Toast Payroll: Sync Information With Toast Web

In this Article:

• Toast Web and Toast Payroll Sync Overview
• Time Entry Sync
• Tips Sync
• Data Sync Guide
  • Sync From Toast Payroll to Toast Web
  • Sync From Toast Web to Toast Payroll
• Troubleshoot Issues With Syncing
  • Employee Profiles
  • Time Entries
  • Salaried Employees
  • Jobs or Roles
  • New Hires and Sync Delays
  • Employee Mapping
• Additional Resources

Toast Web and Toast Payroll Sync Overview

Toast Web and Toast Payroll are designed to work together to deliver a world-class restaurant management system. They store information in different places for different functions and sometimes things to be changed or updated on a specific side of Toast in order to achieve the desired result. This page will outline scenarios that require mapping and syncing across both systems, where to make a specific update, and the details on the sync itself.

NEW! If an employee is successfully mapped between their Toast Web and Toast Payroll profiles, their time entry, tip, job, position, pay rate, and employee status will sync automatically and immediately between the two systems. If it does not, first confirm their mapping before contacting Customer Care.

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Time Entry Sync

While reviewing timesheets, you might notice some incorrect or missing data. As long as the employee's profiles are mapped between Toast Web and Toast Payroll, the information will instantly sync from Toast Web to Payroll, so you do not have to select the Sync to POS button in Toast Payroll. Check out some scenarios below which may help correct any time entry issues you come across:

• Scenario 1: A timesheet does not appear in Toast Payroll for an employee when we know they have time entries in Toast Web.
  • The active Toast Web and Payroll profiles may need to be mapped and synced together. Mapping can be done in two different ways in Toast Payroll:
    • From the Employee Mapping page in Toast Payroll under Settings > Toast > Employees.
    • Directly from employee profiles.
• Scenario 2: An employee has no time entries from Toast Web, but they do have a timesheet in Toast Payroll.
  • Go to the employee's payroll profile in Toast Payroll and select the > carat icon to the right of their primary job. Select Edit on the next page. Verify the Timesheet Tied to Payroll setting is set to Yes.
• Scenario 3: An employee has an incorrect time entry (i.e they forgot to clock out) or they are missing one or more time entries.
  • If an employee was recently hired or rehired, double-check the original/adjusted hire date on an employee's Toast Payroll profile. You may need to slightly update a date here to include a prior time entry that's "missing."
  • Log into Toast Web to add a missing time entry or edit an incorrect time entry.

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Tip Sync

If you make any corrections, edits, or updated to tips in Toast Web, these will now sync to Toast Payroll instantly, so you do not have to select the Sync to POS button in Toast Payroll.

• Scenario 1: An employee is missing tips for one shift.
  • Look for an open shift in Toast Web. Use the left-hand navigation rail to select Reports > Labor > Shifts. Set the date range at the top of the page to the date of the missing tips. Select Update and scroll to Open Shifts.
    • If the employee's shift is still open AND they have worked an additional shift since the missing tips shift, this, copy the additional shift details, delete the additional shift, close the open shift, and then re-enter the deleted shift manually.
    • If the employee has not worked an additional shift since the missing tips shift, close the missing tips shift. Using a POS device, navigate to the Setup menu and tap Shift Review within the Management section. Uncheck the Filter to Today box at the top of the screen and complete the required shift review.
• Scenario 2: An employee is missing tips for all shifts.
  • The active Toast Web and Toast Payroll profiles may need to be mapped and synced together. For more information on employee mapping, visit Toast Payroll: Manage Employee Mapping.
  • If you've reset a payroll, you need to approve timesheets again to see time entries and tips (unless you have the automatically approve timesheets feature enabled).
• Scenario 3: An employee's tip amounts are different between Toast Web and Toast Payroll.
  • This can be an indicator of duplicate/multiple profiles or open shifts. Begin by searching both databases for duplicate profiles:
    • In Toast Web, navigate to Employees > Employee management > Employees. Use the search bar to check for multiple profiles for this employee. If a duplicate is found, use POS passcodes, 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 in Toast Payroll to verify the profiles are linked.
    • In Toast Payroll, use the search bar at the top of any page to check for multiple profiles for this employee. If a duplicate profile is found, mapping alone may not fix this issue. If labor and wage information for a single employee is contained on two Toast Payroll profiles, contact Toast Payroll 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.
  • If duplicate profiles are not found, check for an open shift. Use the details in Scenario 1 above to assist you.

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Data Sync Guide

Employee phone numbers can be manually added to both Toast Payroll and Toast Web employee profiles. Toast does not sync this information between both systems.

• In Toast Payroll, employers can navigate to the employee's profile > Profile > Edit in the Contact Information tile. Employees can follow these steps to update their name, address, or phone number.
• In Toast Web, navigate to Employees > Employee management > Employees. Select the employee's last name hyperlink > Profile to edit the Phone number field.

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Sync From Toast Payroll to Toast Web

As long as an employee's profile is mapped between Toast Web and Toast Payroll, information entered in Toast Payroll will update in Toast Web immediately (without selecting Sync to POS on an employee's Toast Payroll profile). This part of the guide offers a quick rundown of what should be edited or changed in the Toast Payroll side rather than in Toast Web.

Note: Profiles may contain an email addresses, but an email address does not necessarily indicate an account. If an employee profile in Toast Web does not have an associated account (i.e. there is no checkmark in the Account Created column), an email address in Toast Payroll will sync to Toast Web and will create an account, but only when the user accepts the email invite. Simply updating the email in Toast Payroll will not update the email in Toast Web; accepting the invite is the critical step.

The following actions should be taken in Toast Payroll and will sync to the employee's Toast Web profile:

• Hiring an employee (which will create a universal login and a mapped profile in Toast Web)
• Entering or changing the employee's name, primary location, or primary job
• Entering or changing the employee's pay
  • If you followed the steps to make a pay change in Toast Payroll, but the new rate has not taken effect in Toast Web, this is most likely a result of duplicate jobs for this employee in Toast Payroll. Open the employee's Toast Payroll profile and delete the duplicate job (same job title and location). Afterwards, you'll see this change take effect immediately in Toast Web. Learn more in Toast Payroll: Pay Change Did Not Sync To Toast Web.
• Terminating or rehiring an employee
  • When you terminate an employee in Toast Payroll, their Toast Web profile will be made inactive. if you rehire them in Toast Payroll, the Toast Web profile will be unarchived with all of the previous permissions.
• Assigning an employee to a new job (one that already exists in Toast Web)

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Sync From Toast Web to Toast Payroll

As long as an employee's profiles are mapped between Toast Web and Toast Payroll, information entered in Toast Web will update in Toast Payroll instantly (without selecting Sync to POS on an employee's Toast Payroll profile). This part of the guide offers a quick rundown of what should be edited or changed in the Toast Web side rather than in Toast Payroll.

The following actions should be taken in Toast Web and will sync to the employee's Toast Payroll profile:

• Entering or changing time entry information, including clock in, clock out, and break start and end times
  • If you have already approved timesheets in Toast Payroll, they will need to be unapproved before the changes in Toast Web will appear in Toast Payroll.
• Entering or changing credit card and declared tip amounts
  • If your business uses Toast Tips Manager, pooled tip amounts will not sync to Toast Payroll until the employer selects Approve tips.
• Creating a new job (a job that does not already exist in your Toast ecosystem)
  • If you'd like to assign this new job to an employee, use Toast Payroll: Assign or Change Employee Jobs and Locations.
  • If a newly-created job code in Toast Web isn't syncing over to Toast Payroll, confirm the job was created in the correct location.

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Troubleshoot Issues With Syncing

Employee Profiles Not Syncing to Payroll

• Permissions Issue: Ensure the employee profile includes the restaurant location permissions in Toast Web. Navigate to Employees > Employee management > Employees and select the edit pencil for their profile. If you have multiple locations or you're part of a restaurant group, take note of the View restaurant / group permissions drop-down menu at the top of the permissions tile.
• Inactive or Archived Profiles: Verify the employee is not mapped to an archived Toast Web profile. If the employee has an existing profile in Toast Web, unarchive it. If the employee is mapped to an incorrect archived profile, update the mapping to tie them to an active profile.

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Time Entries Not Syncing to Payroll

Check if the employee's Toast Web profile is correctly mapped to their Toast Payroll profile.

If the mapping appears correct, look for a duplicate profile in Toast Web. This is a common cause of time entry syncing failures. If you find a duplicate profile, it's most likely that the mapped profile is not the one that the employee is using to clock in and out (and thus record time entries), so you'll want to remap to the Toast Web profile the employee is using, making sure the Toast Web permissions and location access are correct, and then archive the unnecessary Toast Web profile to avoid any confusion later on.

Lastly, if the mapping looks good and there are not duplicate profiles, try opening Toast Web and navigating to Reports > Labor > Time entry management. Locate an employee's shift that's not syncing to Toast Payroll and adjust the Time in or Time out field by one minute. Select the adjacent checkmark, then repeat this step by adjusting the time entry back to its original value. This automatically triggers a resyncing event between the two systems.

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Salaried Employee Timesheets in Toast Payroll

With Toast, salaried employees are not required to clock in, so they won't have any Toast Payroll timesheets. This is typical and expected behavior. If they do clock into a salaried job, their time entries will appear in Toast Payroll by default, but the number of hours they register will not affect their salaried wages.

If you'd like to prevent timesheets for salaried employees, navigate to their Toast Payroll profile and select the > caret icon in the upper-right corner of the Employment Details tile. After selecting a Reason, update the Is Timesheet Tied to Payroll setting to No.

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Jobs or Roles Not Syncing

• Unassigned Jobs: New jobs for an employee must be added to profiles in Toast Payroll, which will then will sync over to Toast Web profiles.
  • The only exception to this is if the job does not exist in your Toast Web database yet; you'll want to add the job in Toast Web by navigating to Employees > Employee management > Jobs. After creating a job of the same name, it will sync to Toast Payroll instantly where you can add it to a Toast Payroll profile.
• Mismatched Job Titles: In rare cases, job titles may not match or be mapped to each other. If you notice that similar job titles are not matching between Toast Web and Toast Payroll or you notice that hours are not syncing for anyone who uses a specific job, contact us via the blue chat button in the lower-right corner of any Toast Payroll page.

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New Hires Not Visible or Synchronization Delays

• Start Date Missing or Incorrect: If an employee’s start date comes after the end of a pay period, as a safeguard, they will not appear on a payroll by default and cannot be added to the payroll. They will still appear in Toast Web and their start date can be adjusted, however. 
• Pending Profiles: A brand new Toast Payroll profile will take up to an hour to sync over to Toast Web and create a mapped profile there. If your employee needs to be adjusted in Toast Web or needs to clock in immediately, navigate to their Toast Payroll profile and select Sync to POS in the lower-left corner. This will speed up the process to take less than 3 minutes in most cases.

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Employee Mapping

• If an employee exists in Toast Web but not Payroll, hire them in Toast Payroll by navigating to Team > + Add employee. Then map the profiles in Toast Payroll and archive any unused profiles in Toast Web.
• Profiles with inconsistent emails between systems should be corrected and remapped to ensure synchronization.

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Additional Resources

• Toast Payroll: Manage Employee Mapping
• Toast Payroll: Get Help With Employee Mapping
• Toast Payroll: Manage Timesheets
• Toast Payroll: Manage and Integrate Tips

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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.