Get Help With Managing Employee Email Addresses

In this Article:

• Before You Begin
• Quick Fix
• Update an Employee's Email Address
  • Update a Profile Email in Toast Web (Admin or Manager)
  • Update Your Own Email Address
  • Update a Contact Settings Notification Email
  • Update Your Employee's Email in Toast Payroll
• Fix "Email Already in Use" Errors
  • Email Linked to an Archived Profile at Your Restaurant
  • Email Linked to a Profile at a Different Restaurant
  • Duplicate Email Error in Toast Payroll
• Troubleshoot Missing or Undelivered Emails
  • Employee Not Receiving an Invitation or Onboarding Email
  • Not Receiving Notification or Report Emails
• Fix Browser Issues When Editing Email Fields
• Before You Contact Customer Care
• Frequently Asked Questions
• Related Articles

Before You Begin

Applies to: Toast Web, Toast Payroll

Permissions needed:

• 4.9 Employee Info — required to view and edit employee profile information and email addresses in Toast Web

What you'll accomplish: Identify the correct path to update an employee's email address or resolve an email error in Toast, and complete the fix without contacting Customer Care where possible.

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Quick Fix

Use this table to find your situation and jump to the right section.

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Update an Employee's Email Address

There are four distinct paths for updating an email address in Toast, depending on who is making the change and which product is involved. Use the path that matches your situation.

Update a Profile Email in Toast Web (Admin or Manager)

Use this path when: You are an admin or manager and need to update the email address on an employee's profile in Toast Web. You have the 4.9 Employee Info permission.

Important: If the employee already has an active Toast account (indicated by a check mark in the Account Created column of their profile), you will not be able to edit their email address. The employee must update it themselves — see Update Your Own Email Address below.

To update an employee's email address in Toast Web:

1. In Toast Web, navigate to Employees > Employee management > Employees.
2. Search for the employee whose email you want to update.
3. Before proceeding, check the Account Created column in the employee's row.
   1. If there is a check mark in the Account Created column, stop here. You cannot edit this employee's email. Direct the employee to update it themselves — see Update Your Own Email Address below.
   2. If there is no check mark, continue to the next step.
4. Select the employee's last name hyperlink to open their profile.
5. Select the Profile tab.
6. Edit the Email field.
7. Select Save.

Expected outcome: One of two things happens after you save:

• If the new email is not linked to any existing Toast account, the email updates immediately.
• If the new email is already part of an existing Toast account, Toast sends a verification email to the new address. The employee must select the link in the email to confirm the change. This verification link expires after seven days.

If the email address you entered triggers an "already in use" error, see Fix "Email Already in Use" Errors below.

Update Your Own Email Address

Use this path when: You are updating the email address on your own Toast account, or an employee needs to update their own email because their account is already active.

For full steps, see Log in to Toast: Update Your Account.

In summary: log in to Toast Web, select the avatar icon next to your name in the upper-right corner, select Profile, then update the email address in the Login and security section, and select Save.

Update a Contact Settings Notification Email

Use this path when: Toast notifications or reports are going to the wrong email address and you need to update where they are sent. This setting controls notification and alert emails — it is separate from the email address used to log in.

To update a contact settings notification email in Toast Web:

1. Navigate to Notifications & Alerts > Contact Settings.
2. Locate the email address that needs to be updated and replace it with the correct email address.
3. Select Save and publish the changes to finalize the update.

Expected outcome: Future notifications and report emails from Toast are sent to the updated email address.

Note: Regularly review your notification lists to remove outdated email addresses. Former employees left on notification lists will continue to receive Toast emails until removed.

Update Your Employee's Email in Toast Payroll

Use this path when: The employee's email address, before they have completed their new hire steps, was entered incorrectly and needs to be updated.

To update an employee's email before they have logged into Toast Payroll:

1. In Toast Payroll, navigate to the employee's profile.
2. Select the Profile tab, then select User Account.
3. If available, select Update and enter the correct email address.
4. Now that the email address is accurate, you can resend the employee's welcome email so they can begin their onboarding steps.

Expected outcome: The employee's email address is updated in Toast Payroll. Once they log in, their correct email address will sync to Toast Web.

If you see a "This email is taken by another employee at your company" error during a new hire, see Duplicate Email Error in Toast Payroll below.

If your manager cannot update your email address in Toast Payroll, contact Customer Care.

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Fix "Email Already in Use" Errors

The error "This email address is already associated with a team member in your restaurant or another restaurant" appears when you try to save an email address that is already attached to another active or archived employee profile. There are two versions of this problem — one you can fix yourself, and one that requires Customer Care.

Email Linked to an Archived Profile at Your Restaurant

If the email address is already attached to an archived employee profile at your restaurant, you can resolve this yourself.

1. In Toast Web, navigate to Employees > Employee management > Employees.
2. Select the Archived filter to view archived employee profiles.
3. Search for a profile using the email address in question.
4. If you find a match, select the employee's last name hyperlink to open the profile.
5. Update the email address on the archived profile to a placeholder or different address so it is no longer in use.
6. Select Save.
7. Return to the employee whose email you were trying to update and save again with the correct email address.

Expected outcome: The email address is no longer blocked by the archived profile, and the update saves successfully.

If you do not find a match in your archived employees, the email is linked to a profile at a different restaurant — see Email Linked to a Profile at a Different Restaurant below.

Email Linked to a Profile at a Different Restaurant

If the email address is linked to an employee profile at a different Toast restaurant, it should automatically link the two profiles with one common email address. If you encounter an error, this requires Customer Care to take action on the other account.

This situation is common when:

• An employee previously worked at another restaurant that also uses Toast
• The same email address was used to set up profiles at multiple Toast locations

What to do: Contact Customer Care and have the following ready:

• The name of the employee whose email you are trying to update
• The email address you are trying to assign
• Your restaurant name and location
• Any error message you are seeing, including the exact wording

Customer Care will coordinate with the other account to release the email address so it can be assigned to your employee.

Duplicate Email Error in Toast Payroll

If you see "This email is taken by another employee at your company" during the new hire process in Toast Payroll, the email address already exists on another profile in your Toast Payroll database.

For full resolution steps, see Toast Payroll: Duplicate Email Error.

In summary: check whether the employee is a rehire (in which case, use the rehire process instead of creating a new profile), search Toast Payroll for an existing profile using the employee's name, and update the email address on the existing profile if it is unverified.

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Troubleshoot Missing or Undelivered Emails

Employee Not Receiving an Invitation or Onboarding Email

If an employee you invited to create a Toast Web account has not received their invitation or onboarding email, follow the steps in Grant or Remove Toast Web Access for Existing Employees — specifically the "When the Invitation Email Doesn't Arrive" and "Resend an Invitation" sections.

As a quick summary, try these steps in order:

1. Have the employee check the spam or junk folder of their email account.
2. Verify the spelling of the email address you entered in Toast Web. If incorrect, update it on the Profile tab, then resend the invitation.
3. Resend the invitation from Toast Web — invitations expire after seven days. Hover over the Invited or Expired status next to the employee's name and select Resend invitation.
4. If you see a 550-series error, the employee's email provider is rejecting the email. Check with the employee's email provider, then resend.
5. If the email still does not arrive, contact Customer Care — see Before You Contact Customer Care below.

Expected outcome: After resending and verifying the email address, the employee receives the invitation and can activate their account.

Not Receiving Notification or Report Emails

If you are not receiving Toast notification or report emails (such as payroll notifications, labor reports, or chargeback alerts), follow these steps in order:

1. Verify that the correct email address is listed in Notifications & Alerts > Contact Settings in Toast Web. Update it if needed, then save and publish.
2. Check the spam or junk folder of your email account. If you find Toast emails there, mark Toast as a trusted sender or add no-reply@toasttab.com to your contacts to prevent future misclassification.
3. Confirm that your email address has not been blocked within Toast. If your emails appear to be blocked, contact Customer Care to resolve the block.
4. If volume limits are causing the issue, try deleting older Toast emails to open up inbox space.
5. If none of the above steps resolve the issue, your email address may be on Toast's global suppression list — a backend email block that is not visible to you. Contact Customer Care to check and remove the suppression.

Note: Regularly review your notification email lists in Contact Settings to remove outdated addresses. Former employees left on notification lists will continue to receive Toast emails until removed.

Expected outcome: After verifying Contact Settings and clearing any spam filters or blocks, Toast emails deliver to your inbox.

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Fix Browser Issues When Editing Email Fields

If you are having trouble editing an email field in Toast Web — for example, you can select the field but cannot type in it or make changes — the issue is likely caused by your browser's cache or cookies.

To resolve this:

1. Clear your browser's cache and cookies.
2. Restart your browser.
3. If the issue continues, try accessing Toast Web from a different browser.

Expected outcome: After clearing the cache and cookies, you are able to edit the email field normally.

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Before You Contact Customer Care

The following scenarios require account-level action that cannot be completed through self-service. Contact Customer Care if you have worked through the relevant steps above and the issue persists.

Scenarios that require Customer Care:

• The email address is linked to a profile at a different restaurant and needs to be released from that account
• Your email is not arriving after you have verified the address is correct, checked spam, updated Contact Settings, and confirmed there is no 550-series rejection from your email provider — your email may be on Toast's suppression list
• An employee needs to consolidate access from multiple email addresses, but one of the addresses is already linked to another Toast account
• An employee profile is stuck in a state that prevents archiving or reinviting

Have the following ready before contacting Customer Care:

• Employee name and email address (as entered in Toast Web)
• Your restaurant name and location
• The exact error message you are seeing, including the full wording
• The steps you have already tried from this article

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Frequently Asked Questions

How Do I Change an Employee's Email Address in Toast?

Also asked as:

• • "How do I update an employee email?"
  • "How do I edit a team member's email address?"
  • "How do I fix an incorrect employee email?"

To change an employee's email address in Toast, you need to be an admin or manager with the 4.9 Employee Info permission, and the employee must not yet have an active Toast account. If the employee has an active account (check mark in the Account Created column), only the employee can update their own email — see Update Your Own Email Address.

For step-by-step instructions, see Update a Profile Email in Toast Web (Admin or Manager) above.

Why Can't I Edit My Employee's Email — It Won't Let Me?

Also asked as:

• • "Why is the email field grayed out?"
  • "Why can't I change the email for an active account?"
  • "It won't allow me to update the email"

If you cannot edit an employee's email address, the most common reason is that the employee already has an active Toast account. Once an account is active (indicated by a check mark in the Account Created column), only the employee themselves can update the email — admins and managers cannot change it. The employee must log in to Toast Web, select the avatar icon, then Profile, and update the email in the Login and security section.

If the email field itself is not responding in the browser, clear your browser cache and cookies — see Fix Browser Issues When Editing Email Fields above.

What Do I Do When the Error Says "Email Is Already Associated With Another Team Member"?

Also asked as:

• • "Email is already in use"
  • "It says the email is taken by another restaurant"
  • "Email already exists error"

The error "This email address is already associated with a team member in your restaurant or another restaurant" means the email is already linked to another profile in Toast. There are two scenarios:

• • If the profile is at your restaurant: Check your Archived employees. If you find a profile with that email, update the email on the archived profile so it is released, then re-save the employee you were updating. See Email Linked to an Archived Profile at Your Restaurant.
  • If the profile is at a different restaurant: The employee profile should automatically merge with the existing profile at the other restaurant. If you experience an error on this step contact Customer Care — they will coordinate with the other account. See Email Linked to a Profile at a Different Restaurant.

Why Isn't My Employee Receiving Emails From Toast?

Also asked as:

• • "Employee not getting the invite email"
  • "New hire didn't receive onboarding email"
  • "Not getting Toast report emails"
  • "Toast emails going to spam"

The steps to follow depend on which type of email is missing:

• • Invitation or onboarding email not received: Check spam/junk folder, verify the email address is spelled correctly, and resend the invitation. See Employee Not Receiving an Invitation or Onboarding Email.
  • Notification or report emails not received: Verify the email address in Notifications & Alerts > Contact Settings, check spam/junk, and contact Customer Care if the issue persists after those steps. See Not Receiving Notification or Report Emails.

How Do I Change an Employee Email Address in Toast Payroll?

Also asked as:

• • "How do I edit a team member email in Payroll?"
  • "How do I update an email in Toast Payroll?"

If an employee's profile has completed unified login, then they must update their email in Toast Web. It will then automatically update the email in Toast Payroll.

To update an employee email in Toast Payroll, navigate to the employee's profile in Toast Payroll, select Profile > User Account, and select Update to enter the correct email address. For full steps, see Update an Employee Email in Toast Payroll above.

If you see a "This email is taken by another employee at your company" error during a new hire, see Toast Payroll: Duplicate Email Error for resolution steps.

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Related Articles

• Grant or Remove Toast Web Access for Existing Employees
• Log in to Toast: Update Your Account
• Toast Payroll: Duplicate Email Error
• Locate Email Addresses for MyToast App Login
• Toast Payroll: Employees Without Email Addresses

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