Toast Payroll: Team Page

In this Article:

• Team Page Overview
• Hire an Employee
• Map an Unpaid Employee's Toast Web Profile
• NEW! Send/Resend Invite Emails to Employees
• View an Employee's Onboarding Status
• Make a Bulk Pay Change

Team Page Overview

In Toast Payroll, the Team page is typically used by HR+ and Manager security roles to view their staff at a glance. You can reach this page by selecting Team from the left-hand navigation rail on any Toast Payroll page. There are a few actions commonly taken here:

• Add employees to Toast Payroll
• Check an employee's new hire status
• Adjust the pay rate for multiple employees
• Set filters for start dates, locations, positions, and status by selecting Filters
• Resend a new hire "welcome email" to many employees at once

NEW! Toast has changed the columns on this report. Phone numbers have moved to the Name column and instead of seeing an employee's position and their length of employment, the default view will display the employee's Job. However, you can still pull up an employee's position by toggling Display position on or off. If an employee has more than one job or position, you'll see a +1, +2, etc. next to their primary job or position.

Hire an Employee

To hire an employee in Toast Payroll, select the +Add employee button. This will kick off two sets of steps, and . It's important that both sets of steps are fully completed so the employee can complete onboarding and they're configured with correct Social Security number (SSN), email address, and Form W-4 information, if applicable. Completing these employee steps also allows them to set up their direct deposit account.

Map an Unpaid Employee's Toast Web Profile

The first thing you may notice about the Team page is which Toast Web profiles are not being paid through Toast Payroll. This is usually the result employee mapping complications or hiring an individual in Toast Web instead of Toast Payroll; select Learn more in the red banner for general help with mapping employees.

When an employee's name has the Unpaid Employee tag on it, select the three dots to the right of their name and choose one of the following options:

• To pay someone who already has an account in Toast Payroll, but isn't mapped, select Assign Payroll profile. You'll be taken to the to sync this Toast Web profile with an existing Toast Payroll profile.
• Remove a Toast Web-only profile from this page by selecting Ignore in Payroll. The Toast Web profile will be treated as a non-employee. It will not be mapped and a Payroll profile will not be created. This individual cannot be paid through Toast Payroll, will not appear on Toast Payroll reports, and will not be a part of any Toast Payroll billing or invoicing.
• To pay someone who hasn't been hired in Toast Payroll, but has been added to Toast Web, select Add employee to Payroll. This option helps you to map to the Toast Web profile. Use this option when an employee was hired in Toast Web rather than Toast Payroll.

Send/Resend Invite Emails to Employees

As a new feature on the Team page, you can now send an "invite" email to employees. This email is different from the , that is automatically sent once an employer completes the steps under the +Add Employee button found on the Team page. The "invite" email only prompts employees to either or to log in using these credentials. Employees can use that account to login to payroll.toasttab.com to complete their payroll onboarding steps.

When to Send an Invite Email

Sending this "invite" email is useful for a couple different reasons:

• An employee misplaced the "welcome" email.
  
  • The "welcome" email is automatically sent to employees once an employer finishes their own onboarding steps. In this situation, sending the "invite" email will invite the employee to create a unified Toast account (email and password). Once they complete the account creation steps, they should log in to Toast Payroll to complete the . Those steps guide them to fill out their Form W-4 and add their social security number, two vital steps in employee onboarding. This is also where they can enter their direct deposit account information, so these steps should not be skipped for any individual receiving pay through Toast Payroll.
• You switched over from a different payroll provider and your employees were added by Toast in bulk (rather than one-by-one) during the new hire process.
  
  • When employees are uploaded or imported into Toast Payroll, they are not automatically notified to complete . Those steps guide them to fill out their Form W-4 and add or verify their social security number, two vital steps in employee onboarding. This is also where they can enter their direct deposit account information, so these steps should not be skipped for any individual receiving pay through Toast Payroll.
  • This is the right time to use the bulk invite feature by selecting the checkbox next to Name after you've set the appropriate filters. See below for details.
• An employee doesn't remember their Toast password or the company code/email address.
  • Once an account is unified/linked, employers will not be able to resend the "welcome" email directly from the Profile > User Account page on the employee's profile, so sending this "invite" email lets employees get back into the system or reset their password. 
• An employee is looking for their Form W-2, paystub, or other payroll information.
  • The "invite" email can be sent by managers as a way to engage the employee with the correct web address for Toast Payroll, the correct email address, and the company code (if necessary) to find the payroll information they're looking for.

How to Send an Invite Email

1. Begin by navigating to Team in Toast Payroll.
2. If the employee you're sending an invite to has a red Unpaid Employee alert next to their name, your employee is unmapped and you will not be able to send an invite. Resolve their mapping by following before proceeding (if Ignore in Payroll is selected, this individual will not be able to receive this email).
3. To send an individual employee an "invite" email, find their name on the page and select the envelope icon next to their name (the horizontal arrow in the image below).
4. To send multiple employees an "invite" email:
   1. Use the checkboxes on the left to select multiple employees at once, then either select the Invite button in the upper-right corner or select the link within the banner at the top of the page (both vertical arrows in the image below).
   2. To send this email to all employees, select the checkbox to the left of the Name header. This will select all of the eligible employees on this page only. Now you can go to the next page and select the same checkbox again. This will accumulate the invites across pages. By checking the header at the top of the page, you'll be able to keep track of the total amount of "invite" emails you're preparing to send. Once you select Invite, you'll also get a pop-up confirming this number; select Send # invites to proceed. Any employees without an email address will be excluded.
   3. You can increase the amount of employees on this page by selecting Filters and increasing the Employees per page value to a number that captures all or more employees, depending on your company's size.
   4. You can use the checkbox to the left of the Name header in combination with any filters you've set. For instance, if you select Filter and choose only Active employees who have a start date in the last week. After selecting the checkbox, only those employees will be included once you select Invite.

View an Employee's Onboarding Status

Once you've completed the for a new hire, you can view the progress of the employee onboarding steps by navigating to Team > Onboarding. Any employee who hasn't completely finished each step of their onboarding will appear on this dashboard. The Current step column will show you exactly where they are in their new hire steps.

Non-employees/bookkeepers/accountants can be manually moved off of this dashboard by following an abbreviated set of steps that allows them access to the system, but doesn't allow them to be paid by the company. Visit to learn more.

Make a Bulk Pay Change

Bulk pay changes can occur for different reasons, but are most commonly used for minimum wage changes. Select Team Actions > Bulk pay change and follow each of the steps in the Update Multiple Employees section of .

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.