Import Guest Loyalty Information

While transitioning to Toast, you may have previous customer loyalty information that needs to be transferred. You can move your loyalty customer's data (“Loyalty Customer Data”) and point balances of your existing loyalty program into Toast so your customers can continue to redeem their rewards seamlessly. Follow the steps below to compile the information needed to transfer your old loyalty program into Toast's integrated loyalty module. 

Note: You are responsible for obtaining and maintaining any legally required consents to use Loyalty Customer Data, including in Toast services.  More information below.

In This Article:

• Confirm That You Have Appropriate Consents
• Compile Loyalty Data 
• Best Practices 
• Submit Loyalty Data
• Additional Resources

Confirm That You Have Appropriate Consents

SMS: Toast’s Loyalty program involves sending customers enrolled in Loyalty transactional SMS messages. Laws, rules, and regulations, which may vary depending on your jurisdiction, may apply, and may require you to provide customers with notice that their phone number will be used to send transactional SMS messages. If you are not sure whether you have the right to transfer the Loyalty Customer Data to Toast and/or whether such data can be used to send transactional SMS messages, you should consult an attorney for any advice. 

Credit Card Linking: Guests enrolled in Toast’s Loyalty Program may have their payment card information linked to their Loyalty accounts. You are responsible for ensuring that you have the appropriate consent from the guest to direct Toast to link payment card information for those guests you are adding to your Loyalty account. Rules regarding notice and consent may vary depending on your jurisdiction. Please consult an attorney for advice if you have any concerns about linking your guests’ payment information to their loyalty accounts.

Compile Loyalty Data

To ensure a smooth and accurate data import, you must compile the following information into a spreadsheet format (.xls or .csv files only). Some information is required, while other information is just encouraged. Some data may not be applicable when creating your spreadsheet. You can usually obtain this data by contacting your existing loyalty program provider. Sometimes, the provider may allow you to log in and download a report of the existing data. 

Required: 

• Point balance - this can be the current number of points a customer has accrued already, or you can set these to a specific number (even a zero value). 
• Email and/or phone number - one or both of these are needed to associate a point balance to. Phone numbers should be provided in a 10-digit format with no characters (Example: 6176820225).

Encouraged: 

• Full name
• First name
• Last name 
• Gift card number
• Cash balance - if applicable  
• Address 1 
• Address 2
• City
• State (Abbreviated style only, for example, MA for Massachusetts)
• Zip code
• Birthday (formatted in MM-DD-YYYY)
• Notes - any extra information you may want to be associated with the customer 

Please note that, aside from the above, Toast cannot import other loyalty member fields at this time.

Best Practices

Submit your loyalty program data 1-2 days before your go-live date. This ensures that your loyalty data in Toast is as accurate as possible. For example, if your data were submitted on a Monday, but you weren't going live with Toast until Friday, any loyalty points accumulated or used on Tuesday, Wednesday, and Thursday would not be in your system. 

If you're aware of duplicate customer loyalty accounts in your files, please advise us on how you'd like to consolidate them when you submit them.  

Break out your data in a similar manner to the sheet below: