Use the WE SCAN ID Integration

Note: WE SCAN does not work with dual card reader setups (for example, an MSR paired with a Toast Tap On Counter reader). In this configuration, the MSR isn't supported with WE SCAN, and the Toast Tap On Counter reader defaults to Guest Pay mode, which isn't compatible with WE SCAN's ID-scan-first workflow. If you're using a dual card reader setup, remove one reader so only a single card reader remains in order to use WE SCAN. This is a known limitation; a fix is tracked internally but not yet scheduled.

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Enable WE SCAN ID Scanning 

To enable WE SCAN ID Scanning, follow the steps below:
 

1. In Toast Web, select Front of house > POS notifications > Service prompts.
2. To create a new prompt, select the + New Prompt button. On this page, complete the following fields:
   1. What type of prompt is this?: Select Age Verification (WE SCAN)
   2. Prompt name: Enter the prompt name. For example, you can enter “Age verification” for ID checks. 
   3. Apply to which dining options?: The options displayed are the same dining options listed on the Dining options page. You can select multiple dining options.
   4. Add Items, Groups, and/or Menus: Enter your menu items, groups, or menus. As you type, the search field automatically searches and shows a list of items, groups, and or menus. 
      
      
      
      
3. Select Save to save your prompt.  After the prompt has been saved, when the menu item, group, or menu is added to a guest's order, the guest is required to swipe their ID or have their ID barcode scanned.

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MLM Customers and WE SCAN

For Toast customers using Toast Multi-location Management (MLM), WE SCAN requires each location to set up the integration individually. However, WE SCAN will set up groups with multiple locations under a single billing agreement with an invoice for each location.

MLM customers can set up a shared service prompt to share across locations in the group. They may also select a shared menu within the service prompt that all locations use.

Note: If certain locations within the group do not have the WE SCAN integration, but their group has set up shared service prompts on a shared menu, the location without the integration will not receive the prompt since they do not have the integration on their account.

MLM locations may also choose to set up location-specific service prompts if they would prefer. This would allow the user at the individual location to edit the service prompt as needed without having any effect on the other locations in the group. However, if master users want to have control over all locations' service prompts, then a shared service prompt is suggested.

If an MLM customer has further questions about using WE SCAN across their locations, they should speak directly with WE SCAN’s team by emailing them at: support@WESCANids.com or calling: (972) 252-2570 x 3

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Scan IDs

Note: This workflow only occurs if there is a working internet connection. This workflow occurs on the POS after a guest has placed an order for an age-restricted alcoholic item.

After the menu item has been selected, an ID verification prompt appears on the ordering screen. This prompts the employee to ask the guest to swipe their ID or to hand their ID to them to scan the ID barcode. Select the Override button to override the ID verification or the Close button to exit and close out of the prompt. 
 

If the ID verification is successful, the ID verification prompt is closed, and a green ID banner appears at the top of the check. The guest’s age has been verified, and additional age-restricted items can be added to the order without needing to scan the guest’s ID again.

If the ID verification fails, an error message appears: Age Verification Failed. The guest isn’t old enough to purchase this item.

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Supported IDs

WE SCAN supports scanning of the following ID types: 

• United States driver's licenses 
• United States identification cards
• Canadian driver’s licenses 

At the time, WE SCAN does not support scanning certain ID types. You will need to use the Override feature outlined below if you choose to verify the age of a guest who provides one of the following ID types:

• United States passports
• Military IDs 
• Mexican IDs 
• US Resident IDs

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Override ID Scanning 

On the ID verification prompt, you can choose to override ID scanning for various reasons. To manually override ID verification, on the prompt, click the Override button. 

1. Select the override reason:
   1. Guest is over 35
   2. Age previously verified
   3. Manually verified ID
2. Select the Confirm button to confirm the override or the Cancel button to close out the prompt. 

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Offline Mode

When your POS device is offline and has no working internet connection, the POS device displays a yellow offline banner. As stated above, you need a working internet connection to use WE SCAN properly, so you will not be able to do so while in offline mode.

If you select the banner, a modal appears that displays the various steps you should and should not do in offline mode. 

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Regional Circumstances

After recent changes to driver's licenses and state-issued identification cards, Michigan locations may handle some IDs for verification that do not include the magnetic strip for swiping, and only include the bar code for scanning. These locations can choose to purchase the above-mentioned Zebra scanner model to ensure they can properly scan IDs, or thoughtfully choose to Override ID verification in these situations.

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WE SCAN Troubleshooting and Support

Please reach out directly to WE SCAN for any issues with you WE SCAN account or integration that are unrelated to Toast products (software or hardware) or network/connection issues. For general WE SCAN questions or support issues, email support@WESCANids.com or call (972) 252-2570 ext. 3, from 9 a.m. to 10 p.m. CT.

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