Log in to Toast: Create an Account

In this Article:

• Account vs. Profile: What's the Difference?
• Before You Begin
• Choose the Right Account for the User
• Invite an Existing Employee to Create a Toast Web Account
• Add a New Employee and Invite Them at the Same Time
• Give an Employee POS Access Without a Toast Web Account
• Add a Toast Payroll Employee (Profile + Toast Payroll Account)
• Invite a Toast Payroll Employee to Also Use Toast Web
• Create an xtraCHEF by Toast Account
• Resend, Edit, or Cancel an Invitation
• Frequently Asked Questions
• Related Articles

Account vs. Profile: What's the Difference?

A profile stores a person's information in Toast — name, contact info, permissions, pay rate, and employment data. An account is the email address and password combination that lets a person log in to a Toast platform.

A user can have a profile without an account. For example, an hourly server can clock in on the POS using only their POS access code — they have an employee profile, but no Toast Web account. A manager who needs to update menu prices needs an account, because that work happens in Toast Web.

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Before You Begin

Applies to: Toast Web, Toast Payroll, Toast POS, MyToast, Toast Now, Toast Tables, xtraCHEF by Toast

Permissions needed:

• 4.9 Employee Info to invite an existing employee to create a Toast Web account or to add a new employee in Toast Web
• Manager or HR+ security role in Toast Payroll to add a new hire in Toast Payroll

What you'll accomplish: Invite a user to create a Toast account so they can log in to the Toast platform(s) they need.

Before sending an invite, review these points:

• The inviter must be able to log in to Toast Web (or Toast Payroll) themselves. If you get a "you don't have permission" message when trying to invite someone, ask the account admin at your business to add the 4.9 Employee Info permission to your account or to send the invite for you.
• Once you invite an employee to create a Toast Web account, their POS access code will not work until they accept the email invitation and set a password. Plan the invite around their next shift.
• Each account requires a unique email address. If the address is already tied to another Toast account (for example, a previous employer who also uses Toast), you'll see "A user with this email already exists" — see the Frequently Asked Questions below.

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Choose the Right Account for the User

Use this table to find the right path for the person you're setting up.

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Invite an Existing Employee to Create a Toast Web Account

Use these steps when the person already has an employee profile in Toast Web (for example, you added them earlier as POS-only, or their profile was created from Toast Payroll).

1. In Toast Web, navigate to Employees > Employee management > Employees.
2. Search for the employee and select their last name hyperlink.
3. Select Invite to create account.
4. Confirm the user's email address and phone number, or make changes if needed. A phone number is optional.
   1. Note: Each profile should contain the individual's own unique email address. If an employee's profile is trying to "reuse" an email address that already exists in the Toast ecosystem, this can cause problems initially and/or down the line, so we encourage unique email addresses, even if one is only created for this purpose.
5. Select Save and invite.
6. Assign the user applicable Toast Web permissions on their profile. For a full list of permissions, see Permissions Reference Guide.

Expected outcome: The employee receives an email invitation from Toast. They select the link in the email, set a password, and from that point can log in to Toast Web, MyToast, Toast Now, and Toast Tables with the same email and password.

Note: If the employee has a POS access code, their POS access code will not work until they accept the invitation and set a password.

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Add a New Employee and Invite Them at the Same Time

Use these steps when the person is brand new and your business does not use Toast Payroll. (If your business uses Toast Payroll, add them in Toast Payroll first — see Add a Toast Payroll Employee.)

1. In Toast Web, navigate to Employees > Employee management > Employees.
2. Select + Add New Employee.
3. Ensure Invite to create account is toggled to Yes.
4. Enter the user's email address and other required account information. If this user will also use the POS, enter a POS access code.
   1. Note: Each profile should contain the individual's own unique email address. If an employee's profile is trying to "reuse" an email address that already exists in the Toast ecosystem, this can cause problems initially and/or down the line, so we encourage unique email addresses, even if one is only created for this purpose.
5. Select Add.

Expected outcome: The employee receives an email invitation. After they accept the invitation and set a password, they can log in to Toast Web and use their POS access code on the POS.

Note: If you see "A user with this email already exists" when entering the email, the address is already tied to another Toast account. See Frequently Asked Questions below.

You can update the employee's email address from their profile before they accept the invitation. You can also resend the invitation email if needed — see Resend, Edit, or Cancel an Invitation.

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Give an Employee POS Access Without a Toast Web Account

Use these steps when an employee will only use the POS (for example, a server or line cook) and does not need to log in to Toast Web. They'll clock in and take orders using a POS access code — no email or password is required.

1. In Toast Web, navigate to Employees > Employee management > Employees.
2. Select + Add New Employee.
3. Ensure Invite to create account is toggled to No.
4. Enter the user's name and required information.
5. Enter a POS access code.
6. Select Add.

Expected outcome: The employee profile is created with a POS access code and no Toast Web account. The employee can clock in and take orders on the POS using their POS access code immediately.

Note: If your business uses Toast Payroll, you assign the POS access code on the Jobs & Pay step of the new hire workflow instead. See Toast Payroll: New Hire Employees (Employer Guide).

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Add a Toast Payroll Employee (Profile + Toast Payroll Account)

In Toast Payroll, creating an employee profile automatically gives the employee an account for Toast Payroll. The employee receives a "welcome" email and sets their own password.

For the full step-by-step workflow — basic info, jobs and pay, benefits, onboarding documents, and review — see Toast Payroll: New Hire Employees (Employer Guide).

Key points specific to account creation:

• The employee's email address is entered on the basic-info step. This is the address the welcome email goes to.
• You can assign a POS access code on the Jobs & Pay step. This gives the employee access to the Toast POS as soon as they're added.
• A matching employee profile is automatically created in Toast Web. The employee does not yet have a Toast Web account — see Invite a Toast Payroll Employee to Also Use Toast Web below.
• The employee must accept the welcome email and set a password before they can log in to Toast Payroll.

Expected outcome: The Toast Payroll profile and account are created. The employee receives a welcome email and completes their own onboarding steps after setting a password.

Note: If you entered the wrong email address and the employee has not yet acted on the welcome email, navigate to their profile in Toast Payroll and select Profile > User Account > Update to correct it. If the employee has already used the welcome email, see Toast Payroll: Resend New Hire Onboarding Email.

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Invite a Toast Payroll Employee to Also Use Toast Web

A Toast Payroll account does not automatically give the employee access to Toast Web. Use these steps when a Toast Payroll employee also needs Toast Web access — for example, a manager who needs to update menus, pull reports, or manage gift cards.

1. In Toast Web, navigate to Employees > Employee management > Employees.
2. Search for the employee (their profile was synced over from Toast Payroll) and select their last name hyperlink.
3. Select Invite to create account.
4. Confirm the email address and select Save and invite.
5. Assign the appropriate Toast Web permissions on their profile.

Expected outcome: The employee receives a separate email invitation for Toast Web. After they accept and set a password, they can log in to Toast Web, MyToast, Toast Now, and Toast Tables using their Toast account credentials.

Note: Inviting a Toast Payroll employee to create an account in Toast Web is optional — most restaurants only do this for employees who manage Toast Web settings or for those who use the MyToast app.

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Create an xtraCHEF by Toast Account

The best practice for granting access to xtraCHEF by Toast is to create a Toast Web account first, then add the user in xtraCHEF using the same email address. When the email addresses match, the accounts are linked and the user signs in to xtraCHEF and Toast Web with the same credentials.

1. Create a Toast Web account for the user first using the steps in Invite an Existing Employee to Create a Toast Web Account or Add a New Employee and Invite Them at the Same Time.
2. In xtraCHEF, navigate to the gear icon and select Users.
3. Select + Add Users.
4. Fill in the required information. On the User Access tab, assign a user role.
5. Make sure the email address matches the user's Toast Web account so the two accounts link.
6. Select + Add.

Expected outcome: The user receives an email invitation. After they accept the invitation, they can sign in to xtraCHEF using the same email and password as their Toast Web account, and switch between xtraCHEF and Toast Web seamlessly.

Note: Each user role in xtraCHEF includes the permissions of the roles below it. To avoid conflicting privileges, only select one User Role.

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Resend, Edit, or Cancel an Invitation

After you send an invitation, the user must accept the email and set a password to activate their account. If the email doesn't arrive, the invitation expires, or the email address has a typo, use the options below.

Resend an Invitation (Toast Web)

If the user has not yet accepted the invitation:

1. In Toast Web, navigate to Employees > Employee management > Employees.
2. Search for the employee and select their last name hyperlink.
3. From their profile, resend the invitation.

If the invitation has expired or the user no longer has access to the original email, see Log in to Toast: Troubleshoot Login.

Resend an Invitation (Toast Payroll)

If the employee has not yet acted on the welcome email, ask them to check their spam or junk folder. If the email address was incorrect or the employee already used the original welcome email, see Toast Payroll: Resend New Hire Onboarding Email for the full resend process from the Toast Payroll Team page.

Edit the Email Address Before the User Accepts

You can change an employee's email address before they accept the invitation:

1. In Toast Web (or Toast Payroll), open the employee's profile.
2. Update the Email field.
   1. Note: Each profile should contain the individual's own unique email address. If an employee's profile is trying to "reuse" an email address, this can cause problems initially and/or down the line, so we encourage unique email addresses, even if one is only created for this purpose.
3. Save changes, then resend the invitation if needed.

Note: Once the user has accepted the invitation and the account is activated, only the user themselves can change the email address on the account. See Log in to Toast: Update Your Account.

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Frequently Asked Questions

I see "A user with this email already exists." What does that mean?

The "A user with this email already exists" error means the email address is already tied to another Toast account — most often from a previous employer who also uses Toast, or from a different location at your business. To resolve this, the employee needs to log in to the existing account and update the email on it, or you can use a different email address for them at your restaurant. For full troubleshooting steps, see Log in to Toast: Troubleshoot Login.

Also asked as:

• • Why does it say the email is already in use?
  • How do I fix the user-with-this-email-already-exists error?
  • The email is already in the system — what now?

The employee didn't receive the invitation email. What do I do?

If the employee didn't receive the invitation email, first ask them to check their spam or junk folder — Toast sends invitation emails from noreply@toasttab.com. If they still don't see it, confirm the email address on their profile is spelled correctly, update it if needed, and resend the invitation. For Toast Payroll resend specifics, see Toast Payroll: Resend New Hire Onboarding Email.

Also asked as:

• • My new hire is not receiving their email invitation.
  • How do I resend the invite to a new employee?
  • The invitation email never showed up.

How do I activate an employee without making them create an account?

To activate an employee without making them create an account, give them a POS access code only and toggle Invite to create account to No when you add them. This lets them clock in and take orders on the POS without an email or password. See Give an Employee POS Access Without a Toast Web Account above.

Also asked as:

• • Can I add an employee without an email?
  • How do I let someone use the POS without a Toast Web login?
  • Do all employees need a Toast account?

Can I cancel or unsend an invitation?

You can cancel or unsend an invitation that hasn't been accepted yet by removing the invitation from the employee's profile. If the user has already accepted the invitation and activated the account, you'll need to manage the account through their profile — see Log in to Toast: Update Your Account for options. If the invite was sent in error and the employee profile shouldn't exist either, archive or terminate the profile per your business's process.

Also asked as:

• • How do I unsend an invitation?
  • Can I remove an invite for a new employee if I sent it by mistake?
  • How do I cancel an invitation that already expired?

How do I give a CPA, accountant, or other non-employee access to Toast Web or Toast Payroll?

To give a non-employee access to Toast Payroll, add them as a Demo Employee with HR+ access — this gives them access without affecting payroll calculations. For full instructions, see Toast Payroll: Give Access to a Non-Employee. To give a non-employee access to Toast Web only, create a profile for them using the standard new-employee steps above and invite them to create an account.

Also asked as:

• • How do I add my accountant to Toast?
  • How can I give my bookkeeper access to payroll?
  • How do I invite my CPA to Toast Web?

Does the employee have to accept the invitation before they can clock in?

The employee has to accept the invitation before they can use their POS access code only if Invite to create account is toggled to Yes on their profile. If the employee was added with Invite to create account toggled to No and given a POS access code only, they can clock in immediately. If you've invited them to create a Toast Web account, their POS access code will not work until they accept the invitation and set a password.

Also asked as:

• • Why can't my new employee clock in?
  • Does an employee need a Toast account to clock in?
  • Why isn't my POS access code working after the invite?

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Related Articles

• Log in to a Toast Product or Device
• Log in to Toast: Update Your Account
• Log in to Toast: Troubleshoot Login
• Toast Payroll: New Hire Employees (Employer Guide)
• Separate Your Shared Toast Web Accounts

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