Find, Change, or Fix Your POS Access Code (Passcode)

Last updated: Jun 26, 2026, 12:56 PM

Learn how to find, change, or fix your POS passcode (access code). 

In this Article:

 

What is a POS access code?

A POS access code is the three-to-eight digit number you enter on a Toast POS device to log in, clock in and out, or complete sensitive actions. It is also called your passcode, PIN, or clock-in number. It is separate from your Toast Web email and password, and separate from your employee number. Keep your POS access code confidential.

 

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How do I find my POS access code (passcode or PIN)?

To find your POS access code, look it up on your own employee profile in Toast Web. You need the 4.9 Employee Info permission to view your code.

 

  1. Log in to Toast Web.
  2. Navigate to Employees > Employee management > Employees.
  3. Search for your name and select your hyperlinked last name.
  4. Select the Profile tab.
  5. Locate your code in the Account info section.

 

Expected outcome: Your current POS access code is displayed in the Account info section of your profile.

 

If you do not have the 4.9 Employee Info permission or cannot see your code, ask your manager or system administrator to look it up. Managers with this permission can view employee's code, and codes are often assigned during account setup, so your manager may already have a record of it. Your code may also be in the onboarding or setup emails sent when your account was created.

 

Note: You cannot view or edit a POS access code on the Toast Now app. Use Toast Web.

 

Also asked as:

  • "Where can I find my passcode?"
  • "How do I find my PIN?"
  • "What is my clock-in PIN?"

 

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How do I find an employee's POS access code?

To find an employee's POS access code, open their profile in Toast Web. You need the 4.9 Employee Info permission, and at minimum the same user permissions as the employee whose code you want to view.

 

  1. Log in to Toast Web.
  2. Navigate to Employees > Employee management > Employees.
  3. Locate the employee and select their hyperlinked last name.
  4. Select the Profile tab.
  5. Locate the code in the Account info section.

 

Expected outcome: The employee's current POS access code is displayed in the Account info section of their profile.

 

For full steps on locating or editing any employee's code, see Find or Edit an Employee's POS Access Code.

 

Also asked as:

  • "Where do I find an employee's POS passcode?"
  • "How do I review my employees' PIN numbers?"

 

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How do I change a POS access code?

To change a POS access code, a manager edits it on the employee's profile in Toast Web — employees cannot change their own POS access code. You need the 4.9 Employee Info permission.

 

  1. Navigate to Employees > Employee management > Employees and select the employee's hyperlinked last name.
  2. Select the Profile tab.
  3. In the POS access code field, overwrite the existing number with a new three-to-eight digit code.
  4. Select Enable POS access code login for this location.
  5. Select Save Changes.

 

Expected outcome: The new POS access code is saved. The employee can use the new code after the POS device syncs. Each code must be unique — no two employees at the same location can share the same code.

 

If the POS access code field is grayed out and you cannot edit it, the employee may have changed their code through MyToast. Contact Toast Customer Care for help with a locked POS access code field.

 

Also asked as:

  • "How do I change my passcode?"
  • "How do I update an employee's PIN?"
  • "How do I reset a clock-in code?"

 

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What do I do if my passcode isn't working?

If your passcode isn't working, the most common cause is that you were recently invited to create a Toast Web account, which temporarily deactivates your POS access code until you finish creating the account. Search your inbox, spam, and junk folders for the invitation email from no-reply@toasttab.com and complete your account setup.

 

If the code still does not work:

 

  1. Confirm the POS device has a network connection.
  2. Clear storage on the device and restart it.
  3. Ask a manager to confirm your code on your profile in Toast Web (Employees > Employee management > Employees, then the Profile tab).
  4. Re-enter the confirmed code on the passcode (PIN) screen.

 

Expected outcome: You can enter your POS access code and reach your assigned POS functions.

 

If you still cannot get past the passcode screen, the cause may be a job permissions issue rather than the code itself. See Get Help With Clocking In and Log in to Toast: Troubleshoot Login.

 

Also asked as:

  • "Why does my passcode say invalid?"
  • "My PIN won't let me clock in."
  • "Why doesn't my access code work anymore?"

 

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Why does another employee's name appear when I enter my passcode?

If another employee's name appears when you enter your passcode, the most common cause is that two employees share the same POS access code, even when their employee numbers are different. Each POS access code must be unique within a location.

 

  1. In Toast Web, navigate to Employees > Employee management > Employees.
  2. Open the profile of the employee who is clocking in and the profile of the employee whose name appears.
  3. Compare the POS access code on each Profile tab. The POS access code is separate from the employee number.
  4. If the codes match, change one to a unique code and select Save Changes.
  5. Resync data on the POS device.

 

Expected outcome: Each employee clocks in under their own name.

 

If both codes are already unique, the cause may be a duplicate employee profile. See Duplicate Employee Profiles in Toast Web for steps to identify and archive a duplicate.

 

Also asked as:

  • "Why is the wrong name showing when I clock in?"
  • "My PIN pulls up a different employee."

 

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I'm a new employee and don't have a passcode yet. What do I do?

If you are a new employee and don't have a passcode yet, your POS access code must be assigned on your employee profile in Toast Web before you can clock in. A manager or administrator can set it.

 

  1. Ask your manager to open your profile in Toast Web at Employees > Employee management > Employees.
  2. On the Profile tab, your manager enters a three-to-eight digit code in the POS access code field.
  3. Your manager selects Enable POS access code login for this location, then selects Save Changes.

 

Expected outcome: Your manager confirms your POS access code, and you can use it to clock in after the POS device syncs.

 

Note: Your last four Social Security number digits are not your POS access code. Use the code assigned on your Toast Web profile.

 

Also asked as:

  • "How do I create a PIN for a new employee?"
  • "My new hire can't clock in."
  • "I don't think I have a passcode."

 

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