Toast Payroll: Manage Employee Mapping

In this Article:

• Employee Mapping Basics
• How to Use the Mapping Tool
  • Resubmit Time Entries
  • Individual Employee Mapping
• When to Map Employees
  • Resolve Unpaid Employees on Team Page
  • Employee Hired in Toast Web First
  • Duplicate Toast Web Profiles
  • Duplicate Toast Payroll Profiles
  • Timesheets/Tips Not Syncing
  • Rehire an Employee
• Employee Mapping FAQ

Employee Mapping Basics

Mapping is the process of linking an employee's Toast Payroll profile to their Toast Web profile. When employees are correctly mapped, their data will sync, such as time entry information from Toast POS devices showing up on Toast Payroll timesheets.

To avoid most cases of manual mapping, remember to hire employees in the Toast Payroll system and not in Toast Web. When employees are hired in Toast Payroll versus Toast Web, a Toast Web profile will be immediately created and become mapped to synchronize all information.

If you're looking for employee mapping assistance, use Toast Payroll: Get Help With Employee Mapping.

How to Use the Mapping Tool

1. Navigate to Settings > Toast > Employees.
   
   
   
   
2. Use the Location drop-down menu to switch between locations when necessary. 
   
   
   
   
3. Below, you might use the Payroll Employees or the Unmapped POS Employees tab.
   1. On the Payroll Employees tab, you can match Toast Payroll employees profiles to Toast Web employee profiles. This tab lists all Payroll employee profiles and how/if they are mapped to a corresponding Toast Web profile. Unmapped employees are indicated by the red alert icon. It is best practice to ensure all hourly employees are mapped.
      
      
      
      
   2. The Unmapped POS Employees tab allows you to map a Toast Web employee profile to a Payroll employee profile. The unmapped profiles here may be duplicates or could be results of creating a Toast Web profile first. Archived Toast Web profiles are stored at the bottom. Unmapped employees are indicated by the red alert icon.
      
      
      
      
4. If you see an Accept Suggestion button next to an employee's name, the system has identified a suggested match based on partial first name, partial last name, email address, nickname, and/or employee number. Select Accept Suggestion if the match is correct.
   
   
   
   
5. If the recommended suggestion is incorrect, select the edit pencil and select the Map to POS Employee drop-down menu. Select the appropriate profile match. Any changes made on this page will save automatically.
6. If suggestions are not provided, select the box named Map to POS Employee and make your selection from the drop-down menu. Type part of the name here to narrow down your search or use the Last Clock-in date to help identify which profile should be mapped.
   
   
   
   
7. If the individual is not a Toast Web user, you may select Ignore this Employee.
   1. Reasons to ignore a profile in Payroll:
      1. That employee doesn't get paid from that specific location, but still requires Toast Web access (i.e. a corporate persona)
      2. The profile is a generic, non-human profile, such as Bar Drawer AM or a communal cashier login/profile. Ignoring the profile in payroll prevents mapping issues.
   2. Reasons to ignore a profile in POS:
      1. This may be the case for individuals such as bookkeepers or accountants who only need access to your Toast Payroll system.
      2. You are trying to limit POS access to that location, but still need to pay that employee. This could be a salaried or corporate employee.
8. If a Toast Web profile displays (archived) next to the employee's name, follow the instructions in the Unarchive an Employee section of Add and Manage Employees in Toast Web to unarchive it. This may be the case if an employee has been rehired.
9. Any changes made on this page will save automatically. If you made changes, read the next section about resubmitting time entries.

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Resubmit Time Entries

Once the employee is correctly mapped, don't forget to resubmit time entries from Toast Web. Time entries will not sync to Toast Payroll unless they are resubmitted.

1. After logging into Toast Web, navigate to the Reports > Labor > Time entry management.
2. Choose the desired date range and employee using the drop-down menus at the top.
3. Now select each time entry (outside of the editable fields). This will open up a sidebar named Shift details. For each time entry, simply select Save changes. These will sync with the employee's timesheet on Payroll. 

Individual Employee Mapping

Toast Payroll now allows you to see employee mapping on an individual level. On an employee's main profile page, you'll notice a tab on the left labeled POS Mapping. If that tab has a red alert icon next to it, this employee's mapping may be incorrect and needs attention.

1. Select the red alert icon to open a new view with mapping capabilities. In the example below, you'll notice that Tim Benson's payroll profile and payroll job are unmapped. Select the Edit button to open the mapping tool for this employee.
   
   
   
   
2. Open the drop-down menu to see Toast Web profiles. Once you have the correct profile, select the checkmark to confirm this work. You may also decide to Ignore Mapping if this payroll user does not track time entries and/or tips from Toast Web. These changes will be made instantly.
   
   
3. Although payroll users can see when primary Jobs are unmapped (secondary jobs are not visible here), mapping jobs can only be done by Toast Admins. In many cases, mapping the employee's profile will also map their job, but if a job stays unmapped, we have a quick way to let us know to take action. Select the Email Support link.
   
   
   
   
4. A pop-up offers to create a case with Toast Payroll Customer Care regarding this job mapping. You may optionally add any relevant details to the text box. Select Send and a Toast representative will notify you once this is complete.
   
   
    

When to Map Employees

Find a scenario that describes the situation and see details that help repair each case.
 

Resolve Unpaid Employees on Team Page

On the Team page in Toast Payroll, you might come across a banner stating employees are not set up to be paid through Payroll:
 

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Selecting Learn more will take you to this article, so what should you do? This depends on the employee:

• If the employee needs to be paid, but should already have a payroll profile, select the three dots next to the employee and choose Assign Payroll profile. This will bring you to the mapping page to map them or re-map them if the profile is incorrectly assigned).
• If the employee will never need to be paid, select the three dots next to the employee and choose Ignore in Payroll from the drop-down menu.
• If the employee needs to be paid, but doesn't have an employee profile, select the three dots next to the employee and choose Add employee to Payroll. You will be brought to the new employer onboarding workflow with some of the employee's information already pre-filled.

In addition, consider these points:

• If you use filters on the Team page, filtering by location will only show unpaid employees who are in that specific POS location. If the Terminated or Positions filters are on, no unpaid employees will appear. This is because unpaid employees are active (in Toast Web, not Payroll) and don't have a position since position info only lives in Toast Payroll.
• If you archive a duplicate profile in Toast Web to help resolve the unpaid employee error, you may experience a delay in seeing that profile update on your Team page in Toast Payroll.
• Security roles are honored. Users will only see unpaid employees in each location that HR+ and Manager security roles have access to in Toast Payroll. Toast Web permissions are not considered here.
• Your PEPM cost and reports are unaffected by unpaid employees.

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Employee Hired In Toast Web First

• Details: An employee is hired in Toast Web first and in Payroll second. The Toast Web profile the employee is clocking in/out with is unmapped to the Payroll profile. Instead, the auto-generated Toast Web profile (created during Payroll hiring) is mapped and the end result is employee time entries do not sync to Payroll.
• Solution: Start by archiving the auto-generated Toast Web profile since it does not have time entry and/or tip data. The employee number of this profile we want to archive will be identical to the employee number in the Payroll profile and it most likely does not have a POS access code. Then proceed to the mapping tool and re-map the employee to the original Toast Web profile containing time entry and/or tip data. Look for a profile that has a recent Last Clock-in date.

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Duplicate Toast Web Profiles

• Details: When employees have more than one Toast Web profile, only one will typically contain time entries. Employees with multiple Toast Web profiles may require mapping.
• Solution: Use POS access codes , labor reporting, or the Last Clock-in date to identify which profile should be mapped to the Payroll profile. Archive the extra Toast Web profile(s) and then use the mapping tool to verify the profiles are linked.

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Duplicate Toast Payroll Profiles

• Details: When employees have more than one Toast Payroll profile, their timesheets and tips (among other things) may be spread between the two profiles. They may have duplicate Toast Web profiles as well.
• Solution: Mapping alone may not fix this issue. If labor and wage information for a single employee is contained on two Toast Payroll profiles, contact Customer Care to merge them and ensuring mapping is correct moving forward. Customer Care can help you determine if a wage amendment and/or fees may apply.

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Timesheets/Tips Not Syncing

• Details: During timesheet review or while running payroll, an employee will appear without any hours or without their tips from Toast Tips Manager. Toast Web reporting confirms they have time entries and/or tips that should appear on payroll.
• Solution: The employee's payroll profile may be mapped to the wrong Toast Web profile or may be unmapped completely. Follow the steps above to sync the employee's correct profiles. If necessary, don't forget to resubmit time entries for quick syncing (if you do not use automatic timesheet approval, reopen the timesheet before doing this).
  • If you were running payroll when you noticed this, the payroll will need to be reset before mapping the profiles. This will allow the timesheet/tip information to be synced from Toast Web to Toast Payroll so it will appear on your payroll.

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Rehiring an Employee

• Details: When you rehire an employee, Toast will automatically unarchive the old Toast Web profile and remap the two profiles. No manual mapping is required.
• Solution: Follow the rehire process in the link above.

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Employee Mapping FAQ

What's the difference between the Payroll Employees and Unmapped POS Employees tabs?

The Payroll Employees tab lists all payroll profiles and the Toast Web profile they are mapped to. The Unmapped POS Employees tab lists all Toast Web profiles and the Payroll profile they are mapped to. Dividing profiles by product allows you to see if an employee exists in Toast Web or Payroll, but does not exist in the other system.

What causes an employee to be in Toast Payroll but not Toast Web?

The most common cause happens when an employee has been archived in Toast Web but their profile in Payroll remains active. Use the Unarchive an Employee section of Add and Manage Employees in Toast Web for directions on how to unarchive a Toast Web profile.
 

What causes an employee to be in Toast Web but not Toast Payroll?

We typically see this when an employee is added to Toast Web, but is never new hired in Payroll. Remember, all employees should be new hired in Payroll which automatically and immediately creates their matching profile in Toast Web. This includes adding an employee to a second location; this action still needs to happen in Payroll and more information can be found here.
 

Do I need to map a Toast Payroll employee who is not clocking in/out on the POS?

The employee will still show as unmapped under employee mapping. Instead of mapping them to a Toast Web profile, choose Ignore Employee in step 3 and 4 above.
 

Can I view employees at all locations at once?

In order to provide clarity on which location a specific profile is tied to and because the same employee can be tied to multiple locations, profiles are only by location and a user cannot see all employees at once.
 

What are the Automap Suggestions?

Suggested pairings based on partial first name, partial last name, email address, or employee number. 
 

Why do some employees show (archived) next to their name under the POS Employee column?

This is when an employee profile in Toast Web has been removed or archived. To unarchive a Toast Web profile, see this page.
 

Will an employee's existing punches automatically flow from the POS to Payroll after they are correctly mapped?

No. To push existing time entries from Toast Web to Payroll, you will need to navigate to Reports > Labor > Time entry management in Toast Web and resubmit the time entries.

Visit Toast Payroll: Get Help With Employee Mapping for more employee mapping FAQ.