Get Started With Toast Account & Login Management

In this Article:

• Set Up Toast Web Accounts
  
  • Shared Account Considerations
• Log in to Toast
• Manage User Accounts & Security

Set Up Toast Web Accounts

For the greatest level of security and customization, each person who logs in to Toast Web should have their own account credentials. 

When individual accounts are set up for each person, you’ll have:

• Flexible permissions – Only necessary individuals get access to sensitive actions.
• Clear accountability – Actions can be traced back to specific users.
• Improved security – If one account is compromised, it doesn’t put everyone at risk.
• Easier, more secure access – Everyone has their own login and security method.

Here are the steps you need to take to get started with account creation:

1. Create jobs in Toast Web (e.g. server, bartender, manager, etc.) and assign the desired permissions for each job.
   1. Related resources:
   2. Create and Edit Jobs (Roles) for Toast POS
   3. Permissions Reference Guide
2. Create employee profiles for each user. Note: If your business uses Toast Payroll, you’ll add employees to Toast Payroll first, and then invite users to create an account. See below for more information.
   
   1. Assign each employee the appropriate job(s), which will give them the permissions associated with the job(s) you created. You can override permissions for an individual user if necessary.
   2. Give the users a POS access code if necessary.
   3. Invite the users to create a Toast Web account if necessary (requires an email address).
   4. Assign the employee to multiple locations if necessary.
      1. Related resources:
      2. Log in to Toast: Create an Account
      3. Assign User Access Permissions
      4. Assign Employees to Multiple Locations
      5. Get Help With User Permissions for Toast POS
3. Each user who was invited to create an account will get an email invitation. They will need to select the link in that email to activate their account and select their password. Note: Once a user is invited to create an account, their POS access code will not work until they select the link in their email to accept the invitation. 

If your business uses Toast Payroll, you’ll add new hires in Toast Payroll (instead of Toast Web) and assign the employee's primary job. Then, the employee profile information will be automatically synced to Toast Web. For any of your employees who will also need to access Toast Web, you can then invite them to create an account. See these related resources for Toast Payroll users:

• Toast Payroll: New Hire Employees (Employer Guide)
• Then, see the Create a Toast Web Account section of this article, Log in to Toast: Create an Account, for instructions on inviting a Payroll employee to access Toast Web. 

Back to top

Shared Account Considerations

Each account requires a unique email address. For this reason, some businesses prefer to have a shared Toast Web account with basic access that multiple people will use to log in. If you choose to set up a shared account, it is highly recommended that you limit the permissions assigned to that account. 

Accounts with sensitive financial permissions (8.1 Financial Accounts and 8.7 Instant Deposits) will be required to enable multi-factor authentication (MFA), which requires an additional code to be sent to an individual’s device via SMS or an authenticator app.

MFA can make it challenging to share a login because the authentication code will be set up to send to just one person’s phone. For that reason, you should consider creating individual accounts or limiting the permissions of any shared account.

If you’ve already been using a shared account and you want to update your setup, follow the instructions in this Support Center article: Separate Your Shared Toast Web Accounts.

Back to top

Log in to Toast

Once a user has activated their account, they can use their email address and password to log into Toast Web. When logging in to Toast Web on a device that supports biometric login, you might see an option to Log in Faster on This Device using your device’s fingerprint or face recognition instead of entering your password. You can select Remind me later or Not on this device to continue logging in with your password instead. To learn more, see Log in to Toast Web With Biometrics.

For instructions on how to log in to any Toast platform, see this Support Center article: Log in to a Toast Product or Device.

If you receive an error message or you're not able to log in to a Toast product or platform, check out this guide for assistance with different issues: Log in to Toast: Troubleshoot Login. 

Back to top

Manage User Accounts & Security

It’s best practice to periodically review employee access and permissions to make sure that only authorized users have access to your business’ back-end functions. To make changes to an employee’s account, archive an employee, or edit their permissions, check out these related resources:

• Log in to Toast: Update Your Account
• Add and Manage Employees in Toast Web
• Terminate or Archive an Employee in Toast Web or Toast Payroll

There are several security features built into Toast Web that are designed to protect your business information from bad actors:

• Multi-factor authentication (MFA, sometimes referred to as two-factor authentication or 2FA): Adds an extra layer of security by requiring additional verification beyond your email/password when you log in to Toast. MFA is required for accounts with access to sensitive financial permissions (8.1 Financial Accounts or 8.7 Instant Deposits). 
  
  • To check your MFA status:
    
    • Select your name in the top right corner of any page in Toast Web, and then select My account.
    • In the Security section, review the Multi-factor authentication setting. If MFA is enabled, you’ll see the option to reset your MFA method here. If you don’t have the 8.1 or 8.7 permission, you’ll also be able to toggle MFA Off.
  • Learn more: Set Up Multi-Factor Authentication.
• Verified phone number: When accessing pages in Toast Web with sensitive information, you may be prompted to enter a one-time password sent via SMS to your verified phone number. 
  
  • To check your verified phone number:
    
    • Select your name in the top right corner of any page in Toast Web, and then select My account.
    • If you have a verified phone number, you'll see it listed in the Personal information section. You can select Change phone number to make an update.
  • Learn more: Set Up One-Time Password Verification.
• ID verification: In certain circumstances, Toast requires customers to verify their identity using an ID verification process before accessing sensitive information in Toast Web. 
  
  • To check your ID verification status:
    
    • Select your name in the top right corner of any page in Toast Web, and then select My account.
    • In the Personal information section, you’ll see a badge displaying your ID verification status (Identity verified, Identity verification under review, or Identity verification failed). 
  • Learn more: Verify Your Identity in Toast Web.

To learn more about how to keep your account secure, see this Support Center article: Protect Your Toast Account From Scammers.

Back to top