--- title: "Reset and Update Passwords" slug: "resetting-user-passwords" description: "Reset or update passwords for R365 users via the Users page. Covers sending temporary passwords for admins and individual users." updated: 2026-10-09T19:53:24Z published: 2026-10-09T19:53:24Z canonical: "docs.restaurant365.com/resetting-user-passwords" --- > ## 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. # Reset and Update Passwords User passwords can be reset by both employees as well as their managers or other R365 administrative users. Employees will need to access R365 via a web browser or mobile app to update their password. Auto LogoutWhen a user's password is reset or the user is marked as inactive, they are immediately logged out of all active sessions. --- ## Security **Other users who have the following permissions will be able to update passwords **for** Employees via the User Record or Setup Assistant:** - Administration - Users - View Users - Edit Users - 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). > Partner Channel Users can have their passwords reset via their [User record or Setup Assistant](https://help.restaurant365.net/en/support/solutions/articles/12000067164-partner-channel-users-multi-instance-login). --- ## Self Reset Employees can reset their password via the web version of R365 or using the R365 mobile app. *Click an option to expand for more information*. #### R365 Web Navigate to the appropriate R365 instance. An employee’s R365 instance is the domain name selected on the app + '.restaurant365.com', or *https://yourdomain.restaurant365.com.* > If unsure of your restaurant's R365 domain name, contact your Manager for assistance. 1. Click the **profile button**, then select **reset password**. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-Z7J1AKCJ.png?sv=2026-02-06&spr=https&st=2026-11-11T05%3A05%3A41Z&se=2026-11-11T06%3A05%3A41Z&sr=c&sp=r&sig=EG%2B3wCP%2FRw53hEMiT4OAoGq0QzQvYfcVL96mSLnGJ%2FI%3D) 2. Enter the **R365 username**. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-WROWXF2W.png?sv=2026-02-06&spr=https&st=2026-11-11T05%3A05%3A41Z&se=2026-11-11T06%3A05%3A41Z&sr=c&sp=r&sig=EG%2B3wCP%2FRw53hEMiT4OAoGq0QzQvYfcVL96mSLnGJ%2FI%3D) 3. Click **send password reset link**. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-WMQX3LW8.png?sv=2026-02-06&spr=https&st=2026-11-11T05%3A05%3A41Z&se=2026-11-11T06%3A05%3A41Z&sr=c&sp=r&sig=EG%2B3wCP%2FRw53hEMiT4OAoGq0QzQvYfcVL96mSLnGJ%2FI%3D) 4. In the email, click **reset password**. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-X3AL23LU.png?sv=2026-02-06&spr=https&st=2026-11-11T05%3A05%3A41Z&se=2026-11-11T06%3A05%3A41Z&sr=c&sp=r&sig=EG%2B3wCP%2FRw53hEMiT4OAoGq0QzQvYfcVL96mSLnGJ%2FI%3D) 5. Enter a new password, then click **save password.** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-QYMFT84Z.png?sv=2026-02-06&spr=https&st=2026-11-11T05%3A05%3A41Z&se=2026-11-11T06%3A05%3A41Z&sr=c&sp=r&sig=EG%2B3wCP%2FRw53hEMiT4OAoGq0QzQvYfcVL96mSLnGJ%2FI%3D) Once the password is saved, the user will be logged in to R365. #### R365 Mobile Passwords can be changed from the Employee User Profile. Learn about [updating user passwords from the mobile app](/doc/docs/r365-app-updating-user-passwords). ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-OKY5G41V.png?sv=2026-02-06&spr=https&st=2026-11-11T05%3A05%3A41Z&se=2026-11-11T06%3A05%3A41Z&sr=c&sp=r&sig=EG%2B3wCP%2FRw53hEMiT4OAoGq0QzQvYfcVL96mSLnGJ%2FI%3D) ### Self Reset From Login Employees can also reset their password from the login screen using the **Forgot Password** button. *Click an option to expand for more information*. ### How to Reset a Password From Login - Video [Embedded content](https://player.vimeo.com/video/1012414318?h=4c99af5701&badge=0&autopause=0&player_id=0&app_id=58479) #### R365 Web Navigate to the appropriate R365 instance. An employee’s R365 instance is the domain name selected on the app + '.restaurant365.com', or *https://yourdomain.restaurant365.com.* > If unsure of your restaurant's R365 domain name, contact your Manager for assistance. From the login screen, click the **Forgot Password?** link. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-RNBLTISE.png?sv=2026-02-06&spr=https&st=2026-11-11T05%3A05%3A41Z&se=2026-11-11T06%3A05%3A41Z&sr=c&sp=r&sig=EG%2B3wCP%2FRw53hEMiT4OAoGq0QzQvYfcVL96mSLnGJ%2FI%3D) This will open a new tab. From this tab, users should enter their **R365 username** used to log in to R365. Once the username is entered, click **Send Password Link**. This will send to the employee’s email on file. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-2GBGICUR.png?sv=2026-02-06&spr=https&st=2026-11-11T05%3A05%3A41Z&se=2026-11-11T06%3A05%3A41Z&sr=c&sp=r&sig=EG%2B3wCP%2FRw53hEMiT4OAoGq0QzQvYfcVL96mSLnGJ%2FI%3D) The user will receive an email from R365 with a custom link to reset their password. This link will only be valid for 30 minutes. To continue with the password reset, click **Reset Password**. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-4C56CG06.png?sv=2026-02-06&spr=https&st=2026-11-11T05%3A05%3A41Z&se=2026-11-11T06%3A05%3A41Z&sr=c&sp=r&sig=EG%2B3wCP%2FRw53hEMiT4OAoGq0QzQvYfcVL96mSLnGJ%2FI%3D) A new window will open that prompts users to create a new password. Enter a **new password**. Then, click **Save Password**. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-G14VFBYS.png?sv=2026-02-06&spr=https&st=2026-11-11T05%3A05%3A41Z&se=2026-11-11T06%3A05%3A41Z&sr=c&sp=r&sig=EG%2B3wCP%2FRw53hEMiT4OAoGq0QzQvYfcVL96mSLnGJ%2FI%3D) Once the password is saved, the user will be logged in to R365. #### R365 Mobile Users can tap Forgot Password to reset their password from the login screen. Learn more about [resetting user passwords via mobile](/doc/docs/r365-app-reset-user-password). ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-G9N5RT29.png?sv=2026-02-06&spr=https&st=2026-11-11T05%3A05%3A41Z&se=2026-11-11T06%3A05%3A41Z&sr=c&sp=r&sig=EG%2B3wCP%2FRw53hEMiT4OAoGq0QzQvYfcVL96mSLnGJ%2FI%3D) --- ## Administrative User Reset Administrative users that have access to the **Setup Assistant** and the User Setup Role have the ability to reset other user's passwords. There are two ways a password can be reset: Setup Assistant, user record, and employee record. *Click an option to expand for more information*. ### Setup Assistant 1. In the **Admin** application, under **System**, click **Setup Assistant**. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-7U2DYHLM.png?sv=2026-02-06&spr=https&st=2026-11-11T05%3A05%3A41Z&se=2026-11-11T06%3A05%3A41Z&sr=c&sp=r&sig=EG%2B3wCP%2FRw53hEMiT4OAoGq0QzQvYfcVL96mSLnGJ%2FI%3D) 2. Expand the **Users & Security** step, then click **Users**. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-J8LCMI4C.png?sv=2026-02-06&spr=https&st=2026-11-11T05%3A05%3A41Z&se=2026-11-11T06%3A05%3A41Z&sr=c&sp=r&sig=EG%2B3wCP%2FRw53hEMiT4OAoGq0QzQvYfcVL96mSLnGJ%2FI%3D) 3. Double click the on the **desired user’s row**. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-ALPOI7UF.png?sv=2026-02-06&spr=https&st=2026-11-11T05%3A05%3A41Z&se=2026-11-11T06%3A05%3A41Z&sr=c&sp=r&sig=EG%2B3wCP%2FRw53hEMiT4OAoGq0QzQvYfcVL96mSLnGJ%2FI%3D) 4. Click **Reset Password** to send the user a link to change their password. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-AUB4UT93.png?sv=2026-02-06&spr=https&st=2026-11-11T05%3A05%3A41Z&se=2026-11-11T06%3A05%3A41Z&sr=c&sp=r&sig=EG%2B3wCP%2FRw53hEMiT4OAoGq0QzQvYfcVL96mSLnGJ%2FI%3D) 5. Enter the **user’s username** then click **Send Password Reset Link**. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-WUNOGUWW.png?sv=2026-02-06&spr=https&st=2026-11-11T05%3A05%3A41Z&se=2026-11-11T06%3A05%3A41Z&sr=c&sp=r&sig=EG%2B3wCP%2FRw53hEMiT4OAoGq0QzQvYfcVL96mSLnGJ%2FI%3D) 6. The user will receive an email with a custom password reset link that will be good for 30 minutes. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-9IONK56R.png?sv=2026-02-06&spr=https&st=2026-11-11T05%3A05%3A41Z&se=2026-11-11T06%3A05%3A41Z&sr=c&sp=r&sig=EG%2B3wCP%2FRw53hEMiT4OAoGq0QzQvYfcVL96mSLnGJ%2FI%3D) 7. The user that received the password reset will then need to create and save their password. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-62NR79HW.png?sv=2026-02-06&spr=https&st=2026-11-11T05%3A05%3A41Z&se=2026-11-11T06%3A05%3A41Z&sr=c&sp=r&sig=EG%2B3wCP%2FRw53hEMiT4OAoGq0QzQvYfcVL96mSLnGJ%2FI%3D) ### User Record 1. In the **Admin** application, under **Users & Security**, click **Users**. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-HJXZRJ0S.png?sv=2026-02-06&spr=https&st=2026-11-11T05%3A05%3A41Z&se=2026-11-11T06%3A05%3A41Z&sr=c&sp=r&sig=EG%2B3wCP%2FRw53hEMiT4OAoGq0QzQvYfcVL96mSLnGJ%2FI%3D) 2. Double click the **desired user row**. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-23FP6SUV.png?sv=2026-02-06&spr=https&st=2026-11-11T05%3A05%3A41Z&se=2026-11-11T06%3A05%3A41Z&sr=c&sp=r&sig=EG%2B3wCP%2FRw53hEMiT4OAoGq0QzQvYfcVL96mSLnGJ%2FI%3D) 3. Click **reset password**. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-DBVWNS6E.png?sv=2026-02-06&spr=https&st=2026-11-11T05%3A05%3A41Z&se=2026-11-11T06%3A05%3A41Z&sr=c&sp=r&sig=EG%2B3wCP%2FRw53hEMiT4OAoGq0QzQvYfcVL96mSLnGJ%2FI%3D) 4. Enter the **user’s username** then click **Send Password Reset Link**. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-0G8CC4VL.png?sv=2026-02-06&spr=https&st=2026-11-11T05%3A05%3A41Z&se=2026-11-11T06%3A05%3A41Z&sr=c&sp=r&sig=EG%2B3wCP%2FRw53hEMiT4OAoGq0QzQvYfcVL96mSLnGJ%2FI%3D) 5. The user will receive an email with a custom password reset link that will be good for 30 minutes. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-9IONK56R.png?sv=2026-02-06&spr=https&st=2026-11-11T05%3A05%3A41Z&se=2026-11-11T06%3A05%3A41Z&sr=c&sp=r&sig=EG%2B3wCP%2FRw53hEMiT4OAoGq0QzQvYfcVL96mSLnGJ%2FI%3D) 6. The user that received the password reset will then need to create and save their password. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-62NR79HW.png?sv=2026-02-06&spr=https&st=2026-11-11T05%3A05%3A41Z&se=2026-11-11T06%3A05%3A41Z&sr=c&sp=r&sig=EG%2B3wCP%2FRw53hEMiT4OAoGq0QzQvYfcVL96mSLnGJ%2FI%3D) ### Employee Record Navigate to the employee’s [employee record](/doc/docs/employee-record). Navigate to employee records with the [R365 global search bar](/doc/docs/r365-search): 1. Enter all or part of the **employee’s** **name** or **email address** in the global search bar. 2. Select the employee from the results list. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-1745007955784.png?sv=2026-02-06&spr=https&st=2026-11-11T05%3A05%3A41Z&se=2026-11-11T06%3A05%3A41Z&sr=c&sp=r&sig=EG%2B3wCP%2FRw53hEMiT4OAoGq0QzQvYfcVL96mSLnGJ%2FI%3D) On the **Basic Info** tab, locate the **Access** section at the bottom of the form. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-PUMESZAI.png?sv=2026-02-06&spr=https&st=2026-11-11T05%3A05%3A41Z&se=2026-11-11T06%3A05%3A41Z&sr=c&sp=r&sig=EG%2B3wCP%2FRw53hEMiT4OAoGq0QzQvYfcVL96mSLnGJ%2FI%3D) From the Access section, click **Reset Password**. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-EZAQDI6D.png?sv=2026-02-06&spr=https&st=2026-11-11T05%3A05%3A41Z&se=2026-11-11T06%3A05%3A41Z&sr=c&sp=r&sig=EG%2B3wCP%2FRw53hEMiT4OAoGq0QzQvYfcVL96mSLnGJ%2FI%3D) A new tab will open where the username associated with the account is entered. Once it is entered, click **Send Password Reset Link**. This will sent the user a link to the email on file for the user. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-H5WKMMXA.png?sv=2026-02-06&spr=https&st=2026-11-11T05%3A05%3A41Z&se=2026-11-11T06%3A05%3A41Z&sr=c&sp=r&sig=EG%2B3wCP%2FRw53hEMiT4OAoGq0QzQvYfcVL96mSLnGJ%2FI%3D) They will receive an email with a custom password reset link that will be good for 30 minutes. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-8191BNK5.png?sv=2026-02-06&spr=https&st=2026-11-11T05%3A05%3A41Z&se=2026-11-11T06%3A05%3A41Z&sr=c&sp=r&sig=EG%2B3wCP%2FRw53hEMiT4OAoGq0QzQvYfcVL96mSLnGJ%2FI%3D) The user that received the password reset will then need to create and save their password. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-KMJ8LKGT.png?sv=2026-02-06&spr=https&st=2026-11-11T05%3A05%3A41Z&se=2026-11-11T06%3A05%3A41Z&sr=c&sp=r&sig=EG%2B3wCP%2FRw53hEMiT4OAoGq0QzQvYfcVL96mSLnGJ%2FI%3D) --- ### FAQ ****How long is a password reset link good for?**** The reset link in the email is valid for 30 minutes. This applies to self reset and to resets that an administrative user sends from the Setup Assistant, user record, or employee record. To get a new link, repeat the reset steps in [Reset and update passwords](https://docs.restaurant365.com/docs/en/reset-and-update-passwords). ****Which permissions let me reset another user's password?**** You need **View Users** and **Edit Users** under Administration > Users, plus **Use Setup Assistant** under Administration > System Setup. Add these permissions to a [custom user role](https://docs.restaurant365.com/docs/en/custom-user-roles) or to an individual user. Then reset the password from the Setup Assistant or the user record. ****What happens to a user's active sessions when their password is reset?**** R365 logs the user out of all active sessions immediately. The same happens when you mark a user as inactive. The user then sets a new password from the reset email. See [Reset and update passwords](https://docs.restaurant365.com/docs/en/reset-and-update-passwords). ****I don't know my restaurant's R365 domain. How do I reach the login screen?**** Your R365 instance is your domain name plus .restaurant365.com, for example https://yourdomain.restaurant365.com. If you're not sure of your domain name, contact your manager. Once you're on the login screen, click **Forgot Password?** to start a reset. See [Reset and update passwords](https://docs.restaurant365.com/docs/en/reset-and-update-passwords). ****Can I reset my password from the mobile app?**** Yes. You can change your password from the Employee User Profile, or tap **Forgot Password** on the login screen. Learn more about [updating user passwords from the mobile app](https://docs.restaurant365.com/docs/en/r365-app-updating-user-passwords) and [resetting user passwords via mobile](https://docs.restaurant365.com/docs/en/r365-app-reset-user-password). Restaurant365 Access rights granted to users or user roles that dictate what actions they can perform within the system. A dedicated R365 system environment containing all data for an organization. A database entry that contains detailed info about an employee, including personal details and employment history. ## Related - [Reset and Update Passwords](/reset-and-update-passwords.md) - [Log In to R365 (Desktop)](/log-in-to-r365.md)