Toast Payroll: Import Employees

Can I upload or import a large group of employees into Toast Payroll all at once?

This import method is typically used when new staff is added during Toast Payroll onboarding, but can be used for alternate reasons as well. 

1. Access the New Hire Import page by logging into Toast Payroll and navigating to Settings > New Hire > Import. Select Download to download a blank template of the new hire import file.
   1. If you do not see Settings on the left side of the screen, select Payroll from the Toast Web navigation rail on the left to make the Toast Payroll navigation rail appear.
      
      
2. Populate the fields with employee information on the blank template.
   • Best practice is to fill out the following columns: A-F, M-R, T, U, V, Y, Z, AA
     
     • Name
     • Employee number: This is a Toast Payroll employee identifier. If you're importing new employees, make sure to use numbers that do not belong to existing employees.
     • **Email address: An email address is required to create an employee profile. Employees without an email address have limited functionality and will require manual correction later on. Before proceeding, confirm that all known employee email addresses have been included in the file.
     • Position
     • **Reports to position 
     • Salary type: Hourly or salary
     • **Job 
     • **Hourly pay rate or salary 
     • **Location: Which location does the employee work at (if there are multiple)
     • Hire date
     • **While these are not required for the import, including these will provide the best experience for you and your employees. A mapped Toast Web profile may not be created when these fields are missing.
   • Column O (Salary Type) should = Hourly or Salary
   • Complete the Level columns (Y, Z, AA) to ensure the new hire profile can map to Toast Web
     • Level 1 = Company, Level 2 = Location, and Level 3 = Job
   • For salaried employees, make sure both P and Q are filled out (Annual Salary & Payroll Salary)
   • For hourly employees, leave P and Q blank, and only fill out R (Hourly Rate)
3. Once the information has been populated, you will need to select the FEIN from the Import page dropdown and indicate whether or not you would like to import employees with or without SSNs. Once the FEIN and SSN option is populated, select Choose File to upload the completed new hire template file.
   
   
   
   
4. Address any errors that display Yes in the Has Errors column and those highlighted in yellow after uploading your new hire template file.
   
   
   
   
5. Select Save once errors have been addressed and corrected. Select the New Restaurant - Standard Template and select Save.
   
   
   
   
6. To add additional jobs for imported employees, navigate to their profile by using the Search employees bar or the Team page. Select the +Add job button and follow the steps in Toast Payroll: Assign Employees to Multiple Jobs or Locations.
   
   
   
   
7. Once each employee's Toast Payroll profile is in place, employers will invite employees to create a Toast account and also update or verify the imported information. Invites can be sent individually from the Toast Payroll Team page by selecting the envelope icon to the right of an employee.
   1. When you select Team in Toast Payroll, you should see a URL that begins with payroll.toasttab.com. Visit Navigate Toast Payroll Within Toast Web to learn how the new Toast Payroll navigation works. 
   2. If you just imported a large group of staff, you can send this "invite" email to everyone:
      1. Select Filters. Whether or not other filters are set, make sure to increase the Employees per page value so that all employees are on page 1. This is important because selecting the checkbox indicated by the arrow below will only select all employees visible on this page (not the employees on page 2 or further, even if they're eligible under the other filters).
      2. Save the selected filters and select Invite. 
   3. Once an employee receives this email and proceeds to set their password, we strongly recommend that each employee logs into Toast Payroll and reviews their profile information, including adding their social security number, filling out a Form W-4, and entering direct deposit information. With a Toast email and password, employees can now download and access the MyToast app as well. Toast Payroll: Imported New Hire Guide can walk these individuals through all the steps they should follow.