record-permissions-tab) and Report Roles on the [Reporting tab](https://docs.restaurant365.com/docs/user-record-reporting-tab). ****Why can't I edit another user's permissions, locations, or report roles?**** By default, you can only edit users who share at least one location with you, and you can only add or remove permissions, roles, and locations that you have yourself. If you need to edit beyond your own access, an administrator must turn on the **Can grant access beyond personal level** setting on your User Record. Learn more in [Manage Access to Security & Permissions](https://docs.restaurant365.com/docs/manage-access-to-security-and-permissions). ****Can I delete a user who left the company?**** No, not if the user already recorded activity in R365. Mark the user as Inactive instead, either on the Users page or on the General tab of the User Record. You should also change their password to restrict access. See [Deactivate or Delete a User](https://docs.restaurant365.com/docs/deactivate-or-delete-a-user) and [Resetting User Passwords](https://docs.restaurant365.com/docs/resetting-user-passwords). ****How do I set up multi-factor authentication (MFA) for a user?**** MFA settings are on the Security tab of the [User Record](https://docs.restaurant365.com/docs/user-records-security-tab-mfa). Users with the **Administration → System Setup → MFA Admin** permission can manage MFA settings for other users, but each user adds or deletes their own MFA methods. To require MFA for everyone with a certain access level, turn on the requirement on their User Role. The Security tab is available only with the R365 Professional Package. See [Security & Permissions: Authentication (MFA)](https://docs.restaurant365.com/docs/security-permissions-authentication-mfa). ****How do I give an employee access to the R365 Red App to see their schedule?**** The employee needs a User Record linked to their Employee Record. Check **App Access** on the Employee Record to create a linked User Record with the Employee App Access User Role automatically. You can also link an existing User Record by updating its Linked Employee Record field. See [Employee App Access](https://docs.restaurant365.com/docs/employee-app-access). Restaurant365 ## Related - [User Record Overview](/user-record.md) - [User Permissions: Permission Reference](/user-permissions-permission-reference.md) - [Security & Permissions: Overview & Security](/security-permissions-overview-security.md)