Tips Manager and Online Ordering

In this Article:

• Tips Manager and Online Ordering Basics
• Create a Generic Online Ordering Job and Employee
  • Create a Generic Online Ordering Job
  • Create a Generic Online Ordering Employee
  • Assign the Employee to Online Orders
• Online Ordering Pool Setup
  • Default Method
  • Custom Method
• Service Charges for Online Ordering and Delivery
• Third-Party Delivery Services

Tips Manager and Online Ordering Basics

The federal government outlines tip pooling regulations in the Fair Labor Standards Act (FLSA). State and local governments may have their own regulations too. Prior to setting up tip pools and/or shares for your restaurant within Toast Web, you should consult an HR professional and consider federal, state, and local laws when defining your restaurant's tip policy and distribution rules.
 

With Toast Online Ordering, guests have the option to leave a tip when checking out. By setting up a generic online ordering server (a non-human employee), tips and gratuities collected through online ordering sales can be pooled with Toast Tips Manager to distribute back to clocked-in employees.
 

If you have previously configured online ordering in Toast, it's still important to review these steps for best practices in setting up the product.
 

Create a Generic Online Ordering Job and Employee

To successfully pool and/or share tips from online orders using Toast Tips Manager, follow this article all the way through the end of the Assign the Employee to Online Orders section. Then choose to either set up the default or custom online ordering pool.

Create a Generic Online Ordering Job

To create a generic online ordering job, follow these steps:

1. In , navigate to Employees > Employee management > Jobs.
2. Select + Add Job > Create New Job.
3. Enter the following information into the fields on the page:
   1. Job Title: Online Ordering
   2. Job Code: Leave blank
   3. Pay Basis: Hourly
   4. Default Pay: Leave blank
   5. Reporting: Do not include hours and pay under this job in restaurant labor summary reporting
   6. Tipped?: Yes. This employee must enter cash tips at closing. 
   7. Cashier: Yes
   8. Driver: No
   9. Default User Permissions: Check off the following permissions in addition to any others you would like to include: 
      1. 1.2 Quick Order Mode
      2. 1.6 Apply Cash Payments
      3. 1.12 Shift Review Sales Data
      4. 3.12 Shift Review
4. Save this new job.

Now that you have created your generic online ordering job let's create a generic employee for it. If you already have a generic online ordering employee, make sure it has the same online ordering job you just created before you continue.
 

Create a Generic Online Ordering Employee

To create a generic online ordering employee, follow these steps:

1. In , navigate to Employees > Employees management > Employees.
2. Select + Add New Employee.
3. Fill out the following fields:
   1. First name: Online
   2. Last name: Ordering
   3. POS access code: Assign one that isn't being used by another employee
   4. Jobs and pay: Select the Online Ordering job title you just created. You can leave Pay blank.
4. Select + Add new job. You do not need to save and publish when you create an employee.

Now that you have a generic employee assigned to a generic job, it's time to add them to your online ordering settings.
 

Assign the Employee to Online Orders

Once you create both a job and an employee specific to online ordering, then we need to assign the employee to all online orders.

1. In , navigate to Takeout & delivery > Availability > Online Ordering.
2. Scroll down to Server Selection and select the Online Ordering employee you just created. 
   
   
3. Save your changes. They will be automatically published.

Our final step to setting up online ordering tip pooling will be to create the rule that distributes these tips.

Online Ordering Pool Setup

Once you've set up your generic online ordering employee, job, and assignment, the last step is to create an online ordering pool. Navigate to Employees > Payroll management > Tip pooling policy. You have two options at this point:
 

• If you use in-house delivery drivers, self-contracted delivery drivers, or third-party online ordering/delivery (aside from Grubhub, UberEats, and DoorDash which are automatically excluded), use a custom setup.
• If you'd like to split up online ordering tips and gratuities based on dining type (takeout and delivery), use a custom setup.
• If you would like all tip and gratuity sources to be distributed as one, use the default setup.

Default Method

1. To set up the default pool, select + Create online order pool at the top.
   
   
2. After selecting this button, a pop-up explains that this method will separate the default job of Online Ordering and Salaried into separate jobs: Salaried and Online Ordering.
   1. If you have not set up any policies on this page yet, simply select Confirm.
   2. This message is only relevant if you've already set up other tip pools first and you're setting up default online ordering second. If you're following the steps from , this message lets you know Toast is pulling any instances on online ordering contributions away from any other rules you created. This is part of the default method's function.
      
      
3. The contributor's job is locked to Online Ordering so that all tips and gratuities collected from online order will be distributed to whichever recipient you choose.
4. Continue to set up the rest of the card.  can assist you with the remaining options. Once you're finished, select Save.
   
   
   
   
5. If you'd like multiple default online ordering pools, select + Add online ordering pool under the first defaulted pool. 
6. If you decide to start over or use a custom pool instead, select Remove pool from the bottom of the card. The pop-up will indicate that the reverse of step 2 is being done.

Custom Method

1. Ignore/bypass the default pool. Do not select + Create online ordering pool.
2. Create a new pool in the Custom pools section by selecting + Add pool. We suggest naming it Custom Online Ordering Tip Pool.
3. Select the Online Ordering and Salaried job as the contributor. To set up the rest of the card's options, check out the Set Up a Tip Policy section of .
4. Once the card is finished, you may wish to use the Move up and Move down buttons to place this card appropriately. We recommend putting this card at the top of your policy, so all online ordering tips are considered in subsequent rules. See the Order of Operations section of  for more details on the order of your cards.
5. Once you're finished, select Save.