This article reviews the recommended User Roles and User Record maintenance for Operations Users.
Article Topics:
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:
- Create/Edit Commissary Orders
- Create/Edit/Complete/Delete AP Invoices and Credit Memos
- Complete/Delete DSS
- Access DSS JE
- Upload/Edit/Delete Docs to Process
- Create/Edit Inventory Counts and Inventory Templates
- Create/Edit/Complete/Reject Item Transfers and Item Transfer Templates
- Create/Edit/Delete Prep Logs, Memorized Prep Logs, and Prep Stations
- Create/Edit/Delete Purchase Orders and Purchase Order Templates
- Note: This User Role does not include the Permission to 'Send Purchase Orders'
- Create/Edit/Complete Waste Logs and Waste Log Templates
- Create/Edit/Delete Announcements, Blackout Days, Departments, Events, Jobs, and Job Responsibilities
- Create/Edit/Merge Employee Records
- View Pay Rates
- Grant Employees App Access
- Map POS Employees
- Create/Edit/Delete Log Entries
- Add/Edit/Delete Shifts on Schedules
- Note: This User Role does not include the Permission to 'Publish/Unpublish Schedules'
- Note: This User Role does not include the Permission to 'Publish/Unpublish Schedules'
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:
- Complete DSS
- Upload Docs to Process
- Create/Edit Inventory Counts
- Create/Edit/Complete/Reject Item Transfers
- Create/Edit Prep Logs
- Create/Edit Purchase Orders
- Create/Edit/Complete Waste Logs
- Create/Edit Log Entries
- View Schedules
- Note: This User Role does not include the Permissions to Add/Edit/Delete Shifts or Publish/Unpublish Schedules.
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:
- Unlock AP Invoices and Credit Memos
- Add Tags/Edit Attachments/Unlock 'Locked' DSS
- View Docs w/Unassigned Location in Docs to Process
- Verify Item Setup
- Update Recipe Costs
- Unlock Inventory Counts
- Unlock Item Transfers
- View Distributions and Detail Amounts for Item Transfers and Waste Logs
- Edit Menu Items
- Send/Submit Purchase Orders
- Create Recipes
- Create Vendor Items
- Unlock/Void/Unvoid Waste Logs
- Edit GL Account on Jobs
- Edit/Publish Forecasts
- Edit Labor Matrix
- View Labor Dashboard
- Publish/Unpublish Schedules
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:
- Create/Edit/Delete Purchased Items
- Create/Edit/Delete Vendor Items
- Create/Edit/Delete Recipes
- Create/Edit/Delete Units of Measure
- Create/Edit/Merge Employees
- Create/Edit/Delete Labor Rules
- View/Edit Labor Matrix
- View Labor Dashboard
- Publish/Unpublish Schedules
- View/Edit/Publish Forecasts
- Approve/Unapprove Inventory Counts, Item Transfers, Waste Logs, and Prep Logs
- View/Create/Edit User Records
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:
- User Setup and Security
- User Permissions: Permission Reference
- Default R365 User Role Descriptions
- Security & Permission Page
- Custom User Roles
- User Record
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.
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.
Report Roles
While restaurant managers can gain access to a range of reports, the following are recommended:
- Actual vs Theoretical Analysis
- Contract Violations
- Flash Report
- Item Cost Analysis by Location
- Item Cost Percent Breakout
- Item Price Change Analysis
- Item Price Verification
- Labor Actual vs Scheduled – Detail
- Menu Item Analysis
- Menu Price Analysis
- Minimum Wage Adjustment
- Overtime Warning
- Product Mix Year Over Year
- Receiving by Purchased Item
- Sales and Labor Breakout
- Weekly Review – Location
Learn how to assign Report Roles here.