---
title: "Locations Tab"
slug: "user-record-locations-tab"
description: "Set location access on the Locations tab of a User Record: all locations or specific locations, and how access interacts with assigned user roles."
updated: 2026-09-10T15:54:43Z
published: 2026-09-10T15:54:43Z
canonical: "docs.restaurant365.com/user-record-locations-tab"
---

> ## 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.

# Locations Tab

The locations tab is part of the [User Record](/doc/docs/user-record-overview) and is where user location access is managed. Access can be assigned individually by selecting specific locations, or in bulk by legal entity or location reporting category.

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. For example, if the editing user's own record doesn't have All Locations access, the All Locations option will be unavailable when editing another user's location access.

Learn more about [user editing restrictions and access levels](https://docs.restaurant365.com/docs/manage-access-to-security-and-permissions).

> [!WARNING]
> The User's default Location **cannot** be removed or have its Legal Entity or Location Reporting Entity removed from the 'Locations' grid.

---

## Locations Tab Buttons and Fields

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-OMSGQOUO.png?sv=2026-02-06&spr=https&st=2026-11-01T09%3A36%3A42Z&se=2026-11-01T10%3A36%3A42Z&sr=c&sp=r&sig=E%2FlQTDbwwMg2GFp72yzzR%2Brim%2BVyyQqyKZ4ip8dlhhs%3D)

|  | Button/Field | Description |
| --- | --- | --- |
| **1** | All Locations | Grants the user access to all existing and future locations. |
| **2** | Specific Locations | Grants the user access to the selected locations. When selected, users have the following options: - Add Locations - Locations can be added in one of the following ways from the 'Search Locations' grid: - *Individually* - Click the plus icon at the end of the desired Location's row - *Multiple* - Select the desired Locations, then click the '+ Add Selected' button at the bottom of the grid - *All* - Click the '+ Add All' button at the bottom of the grid - Remove Locations - Locations can be removed in one of the following ways from the 'Applied Locations' grid: - *Individually* - Click the 'X' icon at the end of the desired Location's row - *Multiple* - Select the desired Locations, then click the '- Remove Selected' button at the bottom of the grid - *All* - Click the '- Remove All' button at the bottom of the grid > [!WARNING] > The User's default Location cannot be removed |
| **3** | By Legal Entity | Grants the user access to existing and future locations for the selected legal entity(ies). When selected, users have the following options: - Add Legal Entities - Legal Entities can be added in one of the following ways from the 'Search Legal Entities' grid: - *Individually* - Click the plus icon at the end of the desired Legal Entity's row - *Multiple* - Select the desired Legal Entities, then click the '+ Add Selected' button at the bottom of the grid - *All* - Click the '+ Add All' button at the bottom of the grid - Remove Legal Entities - Legal Entities can be removed in one of the following ways from the 'Applied Legal Entities' grid: - *Individually* - Click the 'X' icon at the end of the desired Legal Entity's row - *Multiple* - Select the desired Legal Entities, then click the '- Remove Selected' button at the bottom of the grid - *All* - Click the '- Remove All' button at the bottom of the grid > [!WARNING] > The User's default Location cannot be removed |
| **4** | By Location Reporting Category | Grants the user access to all of the locations assigned to the child location [Reporting Categories](/doc/docs/location-reporting-categories) chosen from the listed Parent Location Reporting Category fields. > [!NOTE] > As new Locations are added to the selected Child Location Reporting Categories, the User will gain access to those locations as well. |
| **Search Locations** |
| **5** | Search Locations | Displays all locations in R365. |
| **6** | Search | Filters the locations to the entered text. |
| **7** | Location Checkbox | Selects the checkbox for bulk edits. When one or more locations are selected, an option to **Add Selected** will appear in the box. |
| **8** | + Button | Adds the location to the applied locations box and grants the user access to the location. |
| **9** | + Add All | Adds all displayed locations to the the applied locations box and grants the user access to the locations. |
| **Applied Locations** |
| **10** | Applied Locations | Displays the locations that have been added to the user. |
| **11** | Search | Filters the applied locations to the entered text. |
| **12** | Location Checkbox | Selects the checkbox for bulk edits. When one or more locations are selected, an option to **Remove Selected** will appear in the box. |
| **13** | X Button | Removes the location from the applied locations box and removes access to the location. |
| **14** | - Remove All | Removes all locations from the applied locations box and removes user access to all displayed locations. |

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.

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

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