Create Email Lists and Configure Employee Notifications

Last updated: Mar 27, 2026, 1:23 PM

Learn how to set up email notifications for sales summaries, financial information, release notes, and online orders that are sent to your restaurant.

Email notifications can be sent to your administrative and management teams or other employees by configuring your Toast email contact settings. In this article, learn about the types of notifications available and how to set up your email lists. 
 

In this Article:

Types of Email Notifications

The following email notifications can be sent to your email:

Note: Performance emails, whether daily or weekly, will not be sent out when Test Mode is enabled.
 

Release Notes

Product updates, bug fixes, and new features will be consolidated into an email and sent each time there is a major product update. The Toast Monthly Update is a newsletter that highlights what's new and important for your business including community events, product updates, and more. These updates are especially useful for owners, managers, and anyone else who manages your Toast account to get the most out of the platform.

Incoming Orders

Restaurants using online ordering can have users notified, via email, every time an online order is placed. This can act as a type of safeguard to ensure that orders are not overlooked or missed.

Delivery Orders

Restaurants that use Toast for delivery orders can be notified, via email, anytime a delivery order is placed.

Finance Emails

Includes invoices, unlinked refunds, Toast monthly statements (credit card deposits and monthly software fees), as well as any other direct, financially sensitive messages regarding processor outages or follow-ups. This information will be sent to only those who are listed as your restaurant's financial contact. For instructions on how to view or update your restaurant's finance contact, see Optimize Communication Preferences.

Daily Performance Summary: All Locations

This daily summary provides sales-focused performance metrics from the previous business day for all locations in a single email, including:
  • Total orders and sales by Order Type (Takeout, Delivery, and Dine-in options) (broken down by location for Enterprise customers)
  • Total orders, average sales per order, # of guests, average sales per guest, and any events that were logged into the Manager Log (broken down by location for Enterprise customers). 
  • Total discounts as a percentage below your gross sales
  • Labor calculation as a percentage of your net sales, based on employee time entries
  • An overview of discount and labor percentages, according to your gross and net sales
    • Gross sales measure overall sales
    • Net sales reflect the overall sales minus the number of discounts and voids
  • Total number of all gift card sales (deferred sales)


This email is scheduled to be sent at 9 a.m. Eastern time and cannot be rescheduled.
 

Notes for multi-location groups:

  • In order to receive an email for the daily performance summary, all locations' emails must be on the email list for every location and all users must have the 4.1, Sales Reports permission.
  • Emails are sent per restaurant group, and when groups are nested within a larger overarching group, emails are consolidated to the highest level group.
  • Restaurants can appear in multiple email summaries if they belong to multiple restaurant groups. 

Daily Performance Summary: Current Location

Looking to automatically send a sales summary to specific email addresses? This daily summary provides sales-focused performance metrics from the previous business day for a single location. If you have multiple locations, you'll receive a copy for each one.

This allows you to view a snapshot of your previous day's performance, compare it to the same day last week (SDLW), and see the last 4 days' average performance, all without running any additional reports. It includes:

  • Metrics compared to the same day last week (SDLW) and the same day for the previous four weeks on average, including
    • Sales: net sales, gross sales, discounts, deferred sales, voids
    • Guests: # of guests/covers, avg spend per guest, number of orders, avg order amount, # of checks, avg, check amount
    • Hourly labor: hourly labor cost, hourly labor cost as a % of net sales
  • Sales information, broken down by service type, revenue center (top 10), sales category (top 10), order type (Takeout, Delivery, Dine-in), order source (top 10), deferred sales
  • Loss management in the form of voids


Note: This email is scheduled to be sent within five hours of your restaurant's business cutoff day and cannot be rescheduled.

Weekly Performance Summary: Current Location

This weekly summary provides sales-focused performance metrics for your previous week for a single location. If you have multiple locations, you will receive a copy for each one. With a 7-day aggregated forecast for the coming week, you'll be able to view projected revenue for the upcoming week and can more confidently make decisions regarding labor and purchases. It includes:

  • Metrics compared to the same week last year (SWLY) and the last four weeks' average performance, including
    • Sales: daily breakdown, net sales, gross sales, discounts, deferred sales, voids
    • Guests: # of guests/covers, avg spend per guest, # of orders, avg order amount, # of checks, avg check amount
    • Hourly labor: hourly labor cost, hourly labor cost as a % of net sales
  • Sales information, broken down by service type, revenue center (top 10), sales category (top 10), order type (Takeout, Delivery, Dine-in), order source (top 10), deferred sales
  • Loss management in the form of voids


Note: This email is scheduled to be sent within 5 hours of your restaurant's business cutoff day and cannot be rescheduled.


Back to top
 

Create Email Lists and Turning On/Off Notifications

To start sending email notifications to your restaurant staff, first, create an email list:
 

  1. In Toast Web, use the left-hand navigation bar to navigate to Toast account > Notifications & alerts > Contact settings (Manage who receives emails for performance summaries, orders, release notes, and finance updates). 
  2. Select + Create Email List at the bottom of the page to start a new list.
  3. Name your list, and then select Add Users to select from the list of restaurant employees. Make sure the right email address is associated with that user! Select Done when finished.
  4. You can select Add External Email if you'd like you to add a person to the email list who doesn't have an employee account. 
  5. Save your changes.
     

Then, once you have your email list, you can select which Email Type you'd like them to receive:
 

  1. Using the Email List drop-down next to your desired Email Type, select the name of the email list you created. 
  2. Save your changes.


list of email types with contact lists selected to receive the emails


If you ever need to change the email address for any of the notifications (such as incoming online orders, for example), you can come back to this Contact Settings page and either select a different Email List for that Email Type, or update the email list itself.
 

To delete a contact from an email list, select the X next to their name on the appropriate email list, as shown below. 

 
email list showing X button next to contact name


Back to top
 

Required Permissions/Access for Receiving Email(s)

In order for a Toast Web user to receive the nightly email, the user must have ALL three of the following attributes:
 

  • Restaurant Access - The employee must be an active employee listed on the Employees page in Toast Web.
  • Sales Report User Permissions - The employee must have this permission enabled on their user profile.
  • Included in Email List - The employee must be listed in the Email Contact Settings group that receives the nightly email. To manage and/or update your email list for performance summaries, navigate to Toast account > Notifications & alerts > Contact settings. Under Email Lists, you will find your current recipient lists. 
    • To delete a contact from an existing email list, select the X icon next to their name on the appropriate email list.
    • To add a new contact, select Add Users from the appropriate email list. Enter the name of the user, then select Done.

Once updated, you can select the type of email notifications that you'd like them to receive. Using the Email List dropdown next to your chosen Email Type, select the name of the email list. Then, save and publish your changes.

 

Back to top
 

Troubleshoot Email Notifications

If someone is not receiving email notifications, and you've confirmed that they have all the required permissions as described above, follow these additional troubleshooting steps.

  1. Please ensure that the emails are not being filtered to "Spam" or another type of folder outside their primary inbox.

    • Note: A best practice is to add no-reply@toasttab.com, the address that sends the emails, as a contact within the user's email account. This helps ensure it is not presumed to be a solicitation or spam email.

  2. Additionally, we recommend using Google Chrome when accessing Toast Web. If you're experiencing issues when downloading the email summary, please try using Google Chrome and clearing your cookies and cache.

 

Should you need further assistance, please contact Customer Care



Back to top

Additional Resources


Back to top