Remove the Invited Status on an Employee Profile

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

When an employee is in the Invited status on the Employees page (Employees > Employee management > Employees), they have been sent an email to create an account in Toast Web. 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. This will change their Invited status to Active and will not require any follow-up steps. Note: As of April 2026, employees in the Invited status can clock in and use a Toast POS device as usual.

If an employee no longer needs the Toast Web account or they cannot receive an email for some reason, the Invited status can be removed:

1. Navigate to Employees > Employee management > Employees.
2. Locate the employee's profile and select their last name hyperlink.
3. Select the Profile tab.
4. First, jot down the POS access code this employee is using. Then update their Email to a fake address and update their POS access code to a fake number. Doing these things will let the employee use the same POS access code they've been using (once the remaining steps are complete).
5. Select Save.
6. Navigate back to Employees > Employee management > Employees and select the archive icon (the box with a down arrow).
7. Select + Add New Employee and recreate the employee's profile. Do not toggle Invite to create account to Yes. Enter the same POS access code you wrote down earlier.
8. Once you've selected Add, you're all set. However, 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. Visit Toast Payroll: Manage Employee Mapping for more details.