Create and Manage Leads With Toast Catering & Events

In this Article:

• Access Your Catering & Events Leads
  • Lead Notifications
• Manual Lead Entry
• Edit Leads
• Guest-Facing Lead Form (URL Links)
  • Embed Lead URL on Third-Party Website
• Convert a Lead to an Order
• Lead Communication
• Additional Resources

Access Your Catering & Events Leads

Toast’s Catering & Events module includes great lead management tools and the ability to add lead forms to your website. To manage your leads in Toast in Toast Web, navigate to Catering & events > Leads.

Note: Catering & Events will only appear in your navigation bar if you have purchased this product.

Catering & Events Notifications

If you haven’t already done so, ensure you have notifications configured for new leads. To configure new lead notifications, follow the directions below:

1. In Toast Web, navigate to Catering & events > Settings > Notifications.
2. Add the recipients' email who should receive an email when a lead is received. 
3. Save and publish any changes. 

Catering & Events can be collected either through lead forms or manually entered on the leads page.

Catering & Events Manual Lead Entry

To manually enter Catering & Events leads, follow the steps below:

1. In Toast Web, navigate to Catering & events > Leads.
2. Select Create lead. 
3. Select the Catering order type for the lead. 
4. Complete the Customer information and select Save customer. 
5. Complete the Order information fields.
6. Select Create lead to save your changes. 

Note: A lead can be created without an email address. A phone number is required, and an email address needs to be added before a lead can be converted to an order.

Edit Catering & Events Leads

Follow the steps below to edit a lead:

1. In Toast Web, navigate to Catering & events > Leads. 
2. Select the lead you would like to edit. 
3. In the Customer section, select the pencil icon next to the lead's name. 
4. Make any applicable edits, and select Save customer.  

Catering & Events Guest-Facing Lead Form (URL Links)

You can create a customer lead form that can live on your website. These lead forms can then be easily converted to catering orders within Toast Web. Guest-facing lead form links are generated when creating your order type (BEO) templates. You can have multiple lead form links, one for each unique order type.

1. In the Catering & events module, select Settings > Order types
2.  Select the pencil icon next to the order type.
3. Scroll down to the Leads section. Here, you'll find the unique Form URL for that order type. You can then copy this link to use on your website so that guests can request additional information about hosting an event with you. For restaurants using Toast Multilocation Management (MLM), guests using this online lead form will see a drop-down that prompts them to select the restaurant location they are interested in.
4. Once submitted, leads will automatically populate the Leads list.

Embed Catering & Events URL on a Third-Party Website

To embed your Catering & Events URL on a third-party website, follow the steps below.

1. In the Catering & events module, select Settings> Order types
2. Navigate to your Catering order type and select the pencil icon. 
3. Scroll down to Leads > Embed code and use the drop-down arrow to view the Form embed code. 
4. Select the copy icon to copy the code. Follow your third-party website's vendor's directions on embedding the code on your website. 

Convert a Catering & Event Lead to an Order

Once a lead is submitted, leads will automatically populate the Leads list, which can be found on the left-hand navigation on the Catering & events page under Catering orders.

To convert a Catering & Events lead to an order:

1. Select the desired lead from the list and then select Convert to order in the top right-hand corner of the screen.
2. Once you select Convert to order, the lead’s status will be changed from new to converted. 

Catering & Events Lead Communication

You can communicate with Catering & Events leads directly in Toast Web. This feature is only available to Catering & Events Pro customers. 

1. In Toast Web, navigate to Catering & events > Leads and select your lead.
2. Scroll down to Discussion & history and select Reply. 
3. Enter a message, and select Send to send your message to your lead. 
4. Now, you can have a conversation with your guest right inside Toast, where you can also view the important Catering & Events order information.

Note: The discussion replies will come from the email address . This can not be customized at this time. 

Now that you have set up and managed your Catering & Events leads see  to get the most out of the product! 

Catering & Events Additional Resources