Remove the Invited Status on an Employee Profile

How do I cancel or undo the Invited status on an employee in Toast Web?

In this Article:

• Overview Steps
• Process

Remove Invited Status From Employee Profile Overview Steps

Products this applies to: Toast Web, Toast POS, Toast Payroll | Access needed: N/A

1. Confirm whether the employee can accept the Toast Web invitation
2. Update the invited employee’s existing profile with fake account details
3. Archive and recreate the employee profile without inviting them to create an account
4. Verify Toast Payroll employee mapping, if applicable

Remove Invited Status From Employee Profile Process

1. Confirm whether the employee can accept the Toast Web invitation
   1. When an employee is in the Invited status on the Employees page, they have been sent an email to create an account in Toast Web.
   2. In Toast Web, navigate to Employees > Employee management > Employees.
   3. Locate the employee in Invited status.
   4. The easiest method to get rid of the Invited status is for the employee to accept the invitation that was sent to their email address.
      1. If the employee accepts the invitation, their Invited status changes to Active and no follow-up steps are required.
      2. If the employee no longer needs the Toast Web account or they cannot receive an email, go to step 2.
   5. Note: As of April 2026, employees in the Invited status can clock in and use a Toast POS device as usual.
      
      
2. Update the invited employee’s existing profile with fake account details
   1. In Toast Web, navigate to Employees > Employee management > Employees.
   2. Locate the employee's profile and select their last name hyperlink.
   3. Select the Overview tab.
   4. Jot down the POS access code this employee is using.
   5. Update their Email to a fake address.
   6. Update their POS access code to a fake number.
      1. Doing these things lets the employee use the same POS access code they've been using once the remaining steps are complete.
   7. Select Save.
      
      
3. Archive and recreate the employee profile without inviting them to create an account
   1. Navigate back to Employees > Employee management > Employees.
   2. Select the archive icon (the box with a down arrow).
   3. Select + Add New Employee.
   4. Recreate the employee's profile.
   5. Do not toggle Invite to create account to Yes.
   6. Enter the same POS access code you wrote down earlier.
   7. Select Add.
      1. If you do not use Toast Payroll, you are done.
      2. If you use Toast Payroll, go to step 4.
         
         
4. Verify Toast Payroll employee mapping, if applicable
   1. If you use Toast Payroll, it is vital to double-check the profile mapping for this employee to ensure timesheets and tips will sync to Toast Payroll.
   2. Visit Toast Payroll: Manage Employee Mapping for more details.

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