Assign Employees to Multiple Locations

For restaurant groups using Toast Multilocation Management (MLM), employees can be rapidly assigned to multiple locations. Different permissions are assigned based on roles such as Owner, Admin, or Employee, ensuring appropriate access and responsibilities are maintained throughout the system.

Note: Employees will need to have the 6.5 Restaurant Groups Setup permission in order to be assigned to multiple locations. For more information on permissions, check out the Permissions Reference Guide. 

In this Article:

• Grant Access to Multiple Locations
• Assign Location-Level Permissions
• Switch Between Locations in Toast Web
• Troubleshoot Employee Location Access
• Additional Resources

Grant Access to Multiple Locations 

An employee must have restaurant access in order to use that location's Toast POS devices. To give an employee access to the POS devices for specific locations:
 

1. In Toast Web, navigate to Employees > Employee management > Employees. 
2. Select + Add New Employee.
3. Toggle the top bar to "No" and fill out the employee information that follows:
   1. First name
   2. Last name
   3. Email address
      • Note: Each employee is tied to the system via their email address. Make sure each employee is using a valid email address and double-check all spelling before proceeding. If the email address is invalid, the employee will not be added to the desired location. 
   4. POS access code
4. Navigate to the Jobs drop-down and select the employee's first job.
5. Select Add.
6. If you need to add multiple jobs, navigate back to the Employees page, find their name, select the pencil icon to edit, and repeat steps 4-5.
7. Select Jobs and Permissions at the top of the page.
8. Select the second job for your employee that you set up, and then Save.
9. To add an employee to an additional location, navigate back to the Employees page, then enter the name of the location in the search field at the top.
10. Select + Add New Employee and repeat steps 3-5.
    • Be sure the email entered is the same entered for the first location you added this employee to.
    • Employees may use the same POS access code across multiple locations.

Note: To manage an employee's location access more efficiently, you can also configure their permissions using the Restaurant Access section in their profile under Toast Web. 

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Assign Location-Level Employee Permissions

To customize an individual employee's permissions for multiple locations, you can assign location-level permissions. This can also allow for an employee to log in and access only one location.

1. In Toast Web, navigate to Employees > Employee management > Employees. 
2. Find the name of the employee you wish to assign permissions at multiple locations and select the pencil icon on the right side of their row in the Employees table. 
3. On the Jobs and Permissions tab, scroll to the Permission section, then use the drop-down to select the restaurant groups/location(s) that the user should have access to.
   
   
    
4. Now that the user has access to the restaurant, you can modify specific permissions on the group/location level. Select the location and make any necessary changes to the user's permissions.
5. Save your changes.

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Switch Between Locations in Toast Web

If you need to switch between locations in Toast Web, you can do so by selecting the location name in the top-left corner of the screen. Here, you can select any location that you have access to. 
 

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Troubleshoot Employee Location Access

If an employee is getting kicked back to the clock-in screen at one of the locations they have access to, try toggling their access to that location off and the back on again in Toast Web. Repeat this process for any other locations where the employee is having trouble logging in to the Toast app. Additionally, verify that the correct permissions are added to the employee's profile, ensure their associated email is valid and matches their record, and review missing permissions in Toast Web if necessary.

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Additional Resources for Permissions and Multilocation Management

• Permissions Reference Guide
• Manage User Jobs and Permissions with Multilocation Management
• Local Menu Edit Permissions for Multilocation Management

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