A Toast Web Profile Is Archived Randomly

Why is a Toast Web profile getting archived randomly every week or two?

If your company uses Toast Payroll (or another payroll/labor integration), each time a payroll is run, the two systems perform a sync. When a Toast Payroll profile is not mapped to a Toast Web profile, this can result in the Toast Web profile being archived for identity protection. You can confirm this profile was archived by the sync if you open Toast Web and navigate to Team > Employees > Archived. Find the profile and if it is blank under the Archived By column, you know the system did this.

This kind of random archiving only happens with Toast Web profiles that are not paid through Toast Payroll (or the payroll/labor integration), which is typically the case of owners, accountants, admins, bookkeepers, etc. If this is not the case, contact Customer Care.

The solution to this is setting the Toast Payroll profile to the Demo Employee status and then mapping the Toast Payroll profile to the Toast Web profile. To do this, an HR+ user should follow these steps:

1. Log into payroll.toasttab.com.
2. Use the Search employees bar to locate this person’s profile.
3. Scroll down and select Profile Settings on the left side of the page.
4. Set Employment status to Demo Employee. Select Save Changes.
5. Now that Demo Employee is set, let's map the two profiles together.
6. Still on the Toast Payroll profile, look at the POS Mapping tab on the left.
7. Select the red alert icon to open the mapping view. You'll see whether the payroll profile is unmapped.
8. Select Edit to open the mapping tool for this employee. From the drop-down menu, choose the correct Toast Web profile, then select the checkmark to confirm.