FAQ

Modified on: Tue, May 14, 2019 at 10:21 AM


Each database (sometimes referred to as ‘instance’) and User in R365 is unique.  There are a few reasons why you may not be able to login to R365.  Please review the following list of reasons you cannot login, followed by a list of possible solutions


Login Error Reasons

  1. Check to make sure you are logging into the correct R365 Database URLIf you don’t know your system URL ( https://your_instance_name.restaurant365.com or net ) you can ask a member of your team, or reach out to R365 Support.  Even if you are using a correct User ID and Password, if you are attempting to login to an incorrect Database, you will continually receive errors.
  2. Make sure you are using the correct User ID / PasswordUser IDs and Passwords are case sensitive, so make sure you haven’t capitalized something that should be lowercase or vice-versa.  Most accounting and restaurant Users do not use their email address as their User ID, instead using a different combination, such as the first letter of their first name followed by their last name (i.e., John Smith = jsmith).  Employees are required to use their email address as their User ID.
  3. Check with your R365 Administrator to make sure your account has been setup properlyEach User in R365 must be assigned Security Roles and Location Access.  Similar to the incorrect database scenario described above, if you have the correct User ID, Password and Database, but do not have the proper Security Roles assigned, you wont be able to login to R365.  If you can login, but find that there is no data to view or interact with, this usually means that you do not have any Location Access assigned to your User ID (Please Note: if you are a brand new R365 Customer, your database will not have any data in it upon creation.  This is normal).

Login Error Solutions

  1. Bookmark your R365 Database URLOnce you have identified the correct R365 System URL, save it as a bookmark on your computer/phone/tablet.  We recommend saving only the base of the URL (only the parts before the the first ‘/’, i.e., ‘https://thedean.restaurant365.com’) to make sure that you always navigate to the correct version of the software.  Click the following link to view instructions on how to Create, view and edit bookmarks in Google Chrome.
  2. Reset your PasswordOn the login page of your R365 Database, you can click ‘Forgot your password’ to have a temporary password emailed to the email address assigned to your User ID.  Please Note: if you are entering an incorrect User ID, or your User ID has been setup with an incorrect email address, the password reset email will not be delivered to you.  You will need to work with the R365 Administrator in your organization to 1) get your correct User ID or 2) ensure that your correct email address is setup on your User ID.  Your R365 Administrator can also assist by performing an Administrator Reset of your password if necessary.
  3. Make sure to copy/paste or manually type the temporary password exactly as it appears in the Password Reset email. Sometimes Users accidentally copy extra space or characters on the temporary password, which results in an incorrect password.
    When you login with your temporary password, you’ll be prompted to create a new password. Paste (or type) in the temporary password into the ‘Old Password’ field, then enter your new password and save. You’ll then be successfully logged in to R365.
  4. Work with your R365 Admin to set your Security Roles and Location AccessEach of the scenarios listed in Error Type #3, above, can be resolved by the R365 Administrator in your organization.  They have the ability to Assign Security Roles and Location Access to your User ID.  Please reach out to your Administrator for assistance.

Modified on: Mon, Jul 29, 2019 at 7:22 AM


If you are a new R365 User, it is important to note that your R365 username and password is not your R365 Support Center login. However, it is easy to make your own R365 Support Center account.


Creating a R365 Support Center Login

When visiting our Support Center, click the ‘Sign up’ button on the top right-hand corner of the header.

A new window will open where you will enter in your information, including your Restaurant365 URL and Role. When finished, click ‘Register’ at the bottom of the screen. An email from Freshdesk Support will be sent to the email address you listed when creating your account that includes a link to activate it. When you click that link, a new window will open.

In this window, fill in the information required and click ‘Activate and Log in’.

Finally, you will come to the Freshdesk window that will have you sign in, thus providing you access to R365’s Support site, including creating and tracking your Support Tickets and viewing Support Center Articles.

Modified on: Tue, Jan 23, 2018 at 2:32 PM


If you are unable to use the ‘Email Link’ and other ‘Email’ functions within R365, it is often because your User Email Settings either need to be set up, or have been entered incorrectly. If emailing from R365 worked previously, you may have recently reset your email password.  You will need to update that password on your User Account to restore the email functionality.  Please note: if you have any auto-fill settings activated in your browser, you will need to deactivate auto-filling before updating your Email settings.

Modified on: Tue, Jan 23, 2018 at 3:22 PM


If your employees use your POS system to punch in and out of their shifts, you should be able to import Labor Punches in to R365.  During the POS Integration, you should have set the ‘Import Type’ on the Location record for each POS Integrated Location.  You can update this import type after the integration if it was incorrectly set.  Open the Location record and on the General tab, set the ‘Import Type’ to ‘Sales and Labor’.  This will make the ‘Labor Estimates’ tab appear.  Once you update the settings on this tab, R365 will start creating automatic Labor Accruals.Click here for more information on all POS Integration Settings and the POS Settings on the Location Record. Also check out the POS Integration Section in the R365 Academy

Modified on: Thu, Jan 25, 2018 at 8:27 AM


If you are new to R365 and want your prior year (PY) sales to show up alongside your current sales on the Flash Report, you will need to import your ‘Historical Sales’.  These are different than your ‘Beginning Balances’ that you imported during initial setup.Click the following link for more information on ‘Historical Sales’If you are an established R365 user, but are not seeing historical sales in your flash report, or are seeing historical sales from the wrong days, review your Fiscal Year Setup.  Ensure that your Operational Calendar for both the current and prior year is using the same weekday (M/T/W/Th/F/Sat/Sun) as the first day of the year

Modified on: Thu, Jan 25, 2018 at 11:37 AM


Only Users with the ‘Print Check Signature’ security role can print checks with signature in R365.  If you are unable to print a check with a signature, contact the R365 Admin in your organization to request this access.  You will also want to verify that the signature file has been uploaded to the Bank Account record.Please note: only Users with the ‘Accounting Manager’ role can print checks from the Check Run screen.  Users with the ‘Accounting Clerk’ role can access the Check Run, but cannot use the ‘Create Checks’ function.Additional questions about how user roles may affect check printing may be found on the Printing Checks Training