Log in to Toast: Create an Account

In this Article:

• Accounts vs. Profiles
• Create a Toast Web Account
  
  • Give a User POS Access-Only
• Create a Toast Payroll Account
• Create an xtraCHEF by Toast Account

Accounts vs. Profiles

Accounts and profiles are often considered the same thing, but there are a few important differences to consider for Toast. A Toast employee profile is used to share information about a person, such as their contact information, permissions, and employment data.

On the other hand, an account offers you access to a Toast platform (Toast Web, Toast Payroll, etc.), so a user could have an employee profile but not an account. You log in to your account using your credentials, which is usually an email address & password combination.

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Create a Toast Web Account 

Creating a Toast Web account will allow you to use an email address & password to log in to Toast Web, Toast Now, MyToast, or Toast Tables (depending on your permissions and the products that are in use at your business).  

In Toast Web, navigate to Employees > Employee management > Employees.

If the user already has an employee profile:

1. Search for and select their last name hyperlink on the list of employees.
2. Select Invite to create account.
3. Confirm the user’s email address and phone number or make changes if necessary. A phone number is optional. 
4. Select Save and invite.
5. The user will need to check their email and accept the invitation in order to activate their account. Note: If they have POS access, then their POS access code will not work until they accept their Toast Web account invitation.
6. Once their account is activated, you can assign the user applicable Toast Web permissions according to their job profile. Check out available permissions here: Permissions Reference Guide.

If there is no employee profile yet:

1. Select the +Add New Employee button.
2. Ensure Invite to create account is toggled to Yes.
3. Add the user’s email address and other required account information. If you want this user to access the POS, you will also need to input a POS access code.
   
   • An error titled “A user with this email already exists” can occur when entering the email address. If you see this, verify that this employee doesn’t have an existing profile. If they do not, contact Customer Care with this error code.
4. Select Add.
5. The user will need to check their email and accept the invitation in order to activate their account. Note: If they have POS access, then their POS access code will not work until they accept their Toast Web account invitation.

You can update the employee’s email address before they activate their account. You can resend the email invitation if needed.

Once activated, employees can use these account credentials to:

• Log in to the Toast app on the POS or KDS
• Access the Toast Now app (what you have access to will depend on your account permissions)
• Access the MyToast app
• Access the Toast Tables app (if they have the appropriate permissions)

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Give a User POS Access-Only

If an employee needs to be able to use the POS but doesn’t need access to the Toast Web back-end, you can give them a POS access code without inviting them to create a Toast Web account. 

1. Select the +Add New Employee button.
2. Ensure Invite to create account is toggled to No.
3. Add the user’s name and required information.
4. Enter a POS access code.
5. Select Add.

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Create a Toast Payroll Account

In Toast Payroll, creating an employee profile will automatically give you an account for Toast Payroll as well.

• Add the employee as a new hire in Toast Payroll. The last step involves sending an invite to the employee.
• You can assign a POS access code during the new hire process if you wish.
• You can update the employee’s email address before they create their account. You can resend the email invitation if needed.
• The employee has to create their account by accepting the email invitation before they can log into Toast Payroll.
• A mapped employee profile is automatically created in Toast Web.
  
  • You can invite this employee to create a Toast Web account if needed by following the steps here. This is required if the employee needs access to MyToast.

To learn more about the new hire process, see these Support Center articles:

• Toast Payroll: New Hire Employees (Employer Guide)
• Toast Payroll: Employee Onboarding (Employee Guide)
• Toast Payroll: Get Help With New Hires

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Create an xtraCHEF by Toast Account

The best practice for granting access to xtraCHEF by Toast is creating a Toast Web account first (follow these instructions). Then, when you add the user in xtraCHEF using the same email address, the accounts will be linked so the user will use the same password and be able to switch between xtraCHEF and Toast seamlessly.

Once you’ve created the account in Toast Web, follow these steps in xtraCHEF:

1. Navigate to the gear icon > Users.
2. Select +Add Users.
3. Fill in the required information. Don’t forget to assign a user role on the User Access tab and make sure you’ve entered the same email address as the Toast Web account (so that the accounts are linked). Note: Each user role incorporates the permissions of the roles below it. To avoid conflicting privileges, only select one User Role. 
4. Select +Add.
5. The user will need to check their email and accept the invitation in order to activate their xtraCHEF account. 

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