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Setting up users and managing security is found in a few windows under the Administration section.  Only users assigned the R365 User Setup role will be able to see these items.  In order to receive this role contact support@restaurant365.net.  Listed below are the different elements:

Create New User 

  1. Select Administration – New User (in top ribbon) to open user form
  2. Fill in the form with user full name, user login you want them to use, password (they can change this once logged in), default location, and the user’s email
    • If this user will send email out of Restaurant365, fill in the 4 fields: Email Password, Email Outgoing Mail Server, Email Port, and Email SSL with your company’s email information
  3. Assign the user the proper user role(s) and user location(s) (see below for descriptions and how to do so)
  4. Hit Save and Close

**New Users will not be able to login correctly until they have been assigned a Primary User Role and User Location(s)

Edit Existing User (including changing password or deactivating)

  1. Access the User List under Accounting – Administration – Users (in left hand navigation pane)
  2. Double click the row of the user you want to edit to open the user form
  3. Change desired fields and hit save
    • To change user password, the password box will show up blank so type in the temporary password you want for that user
    • To deactivate a user, click the Inactive check box

Assign User Locations (which locations user has access to)

There are 2 methods for assigning locations to users, mass assignment and individual assignment.  Mass assignment is done on the User Location screen where you can access all users in one screen.  Individual assignment is done from the User form where you can manage locations for that specific user.

User Location form

  1. Select Administration – User Location (in top ribbon) to open user location form
  2. In the list of users, select the user you want to set locations for
  3. If this user should have access to All Locations (currently in the system as well as any locations added in the future) then check the box for All Locations
  4. If this user should only have access to specific locations then choose the location in the Select Location dropdown beneath the user list and click Add To User
    • Repeat this for each location the user should have access to
  5. When finished, click Save

User form

  1. Open the user form by clicking on a row in the user list (Accounting – Administration – Users in the left hand navigation pane)
  2. Select the Locations tab
  3. Use the dropdown that says “Select Location” just above the grid to choose a location and click Add and this location will be inserted for this user
    • Repeat this for each location the user should have access to
  4. When finished, click Save

To remove a location click the delete button on that row in the grid

Assign User Security Roles

There are 2 methods for assigning roles to users, mass assignment and individual assignment.  Mass assignment is done on the User Role screen where you can access all users in one screen.  Individual assignment is done from the User form where you can manage roles for that specific user.
User Role form
  1. Select Administration – User Role (in top ribbon) to open user role form
  2. In the list of users, select the user you want to set roles for
  3. Choose the role in the Select Role dropdown beneath the user list and click Add
    • Repeat this for each role the user should have
  4. When finished, click Save

User form

  1. Open the user form by clicking on a row in the user list (Accounting – Administration – Users in the left hand navigation pane)
  2. Select the User Roles tab
  3. Use the dropdown that says “Select Role” just above the grid to choose a role and click Add and this role will be inserted for this user
    • Repeat this for each role the user should have access to
  4. When finished, click Save

To remove a role click the delete button on that row in the grid

Roles Described

You will generally start by assigning the user a primary role and then you can assign them other primary roles as well as secondary roles.  A primary role is the main role of the user and this generally drives which parts of the system they can access.  Secondary roles provide more specific access to individual features so they don’t give the user rights to login and access sections of the program but instead give the user access to a specific screen or button once they’re in.

For a full description of available user roles, click here

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