Last updated: May 11, 2026, 11:04 AM
Applies to: Toast Web
Permissions needed:
What you'll accomplish: Send a back-end account invite to an existing employee so they can log in to Toast Web, or strip an existing employee's Toast Web access by removing back-end permissions.
| Toast Web access (back-end login at toasttab.com) is separate from POS access. Most hourly staff only need a POS access code to clock in and use the POS—they do not need Toast Web access. Grant Toast Web access only to managers, owners, accountants, bookkeepers, or anyone who needs to view reports, edit menus, or change settings. For an overview of all available permissions, see Permissions Reference Guide. |
To send a back-end account invite to a user who already has an employee profile:
Expected outcome: The employee's status changes to Invited. Once they accept the invite from their email and create a password, the status changes to Active, and they can log in to Toast Web at toasttab.com. Depending on their permissions and your restaurant's setup, they can also access Toast Now, the MyToast app, or Toast Tables.
Note: An invited user's profile can be edited by an administrator or owner—including their email and phone number—before the invited user has activated their account.
If you invited an employee by mistake, or they do not need a back-end account on Toast:
To restore the employee's profile (so they can clock in again), a new profile will need to be created.
For a related scenario where you need to remove the Invited status without archiving—for example, when an employee can no longer receive the email—see Remove the Invited Status on an Employee Profile.
This same process is used to grant Toast Web access to a non-employee, such as an accountant or bookkeeper. Set up an employee profile with a corresponding email address, then follow the steps above.
When assigning permissions, only grant the specific permissions the non-employee needs. Be especially careful with admin-level permissions and POS access.
| If you also use Toast Payroll, do not add an accountant or bookkeeper as a regular employee in Toast Web—this can cause invoicing and tax reporting issues. Instead, follow the dedicated process in Toast Payroll: Give Access to a Non-Employee. |
Once you invite an employee to create a Toast Web account, they must open the invitation sent to their email and follow the instructions to activate their account.
Employees with Invited status can clock in and use a Toast POS device with their POS access code as usual. Their Toast Web (back-end) account becomes active only after they accept the invitation and create a password.
Invitations expire after seven days. To resend:
Expected outcome: A new invitation email is sent. The expiration timer resets to seven days from the resend.
Use this same process if the employee's email address was incorrect when the original invitation was sent, and you have since updated it on their Profile tab.
If an employee doesn't see their invitation email, try these steps in order:
If the email still does not arrive after these steps, see Get Help With Managing Employee Email Addresses or proceed to Before You Contact Customer Care.
To strip Toast Web (back-end) access from an existing employee while leaving their POS access intact:
Expected outcome: The employee can no longer access Toast Web functions tied to 4 Restaurant Admin or 6 Web Setup, but their POS access code continues to work for clock-in and POS tasks. The employee should log out and log back in for changes to take effect on the POS.
| An employee's effective access is the combination of permissions inherited from their assigned Job plus any individual overrides. The Override toggle bypasses job-level defaults so you can grant or remove access for one employee without changing their job. For full guidance on permission editing, see Assign User Access Permissions. |
| If you do not see the Override toggle, you do not have all of the permissions you are trying to remove. You must hold every permission you are trying to change, plus 8.2 User Permissions. Have an admin or owner who holds the missing permissions make the change, or grant the missing permissions to your own profile first. See Get Help With User Permissions for Toast POS. |
To remove all Toast access for a departing employee—POS included—archive their profile instead. For steps, see the Archive (Delete) an Employee in Toast Web section of Add and Manage Employees in Toast Web.
Invite to create account is grayed out for one of two reasons. First, Toast may not recognize the employee's email address as valid—double-check the spelling and format on the Profile tab. Second, the employee may have already been invited but has not accepted yet—in that case, hover over the Invited or Expired status and select Resend invitation instead. For a specific format error, see Get Help With Toast Web Error: Invalid Email.
See the Resend an Invitation section above for the full procedure.
Resend their invitation—see the Resend an Invitation section above for the full procedure.
The error "This email address is invalid or currently in use with another Toast account" appears when an employee tries to edit their own email address on their My Account page, and the email is already attached to another Toast profile (often from a previous job at a different Toast restaurant). To fix this, someone else at the employee's business will need to add them as a new employee with the updated email address on file. If the email belongs to the same person at a previous restaurant, see Before You Contact Customer Care—releasing the email from the prior account requires Customer Care.
To give an accountant or bookkeeper access to Toast Web, follow the Grant Toast Web Access to a Non-Employee section above. If you also use Toast Payroll, follow the dedicated process in Toast Payroll: Give Access to a Non-Employee instead—adding non-employees as regular employees in Toast Payroll causes invoicing and tax reporting issues.
If you have worked through the steps above and the issue persists, gather this information before contacting Customer Care. The following scenarios typically require account-level intervention that cannot be resolved by self-service:
Have the following ready: