Last updated: Feb 18, 2026, 4:47 PM
| An employee's access to the different areas of Toast Web and the Toast Now app is based on job-related permissions or any overridden permissions. For an overview of all available permissions, see the Permissions Reference Guide. |
To grant access to Toast Web to a user who already has an employee profile, follow these steps:
Note: An invited user account can not be edited by an administrator or owner until the invited user has activated their account. This includes name and phone number changes.
Once the employee , they can use their email address & password to log in to Toast Web, and Toast Now, myToast, or Toast Tables (depending on their permissions and your restaurant's setup).
If you invited an employee by mistake or they do not need a back-end account on Toast, select the Archive button in the Actions column to the right of their name to cancel this invite. The employee will still receive the invite email, but will not be able to accept the invite or create a password. Next, re-add their archived profile to restore their permissions and ability to clock in. To do this, navigate to the Archived tab on this page, locate the employee, and select the Unarchive button. Select Confirm on the pop-up.
This process can also be followed to grant access to non-employees, such as accountants; simply set up a profile and corresponding email address, but be sure to note which permissions you're granting in case you want to prevent them from having POS access.
Note: If an employee is trying to edit their own email address on their My Account page and they see an error saying "This email address is invalid or currently in use with another Toast account.", someone else at the employee's business will have to add them as a new employee with the updated email address on file.
Once you invite an employee to create a Toast Web account, they must open the invitation sent to their email address and follow the instructions to activate their account. Their Toast Web account will not be active, and their passcode/PIN will not work on the POS until they accept their invitation (even if their POS access code worked before they were invited to create an account).
If the employee does not accept the invite within seven days or the invite needs to be resent, you can do so by hovering over the blue Invited icon and selecting Resend invitation from the popup that appears. Select Resend invitation in cases where the employee email address was incorrect when the original email was sent, but it has since been corrected.
If an employee doesn't see their invitation email, try these troubleshooting steps:
To remove access for an existing employee, you must have the 4.10 Employee Jobs & Wages permission and you must have the same permissions or higher as the user to make any changes. If you're having difficulty updating employee permissions, view the for an overview of all available permissions.
Note: An employee's access is based on the assigned job and permissions associated with that job. The Inherit or Overide toggle can be used to bypass job-specific permissions to gain or remove access.