Log in to Toast: Update Your Account

In this Article:

• Before You Begin
• Quick Fix
• Update Your Own Email or Password in Toast Web
• Update Multi-Factor Authentication or Phone Number
• Reset Your Password If You Can't Log In
• Update Another Employee's Email Address
• Update an Employee's POS Access Code
• Reset Toast Payroll Login If You Were Not Migrated to Unified Login
• Update Your xtraCHEF Email Address
• Before You Contact Toast Customer Care
• Frequently Asked Questions
• Related Articles

Before You Begin

Applies to: Toast Web, Toast Payroll, xtraCHEF by Toast, MyToast, Toast Now, Toast Tables

Permissions needed:

• 4.9 Employee Info — required to update another employee's email address or POS access code in Toast Web
• 8.x Account Admin — alternative permission set that allows updating another employee's email address

What you'll accomplish: Update the email, password, multi-factor authentication, or POS access code on your own Toast account, or on an employee's account where permitted, without contacting Toast Customer Care.

Note: Your Toast account credentials (email and password) work across Toast Web, Toast Payroll, xtraCHEF by Toast, MyToast, Toast Now, and Toast Tables, based on your permissions and your restaurant's modules. If you do not yet have an account, see Log in to Toast: Create an Account.

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Quick Fix

Find your situation in the table below, then jump to the matching section.

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Update Your Own Email or Password in Toast Web

Use this section when you can sign in to Toast Web and want to update the email address or password on your own account.

1. Sign in to Toast Web at toasttab.com/login.
2. In the upper-right corner of the page, select the avatar icon next to your name, then select Profile.
3. Scroll to the Login and security section.
4. Update your email address or password as needed.
   1. If you change your email address to one that is already part of an existing Toast account, Toast sends a verification email to the new address. Open the email and select the link to confirm the change. This verification link expires after seven days.
   2. If you receive a "User with this email already exists" error, see "User with this email already exists" Error in Toast Web.
5. Select Save.

Expected outcome: Your updated email or password takes effect immediately. The same credentials work for any Toast platform tied to your account (Toast Web, Toast Payroll, MyToast, Toast Now, Toast Tables) based on your permissions and your restaurant's modules.

Note: If you don't remember the email address you use to log in, your employer can look it up in Toast Web at Employees > Employee management > Employees.

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Update Multi-Factor Authentication or Phone Number

Use this section to switch between SMS and an authenticator app, update the phone number that receives your six-digit code, or disable MFA if your account is eligible.

1. Sign in to Toast Web at toasttab.com/login.
2. In the upper-right corner, select the avatar icon, then select Profile.
3. Scroll to the Login and security section.
4. Select Reset multi-factor authentication and follow the prompts to switch methods, update your phone number, or disable MFA.
5. Select Save.

Expected outcome: Future logins use your updated MFA method or phone number. The six-digit code is sent to the new destination.

Note: MFA is required for users with 8.1 Financial Accounts or 8.7 Instant Deposits permissions and for some Toast Payroll users. If your account requires MFA, you will not be able to disable it from this screen. For full MFA setup steps and policy, see Set Up Multi-Factor Authentication.

Note: If you have lost the device with your authenticator app, or your MFA phone number has changed and you can no longer receive codes on the old one, you cannot reset MFA yourself. Contact Toast Customer Care.

For the verified phone number used for elevated permissions on restricted pages, see Set Up One-Time Password Verification for Enhanced Access.

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Reset Your Password If You Can't Log In

Use this section if you've forgotten your password or can't log in.

1. Navigate to toasttab.com/login.
2. Enter your email address and select Continue.
3. Select Forgot password?.
4. Double-check the spelling of your email address and select Reset.
5. Check your inbox for the password reset email and follow the link inside it.

Expected outcome: You receive a password reset email from noreply@toasttab.com with the subject Password Reset Information and use the link to set a new password.

If the reset email does not arrive:

• Check your spam and junk folders.
• Verify the spelling of the email address you entered.
• If you have multiple reset emails in your inbox, use only the most recent one. Older reset links return a "Failed to change password. Cannot find your user record" error.
• If the email never arrives, your email address on file may be incorrect. Your employer can confirm the email at Employees > Employee management > Employees.
• If selecting Forgot password? returns an error, your Toast Payroll account may not have been migrated to unified login. See Reset Toast Payroll Login If You Were Not Migrated to Unified Login.
• If you can't reset your password and you no longer have access to the email address on the account, contact Toast Customer Care.

Note: For broader login symptoms — locked accounts, "Wrong username or password," login loops, "Your account has been disabled," MFA codes not arriving, and similar issues — see Log in to Toast: Troubleshoot Login.

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Update Another Employee's Email Address

Use this section when you are an admin or manager with 4.9 Employee Info permissions (or any of the 8.X Account Admin permissions) and you need to update the email address on another employee's profile.

Before you start, check whether the employee already has an active Toast account:

• If there is a check mark in the Account Created column on their employee record, you cannot edit their email address. Only the employee themselves can update it — direct them to Update Your Own Email or Password in Toast Web above.
• If there is no check mark, continue with the steps below.

1. In Toast Web, navigate to Employees > Employee management > Employees.
2. Search for the employee whose email you want to update.
3. Select the last name hyperlink of the employee.
4. Select the Profile tab.
5. Edit the Email field.
6. Select Save.

Expected outcome: One of three things happens, depending on the email entered:

• If the employee did not previously have a valid email address and the new address is not tied to any existing Toast account, the email updates immediately.
• If the employee did not previously have a valid email address and the new address is part of an existing Toast account, Toast sends a verification email to the new address. The employee selects the link in the email to confirm the change. The verification link expires after seven days.
• If the new email is already part of an existing account, Toast displays the "User with this email already exists" error. In any case where the new email is on another active account, the employee themselves must update it from their own profile — see "User with this email already exists" Error in Toast Web.

Note: For broader employee email scenarios — invite emails not arriving, "email already in use" errors, archived profile conflicts, employees moving between restaurants — see Get Help With Managing Employee Email Addresses.

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Update an Employee's POS Access Code

Your POS access code is the six-to-eight digit code you enter on a Toast POS device to clock in or take orders. It is also called your login code, login number, or PIN. It is separate from your Toast Web email and password.

Users cannot change their own POS access code. A user with the 4.9 Employee Info permission updates the code in Toast Web.

1. In Toast Web, navigate to Employees > Employee management > Employees.
2. Search for the employee, then select the last name hyperlink of their profile.
3. Select the Profile tab.
4. Scroll to the Account information section and enter a new code in the POS access code field.
5. Select Save.

Expected outcome: The new POS access code is active on every Toast POS device at your restaurant the next time the device syncs.

Note: If a POS access code stops working — for example, a device says it's disabled, or an employee can't get past the passcode screen — the cause is usually a pending account invitation or a job permissions issue rather than the code itself. See the My POS access code isn't working and I can't move past the POS passcode screen sections of Log in to Toast: Troubleshoot Login.

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Reset Toast Payroll Login If You Were Not Migrated to Unified Login

If you have a Toast Payroll account and you did not complete the unified login wizard during 2025, your email address on the account is unverified. You will see an error when you try to log in, and the Forgot password? process will not work.

If your email address on file is correct, a manager can resend your invite:

1. In Toast Payroll, navigate to the Team page.
2. Select the envelope icon next to the user's name to resend the invite.

For full steps, see Toast Payroll: Resend New Hire Onboarding Email.

If your email address on file is incorrect, a manager corrects it first, then resends the invite:

1. In Toast Payroll, navigate to the employee's profile.
2. Select Profile > User Account.
3. Select Update and enter the correct email address.
4. Return to the Team page and select the envelope icon next to the employee's name to resend the invite.

Expected outcome: The employee receives a new invite email from noreply@toasttab.com with the subject Activate your Toast account. After selecting the Log in link in the invite, the employee can use Forgot password? normally and set a new password.

If your manager cannot update your email address in Toast Payroll, contact Toast Customer Care.

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Update Your xtraCHEF Email Address

You cannot change your own email address inside xtraCHEF. To update it, contact Toast Customer Care or your Onboarding Consultant.

Note: If you also use Toast Web, update your email address there first (see Update Your Own Email or Password in Toast Web). For full deactivate-and-re-add steps, see the I need to change the email address on my account — xtraCHEF by Toast section of Log in to Toast: Troubleshoot Login.

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Before You Contact Toast Customer Care

Most account updates above are self-service. Contact Toast Customer Care for these scenarios, which require account-level action you cannot complete yourself:

• You lost the device with your authenticator app, or your MFA phone number changed and you can no longer receive codes
• You forgot your password and no longer have access to the personal email address on the account
• A Toast Payroll manager cannot update your email address in Toast Payroll
• You need to change your xtraCHEF email address
• The "User with this email already exists" error persists after checking your archived employees and the email belongs to a profile at a different restaurant — see "User with this email already exists" Error in Toast Web

Before you reach out, have the following ready to speed up the conversation:

• The exact error message text or a screenshot
• What you were trying to do when the error appeared
• The Toast Web email address you're trying to use
• The browser and device you're using (for example, Chrome on a Windows desktop)
• Whether MFA is involved, and which method (SMS or authenticator app)

You can reach Toast Customer Care:

• Chat (24/7): Toast Now (iOS or Android), Toast Central, or Toast Web. See Contact Customer Support.
• Phone (U.S.): (617) 682-0225, 7 a.m. to 12 a.m. ET.
• Phone (Canada): +1 343-451-6295.
• Phone (Ireland): +353 1-913-1083.
• Phone (U.K.): +44 20-4571-3302.

Note: Toast will never contact you to ask for passwords, one-time passcodes, or other sensitive information. If you suspect a scam or fraudulent activity related to your Toast account, contact Toast Customer Care.

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Frequently Asked Questions

How do I change my password?

To change your password, sign in to Toast Web, select your avatar icon in the upper-right corner, select Profile, and update the password in the Login and security section. If you can't sign in, navigate to toasttab.com/login, enter your email, select Continue, then select Forgot password? to receive a reset email.

Also asked as:

• How do I reset my password?
• I would like to change my password
• How can I restart my password?

How do I update the email I use to log in?

To update the email you use to log in, sign in to Toast Web, select your avatar icon, select Profile, and edit the email in the Login and security section. If you can't sign in because you no longer have access to the old email, contact Toast Customer Care.

Also asked as:

• How do I change the email on my Toast account?
• How do I update my Toast login email?
• Can I switch my Toast account to a new email?

How do I reset my POS access code or login code?

To reset a POS access code (also called your login code, login number, or PIN), a manager with the 4.9 Employee Info permission updates it in Toast Web at Employees > Employee management > Employees by selecting the employee, opening the Profile tab, and editing the POS access code field. Employees cannot change their own POS access code.

Also asked as:

• How do I change my login code?
• How do I reset someone's Toast code?
• How do I find my login number for the POS?

How do I reset MFA for myself or another user?

To reset MFA for yourself when you can still receive a code on the current phone number, sign in to Toast Web, select your avatar icon > Profile, scroll to Login and security, and select Reset multi-factor authentication. To reset MFA for another user, or to reset MFA when you no longer have access to the device or phone number, contact Toast Customer Care.

Also asked as:

• How do I reset MFA for an employee?
• MFA reset is not working
• How do I change the phone number for the MFA code?

Why isn't the password reset email arriving?

The password reset email usually isn't arriving for one of three reasons: it landed in your spam or junk folder, the email address Toast has on file is different from the one you're entering, or you're using an older reset link. Check spam first, ask your employer to confirm the email on file, and only use the most recent reset email.

Also asked as:

• I'm not getting the password reset email
• Why didn't I get the reset email?
• The reset code never arrived in my email

Can I update an employee's email if they already have a Toast account?

No, you cannot update an employee's email address if they already have an active Toast account. Once an account is active — indicated by a check mark in the Account Created column — only the employee themselves can update the email, from their own Profile page. Direct them to Update Your Own Email or Password in Toast Web.

Also asked as:

• Why can't I edit my employee's email?
• Why is the email field grayed out?
• How do I change an active employee's email?

Why does Forgot password? return an error for my Toast Payroll account?

The Forgot password? link returns an error on a Toast Payroll account when the account was not migrated to unified login during 2025. To fix it, your manager resends your invite from the Team page in Toast Payroll. After you select the Log in link in the new invite, Forgot password? will work normally.

Also asked as:

• Why can't I reset my Toast Payroll password?
• Toast Payroll forgot password not working
• Why does Forgot password give an error in Payroll?

How do I change my xtraCHEF email?

To change your xtraCHEF email address, contact Toast Customer Care or your Onboarding Consultant. xtraCHEF email changes are not self-service. If you also use Toast Web, update your email there first so your accounts stay consistent.

Also asked as:

• Can I change my xtraCHEF login email?
• How do I update my xtraCHEF account email?

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Related Articles

• Log in to Toast: Troubleshoot Login
• Log in to Toast: Create an Account
• Set Up Multi-Factor Authentication
• Get Help With Managing Employee Email Addresses
• "User with this email already exists" Error in Toast Web

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