Toast Payroll: Get Help With New Hires

In this Article:

How do I create a new employee in Toast Payroll?
Is there a way to create multiple new employees at once?
When adding a new employee, what information do I need to fill out before my employee can complete their onboarding paperwork?
What if I do not have an email address or a physical address for an employee?
How do I upload documents that I want my employee to sign during onboarding?
Am I able to upload a paper copy of a Form I-9 into Toast Payroll?
How and when does a new hire employee sign company documents?
What does an employee need to do in order for me to pay them?
How do I know which employees are correctly set up for direct deposit?
How are passcodes generated in Toast Web when an employee is hired in Toast Payroll?

How do I create a new employee in Toast Payroll?

Navigate to Team > Onboarding to access the New Hire Dashboard. Select + Add team member to begin. Read Toast Payroll: New Hire Employees (Employer Guide) for a full set of steps.

Is there a way to create multiple new employees at once?

Yes, you will use an import feature during Toast Payroll onboarding to add employees this way. Work with your onboarding consultant to import multiple employees and send those employees this link to fill out their profiles. Employees who don't fill out their profiles will not be able to log in to the system or receive their pay via direct deposit, among other important items.

When adding a new employee, what information do I need to fill out before my employee can complete their onboarding paperwork?

In order to create a new employee, enter the following information:

- First name
- Last name
- Email address (if an employee does not have one, check out the next question below)
- Employment details (employment type, jobs, security role, etc.)
- Pay information (work tax location, overtime eligibility, pay rate, etc.)

You will also need to make sure you have uploaded any additional company documents you would like your employees to sign, such as a company handbook or additional state-specific documents (e.g. the NY labor wage law).

What if I do not have an email address for an employee?

- An email address is needed in order to complete onboarding paperwork and log into Toast Payroll. If an email address is not entered, an employee cannot log in or complete their required steps such as filling out their Form I-9, Form W-4, or payment method. Learn more in Toast Payroll: Employees Without Email Addresses.
- If an employer does not initially have the employee's email address, they can still be hired into Toast Payroll and this email address can be added at a later time. Navigate to the employee's profile and select User Account from the Profile tab. Then follow these instructions to send the employee a link to complete their onboarding paperwork.

How do I upload documents that I want my employees to sign during their onboarding?

The updated new hire workflow now allows you to add a document during an employee's new hire steps. This document will only be seen by the employee currently being hired; visit Toast Payroll: Upload Document for New Hires for instructions on uploading documents that can be delivered to all new hires.

Am I able to upload a paper copy of a Form I-9 into Toast Payroll?

Yes. The employee should first complete all remaining steps of their portion of employee onboarding. Once finished, navigate to Team > Onboarding, select the Edit pencil for this employee, and choose Mark this new hire as complete. This will remove them from the new hire workflow. Then follow the instructions in Toast Payroll: Upload a File to an Employee's Document Library to enter the Form I-9 into Toast Payroll.

How and when does a new hire employee sign company documents?

After signing into Toast Payroll, a new hire will see a checklist item on their dashboard to Sign Company Documents. By selecting that item, the individual will be brought to a page to view and sign the documents.

What does an employee need to do in order for me to pay them?

Check out Toast Payroll: Employee Onboarding (Employee Guide) to learn about the employee tasks that need to be completed upon onboarding into Toast Payroll.

How do I know which employees are correctly set up for direct deposit?

On the Direct Deposit page under Settings > Payroll > Direct Deposit, you can view the employees with incomplete information and send an email notification to alert them about completing their direct deposit setup. The second half of the report lists each employee who is successfully set up.

How are passcodes generated in Toast Web when an employee is hired in Toast Payroll?

When employers initially add a new employee to Toast Payroll, we sync their profile information over to Toast Web. The POS access code (a.k.a. PIN number or passcode) is a part of the Jobs & Pay step of the employer new hire steps. It defaults to match the employee number, but it can be changed on this step before the employer portion is complete. After this, the passcode cannot be edited in Toast Payroll anymore. To change the POS access code after hiring in Toast Payroll, see the Edit an Employee Profile in Toast Web section of this Support Center article.

This content is for informational purposes and is not intended as legal, tax, HR, or any other professional advice. Please contact an attorney or other professional for advice.