Last updated: May 8, 2026, 1:57 PM
Get help troubleshooting report access in Toast Web.
If a report is missing from your Toast Web navigation, locked behind an icon, or you cannot run or open it, the cause is almost always your user access permissions or a browser cache issue. This article diagnoses report-access symptoms in Toast Web, maps each to the most likely cause, and points you to the fix.
Applies to: Toast Web | Not applicable to: Toast POS device report access (see The Issue Is on the Toast POS, Not Toast Web) or Toast Payroll reports (see The Issue Is in Toast Payroll, Not Toast Web)
Permissions needed to fix this for yourself: None—but another user at your restaurant who has 8.2 User Permissions plus the specific report permission you need (for example, 4.1 Sales Reports or 4.2 Menu Reports) must update your employee profile.
What you'll accomplish: Identify why the report is blocked, then either resolve it yourself (browser cache, sync) or tell the right person at your restaurant exactly which permission to add.
The four steps that resolve most report-access issues, in order:
Find the symptom that matches your situation, then jump to the matching section.
| Symptom | Most common cause | Quick fix | Self-service? |
|---|---|---|---|
| I see most reports, but a specific report is missing | Per-report sub-permission not enabled (for example, 4.1 Sales Reports for sales data, 4.2 Menu Reports for PMIX, 4.3 Labor Reports for Labor Summary) | Have a coworker with 8.2 User Permissions add the matching sub-permission to your profile | No; needs a coworker |
| The whole Reports section is missing from my Toast Web navigation | Parent 4. Restaurant Admin permission set is not enabled | Have a coworker with 8.2 User Permissions enable 4. Restaurant Admin on your profile | No; needs a coworker |
| I see a lock icon on a report tile or Quick Action | Permission listed on the lock icon is not enabled on your account | Read the permission name shown on the lock; have a coworker enable it. See I See Lock Icons on Reports or Quick Actions | No; needs a coworker |
| I had access yesterday, lost it today, and nobody changed anything | Browser cache, override-permission loss, multi-location drift, or duplicate profile | Try incognito + cache clear first; if that fails, see I Had Access Yesterday and Lost It Today | Sometimes |
| I can run the report at one location but not another | Multi-location permission drift or location-specific permission gap | Have a coworker confirm permissions are set at every location you need access to. See I Had Access Yesterday and Lost It Today | No; needs a coworker |
| Issue is on a Toast POS device (Reporting tab missing on POS, can't run shift or check-out reports) | Wrong product — POS reports use a different permission flow | See Get Help With User Permissions for Toast POS and the section The Issue Is on the Toast POS, Not Toast Web | Yes; different article |
| Issue is in Toast Payroll (FICA, payroll register, tax filing reports) | Wrong product — Toast Payroll has separate security roles | See Toast Payroll: Manage Security Roles and the section The Issue Is in Toast Payroll, Not Toast Web | Yes; different article |
| I'm the manager/owner trying to grant a coworker access and I'm blocked | You're missing 8.2 User Permissions, or you're missing a permission the other employee already has | See I'm Trying to Grant a Coworker Permission to See a Report | Yes; different article |
If you can see the Reports section in your Toast Web navigation but a particular report—Sales Summary, PMIX, Labor Summary, Time Entries, the 86 Report, gift card reports—is not visible or is grayed out, you're missing the sub-permission for that report category.
The report categories in Toast Web each map to a different sub-permission inside the 4. Restaurant Admin permission set. The table below maps the common reports to the permission that controls them.
| Report or report group | Permission required |
|---|---|
| Sales Summary, Sales Analytics, Sales Breakdown, Digital Order Sources | 4.1 Sales Reports |
| Product Mix (PMIX), Menu Breakdown, Top Menu Items, 86 Report, Item Details | 4.2 Menu Reports |
| Labor Summary, Time Entry Management, Shifts, Hourly Sales, Labor Cost Breakdown | 4.3 Labor Reports |
| Cash Drawer history, Drawer reports, deposit reports | 8.1 Financial Accounts (combined with 1.7 Cash Drawer Access for the action) |
To resolve:
Expected outcome: The previously hidden report appears in your Toast Web navigation, and you can run it.
Note: If you do not see your report in the table above and you're not sure which permission controls it, see the Permissions Reference Guide on Toast Central for the complete list of every permission and the feature it controls.
If you do not see Reports at all in your Toast Web left navigation, the cause is the parent 4. Restaurant Admin permission set. None of the per-report sub-permissions (4.1, 4.2, 4.3, and so on) take effect unless this parent permission is also enabled.
To resolve:
Expected outcome: The Reports section appears in your Toast Web left navigation, and you can drill into the report categories you have sub-permissions for.
Toast Web shows a lock icon on tiles, Quick Actions, and certain reporting features when your account is missing the permission required to view that information. This is a built-in indicator — the lock icon itself names the permission you need.
To resolve:
Expected outcome: The lock icon is removed and the report or Quick Action becomes available. For more on locked tiles broadly (not just reports), see Locked Tiles on Toast Web.
If you had access to a report yesterday and cannot see it today—and no one at your restaurant intentionally changed your permissions—work through these causes in order. The first three are self-service; the last two require a coworker.
Cached data is the single most common cause of "lost" access in Toast Web.
For full browser troubleshooting steps, see Get Help With Browser Issues in Toast Web.
Expected outcome: The report reappears in your Toast Web navigation and you can run it normally.
If you can run the report at one location but not another, your permissions are not consistently configured across locations. Group-level permissions in Multilocation Management (MLM) and per-location permission overrides can each create this gap.
Expected outcome: Permission is enabled at the location where the report was missing, and the report appears after you log out and back in.
If the report permission was previously enabled on your profile through an individual override (rather than inherited from your job role), and someone reset or rebuilt your permissions, the override is gone — and the report disappears even though "nothing changed" from your perspective.
Expected outcome: The override is restored and the report reappears.
If you have two employee profiles in Toast Web — for example, one created during onboarding and one created when you were granted Toast Web access — permissions may have been added to the wrong profile.
Expected outcome: The correct profile has the report permission and the report appears after you log out and back in.
If your Toast Web invitation expired before you accepted it, your access was never fully activated and certain permissions may not behave as expected.
Expected outcome: Your status changes to Active and your permissions take effect.
This article only covers report access in Toast Web. The Toast POS device has separate report screens — including end-of-day reports, check-out reports, shift reports, and the Reporting tab on POS — that are controlled by different permissions and a different troubleshooting path.
If your symptom is one of these, this article is not the right one for you:
Where to go instead: Get Help With User Permissions for Toast POS. That article covers POS permission errors, including the Forbidden error, "can't edit permissions you don't have," and POS device sync issues.
For permission changes that have been saved in Toast Web but are not appearing on the POS, follow the Resync Data steps in Assign User Access Permissions.
Toast Payroll is a separate product from Toast Web with its own user interface and its own permission system (called security roles). Toast Web user access permissions do not control Toast Payroll report access.
If your symptom is one of these, this article is not the right one for you:
Where to go instead: Toast Payroll: Manage Security Roles. That article covers how Toast Payroll security roles work, who can update them, and how to grant another user access to specific Toast Payroll reports.
Note: Toast Payroll permissions are managed separately from Toast Web permissions. Even if your Toast Web account has every Toast Web permission enabled, you must be granted Toast Payroll access separately.
If you are the manager, admin, or owner trying to give another employee access to a report and you cannot save the change, the issue is on your side — not theirs.
To assign or edit another employee's permissions, you must have all of that employee's permissions yourself, plus 8.2 User Permissions. If you are missing 8.2 User Permissions, or if you are missing any permission the other employee already has, Toast will block the change — even if you are the account owner.
Where to go:
Most report-access issues are resolved by the steps above. Contact Customer Care only when:
To reach a resolution faster, have this information ready:
When you have those, contact Customer Care.
You cannot see the Labor Summary report when your account is missing the 4.3 Labor Reports permission inside the 4. Restaurant Admin permission set. Have another user at your restaurant with 8.2 User Permissions plus 4.3 Labor Reports add it to your profile, then log out and back in. For step-by-step assignment instructions, see Assign User Access Permissions. For where the Labor Summary lives once you have access, see Labor Reports Overview.
You cannot see the Sales Summary report when your account is missing the 4.1 Sales Reports permission inside the 4. Restaurant Admin permission set. Have another user at your restaurant with 8.2 User Permissions plus 4.1 Sales Reports add it to your profile, then log out and back in. For where the Sales Summary lives once you have access, see How do I access sales reports?
You cannot see the Product Mix (PMIX), Menu Breakdown, 86 Report, Top Menu Items, or other menu reports when your account is missing the 4.2 Menu Reports permission inside the 4. Restaurant Admin permission set. Have another user at your restaurant with 8.2 User Permissions plus 4.2 Menu Reports add it to your profile, then log out and back in. For details on each menu report, see Menu Reports Overview.
The Reports section is missing entirely from your Toast Web navigation when your account does not have the parent 4. Restaurant Admin permission set. Without that parent permission, none of the per-report sub-permissions take effect. Have another user at your restaurant with 8.2 User Permissions plus 4. Restaurant Admin add it to your profile, then log out and back in.
Your accountant needs the 4. Restaurant Admin parent permission plus the specific report sub-permissions they will use — typically 4.1 Sales Reports, 4.2 Menu Reports, 4.3 Labor Reports, and 8.1 Financial Accounts for cash and deposit reports. To assign these to a non-employee like an accountant, set up a profile and corresponding email address for them in Toast Web first; see Grant or Remove Toast Web Access for Existing Employees. Then have someone with 8.2 User Permissions plus the report permissions enable them on the accountant's profile.
When a report becomes inaccessible without an intentional permission change, the most common causes are: a browser cache issue, an individual permission override that was reset when the employee's job role was rebuilt, a multi-location permission gap that surfaced when the manager switched locations, or a duplicate employee profile that received a permissions update on the wrong copy. Work through I Had Access Yesterday and Lost It Today in order. If none of those resolve it, contact Customer Care; account-level audit logs may be required.
You cannot assign a permission you do not hold yourself, even as the owner. To grant a coworker access to a report, you need 8.2 User Permissions plus the same report permission you are trying to assign. Compare your permissions to the other employee's side by side in two browser tabs — any permission they hold but you do not will block the edit. For the full walkthrough, see Get Help With User Permissions for Toast POS. Customer Care cannot assign permissions on your behalf.
The Toast POS Reporting tab is controlled by Toast POS permissions, not the Toast Web permissions described in this article. Have another user at your restaurant with 8.2 User Permissions check the employee's POS-side permission set, then resync the POS device using Switch User > overflow menu > Resync Data. For the full procedure, see Get Help With User Permissions for Toast POS.