Grant or Remove Toast Web Access for Existing Employees

In this Article:

• Grant Toast Web Access  
  • Employee Account Activation
• Remove Toast Web Access
• Additional Resources

Grant Toast Web Access to an Existing Employee

To grant access to Toast Web to a user who already has an employee profile, follow these steps:

1. In Toast Web, navigate Employees > Employee management > Employees.
2. Locate the employee you'd like to grant access to. Hovering over an employee allows you to quickly view their email address. Verify that this is a real email address that the employee has access to.
   1. If the email address is invalid or incorrect, you can make a change by selecting the employee's last name hyperlink and navigating to the Profile tab to update the email.
3. From the Actions column, select the three dots to open the overflow menu, then select Invite to create account. This action needs to be taken to send the invite email.
   1. Note: Once you send this email, the employee will not be able to clock in on the POS until they've accepted the invite, so ensure your employee is aware of the email before you send it. Employees will receive an Invalid error and tell you that their POS access code (aka passcode/PIN) is no longer working and they cannot clock in or log in.
   2. If Invite to create account is grayed out, it might be because Toast does not recognize the employee's email address as valid. Double-check the accuracy of the email address. Another reason the option might be grayed out is if the employee was already invited to create an account, but hasn't accepted their invitation yet. If so, hover over the blue Invited status or the red Expired status on the Employees page and select Resend invitation.
4. Select Confirm to create an account.
5. The employee's status will change to a blue Invited status, and will turn to a green Active status once they accept the invite in their email and create a new password. 

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.

Employee Account Activation for Toast Web

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: 

• Have your employee check the spam folder of their email account.
• Double-check the spelling of the email address that you entered into Toast Web.
• Follow the instructions below to archive the employee, then create their account again.
• We've even seen cases of a 550 error. This indicates the email provider is rejecting the email and returning it to the sender, so check with your email provider and try resending the email.

Remove Employee Access to Toast Web

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.

1. Navigate to Employees > Employee management > Employees.
2. Locate the employee you'd like to grant access to and select the pencil icon to make edits.
3. Select the Jobs and Permissions tab at the top of the page.
4. Scroll down to the Permissions section and from here you can select which permissions you'd like the employee to have access to.
   1. If you'd like this employee to not have access to any Toast Web functions, do not adjust their permissions for anything in the 1 POS Access or 2 Delivery Access sections. They may have select access in sections 3 Manager or 5 Quick Edit Access, but remove anything from sections 4 Restaurant Admin or 6 Web Setup as this will allow them some sort of access to Toast Web.
5. Save your changes. 

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. 

Additional Resources