This article reviews the recommended User Roles and User Record maintenance for Operations Users. 

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User Roles

When setting up Operations Users, it is recommended to create Custom User Roles based on the most common roles within your organization. These User Roles will ensure that Users with the same duties have the same Permissions. If one or two Users need additional accesses outside of the common User Roles, their Permissions can be adjusted at the User level.


To get started, the default R365 User Roles below are provided as common Permission sets. These roles can be used as is, or they may be cloned as a starting point when creating Custom User Roles.

Restaurant Manager


This User Role is designed for restaurant managers who need most Smart Ops accesses. This User Role contains view access for most Smart Ops pages, as well as access to the following:

Shift Lead

This User Role is designed for restaurant shift leads who only need limited Smart Ops access. This User Role contains view access for most Smart Ops pages within 'Food', 'Team', 'Labor', and 'Manager Log', as well as access to the following:

Above Store Manager


This User Role is designed for Users who manage operations for one or more Locations. This User Role is similar to the 'Restaurant Manager' User Role, with the following additional Permissions:

Operations Admin 


This User Role is designed for Users who will be maintaining the setup within Smart Ops and need access to almost all Smart Ops functions, including, but not limited to, the following:

Creating a Custom User Role based on a default R365 User Role can assist in creating the perfect Permission set. After cloning the default R365 User Role, the Permission Tree for the new Custom User Role can be fine-tuned by adding additional Permissions and removing unneeded Permissions.


When assigning User Roles to Users, the Permission Tree for the individual User can also be fine-tuned on their User Record. If needed, additional Permissions can be added or unneeded Permissions can be removed. 

Learn more about User Roles and User Setup:

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App Access and Creating User Records

Often, Users will need App Access to view their Schedule on the R365 Red App. To give them this access, navigate to their Employee Record via the Employees listing. This can be found by clicking 'Employees' under 'Team' in the Smart Ops left navigation menu.

On the 'General' tab of the Employee Record, click the 'App Access' checkbox, then save the record. Doing so will automatically create a User Record for this Employee and send them a temporary password via text or email, depending on the Preferred Contact Method listed on their Employee Record. 

Open the User Record from the 'Users' listing and navigate to the 'Permissions' tab. The Employee App Access User Role will be listed for this User. Click 'Add Role' to add additional User Roles for the User. 

To provide the User access to certain reports, add the desired Report Roles on the 'Reporting' tab. Learn more about adding Report Roles here

When all updates are made, save the User Record. The User will now have access to both the Schedule and their selected managerial functions.

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Users With Multiple User Records

It is possible for a single User to have multiple User Records if one was manually created and another was automatically created when App Access was granted on their Employee Record. These User Records can be consolidated to ensure that the User has all of the accesses that they need.

To begin, navigate to the Users page and filter for the User's name. All User Records that contain the search term entered will appear.

Scroll horizontally to view the 'Employee Link' column. Identify which User Record is not linked to the User's Employee Record

Deactivate the User Record that does not have an Employee Link by clicking the 'Active' toggle switch.

Add the desired User Roles and Report Roles to the User Record linked to the User's Employee Record. 

Ensure that the User's correct email address is listed on this User Record. Notify the User of the change, as they will be able to access all necessary parts of the system through this one login. 

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Report Roles

While restaurant managers can gain access to a range of reports, the following are recommended:

Learn how to assign Report Roles here.

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