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Permissions Reference Guide

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Each access permission that is available for your Toast Point of Sale (POS) or in Toast Web grants access to a system feature, such as an option on a Toast POS device, a type of report to run, or a configuration change to make. This article summarizes the available access permissions.
 

For more details about each permission, including who it should be assigned to, check out the access permissions reference in the Toast Platform Guide.
 

In this Article:

 

Assign Permissions 

Typically, you don't assign access permissions to individual employees. Instead, you group a set of access permissions into a job and then assign the job to the employees who need to use the corresponding feature set.

  • To set up jobs, you must have the Employee Jobs & Wages access permission and credentials to access Toast Web.

 

​To assign an access permission to an individual employee, you must have the User Permissions access permission. In addition, you must have any given access permission in order to include it in a job or assign it to an employee

 

After assigning a permission, be sure to reboot the device that the permission applies to in order for the permission to function properly.

 

This system functions as a more straightforward permission allowance than having employees enter a manager-provided code each time they would like to perform one of the actions allowed by the various permissions.

 

For more information about how to set up jobs and assign permissions to them, check out these other Toast Central resources:

 

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POS Access: Modes

Every employee who has a passcode can sign in to a Toast POS device to access the clock-in/out screen for time entry, but to use Toast POS devices for any other tasks, employees must have POS access permissions which give them the ability to use the main modes, or functions, of the Toast POS device. Employees must have one or more of the following mode permissions:
 

  1. POS Access
    1. 1.1 Table Service Mode
    2. 1.2 Quick Order Mode
    3. 1.3 Kitchen Display System Mode
    4. 1.4 Payment Terminal Mode
    5. 1.5 Pending Orders Mode / Orders Hub Mode

 

For more details about each permission, including who it should be assigned to, check out the access permissions reference in the Toast Platform Guide.


Note: Delivery Mode is also a mode permission with characteristics similar to the permissions described in this section. For more information about permissions relating to delivery tasks, see the Delivery Access Permissions section of this article.


All of the mode permissions also provide access to the following sections and options on the Toast POS home screen.

  • My Account > Time Clock
  • Setup > Device Setup
  • Customer Care > Customer Care Site, Submit Ticket, Status Page


Employees who have a mode permission and who also have credentials to access the Toast back-end can access their own user account information only, and can update that information as needed (including their email address, employee ID, and passcode). To complete any other tasks in Toast Web, additional access permissions are required.

 

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Additional POS  Access

The remaining POS access permissions can be assigned, along with one or more of the mode permissions mentioned above, to provide access to the other options and features available on Toast POS devices. Cash drawer permissions can also be assigned to non-POS users, such as accountants, as needed. In all, these POS permissions include:
 

  1. POS Access

  • 1.6 Apply Cash Payments
  • 1.7 Cash Drawer Access
  • 1.8 View Other Employees' Orders
  • 1.9 Edit Other Employees' Orders
  • 1.10 Add / Update Service Charges
  • 1.11 My Reports (+ Inventory / Menusphere)
  • 1.12 Shift Review Sales Data
  • 1.13 No Sale
  • 1.14 Key in Credit Cards
  • 1.15 Offline/Background Credit Card Processing
  • 1.16 Change Table
  • 1.17 Change Server
  • 1.18 Log Into Toast Tables App (Waitlist & Reservations)
  • 1.19 Record Excess Food Menu Items
  • 1.20 Split Checks


For more details about each permission, including who it should be assigned to, check out the access permissions reference  in the Toast Platform Guide.


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Delivery Access and Toast Delivery Services

The delivery access permissions described in this section give employees access to features used to complete delivery orders.
 

  1. Delivery Access
    1. 2.1 Delivery Mode (grants access to Delivery Mode on the POS device)
    2. 2.2 Update All Delivery Orders
    3. 2.3 Dispatch Driver
    4. 2.4 Cancel Dispatch
    5. 2.5 Complete Delivery
    6. 2.6 Update Driver


For more details about each permission, including who it should be assigned to, check out the access permissions reference in the Toast Platform Guide.
 

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Toast Delivery Services users will need all delivery permissions in order to utilize TDS features. See the table below for a description of how each permission impacts the TDS workflow.

 

Permission

Toast Delivery Services (TDS) Function

2.2 Update All Delivery Orders

Grants employees the ability to dispatch delivery orders to any delivery driver and update the status of all delivery orders assuming the delivery functions are permissible.

2.3 Dispatch Driver

Dispatch driver assigns a driver to an unassigned delivery order and updates it to an en-route order. 

2.4 Cancel Dispatch

Cancel dispatch reverts an en-route delivery order back to an unassigned delivery order.

2.5 Complete Delivery

Complete delivery updates an en-route order into a delivered order.

2.6 Update Driver

Update driver will allow the employee to change the driver assigned to a completed delivery order.


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Manager Access

Manager access permissions can be assigned, along with one or more of the mode permissions, to provide access to options and features on Toast POS devices that entail greater responsibility. Some of these features also require user credentials to access Toast Web.
 

  1. Manager
  • 3.1 Discounts
  • 3.2 Transfer / Rewards Adjustment
  • 3.3 Gift Card Adjustment
  • 3.4 Bulk Transfer Checks
  • 3.5 Bulk Void Open Checks
  • 3.6 Bulk Close Paid Checks
  • 3.7 Void Items / Orders
  • 3.8 Void / Refund Payments
  • 3.9 Unlinked Refunds
  • 3.10 Edit Sent Items
  • 3.11 Other Payment Types
  • 3.12 Shift Review
  • 3.13 Negative Declared Tips
  • 3.14 Edit Time Entries
  • 3.15 End Breaks Early
  • 3.16 Close Out Day
  • 3.17 Cash Drawers (Blind)
  • 3.18 Cash Drawers (Full)
  • 3.19 Cash Drawer Lockdown (Override)
  • 3.20 Large Cash Over/Under
  • 3.21 Adjust Cash Drawer Start Balance
  • 3.22 Pay Out
  • 3.23 Find Checks
  • 3.24 Register Swipe Cards
  • 3.25 Open Items
  • 3.26 Log Book
  • 3.27 Send Notifications
  • 3.28 Tax Exempt
  • 3.29 Throttle Online Orders
  • 3.30 Team Chat Advanced Controls
  • 3.31 Configure Auto-Close Orders at End of Day
  • 3.32 Void / Refund Payments (Limited to Same Day Only)

 

For more details about each permission, including who it should be assigned to, check out the access permissions reference in the Toast Platform Guide.


Note: Any user with any of the 3. Manager permissions will have the ability to add special requests to orders on the POS. 

 

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Restaurant Admin Access

To provide access to restaurant-wide reporting and configuration options for your Toast POS system, you can assign one or more of these restaurant admin access permissions. In most cases, these reporting and configuration features require that employees have credentials to access Toast Web.
 

  1. Restaurant Admin
  • 4.1 Sales Reports
  • 4.2 Menu Reports (+ Inventory / Menusphere Reporting)
  • 4.3 Labor Reports
  • 4.4 Gift / Rewards Card Reports
  • 4.5 Edit Full Menu
  • 4.6 Tables
  • 4.7 Configure Toast Tables (Waitlist & Reservations)
  • 4.8 Marketing Info
  • 4.9 Employee Info
  • 4.10 Employee Jobs & Wages
  • 4.11 House Accounts
  • 4.12 Edit Historical Data
  • 4.13 Customer Credits & Reports
  • 4.14 Local Menu Edit
  • 4.15 Toast POS toggle access
  • 4.16 View Invoicing, Catering & Events
  • 4.17 Edit Invoicing, Catering & Events
  • 4.18 Configure Invoicing, Catering & Events
  • 4.19 Settings Copy Tool
  • 4.20 Benchmarking Access
  • 4.21 Enable Job-Based Access
  • 4.22 Menu Audit & Cleanup
  • 4.23 Check Audit
  • 4.24 Ads Manager Billing

The 4.13 Customer Credits & Reports permission, as well as access to the entire restaurant management group, is needed for users wishing to access the Guestbook. 

 

For more details about each permission, including who it should be assigned to, check out the access permissions reference in the Toast Platform Guide.


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Quick Edit Access

Assign one or more of these quick edit access permissions to your managers or employees to allow them to '86 an item, change prices, or add/remove menu items on the fly. 
 

  1. Quick Edit Access
  • 5.1 Full Quick Edit
  • 5.2 Inventory & Quantity
  • 5.3 Button Color
  • 5.4 Name
  • 5.5 POS Name
  • 5.6 SKU
  • 5.7 Price
  • 5.8 Add Existing Items/Mods
  • 5.9 Add New Items/Mods
  • 5.10 Rearrange Items/Mods
  • 5.11 Remove Items/Mods

For more details about each permission, including who it should be assigned to, check out the access permissions reference in the Toast Platform Guide.
 

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Web Setup Access

Assign one or more of these web setup access permissions to owners and managers who are responsible for creating discounts, managing kitchen and payment settings, setting up taxes, and publishing configuration changes to all devices in the restaurant. In all cases, these configuration features require that employees have credentials to access Toast Web.
 

  1. Web Setup
    1. 6.1 Discounts Setup
    2. 6.2 Kitchen / Dining Room Setup
    3. 6.3 Payments Setup
    4. 6.4 Publishing
    5. 6.5 Restaurant Groups Setup
    6. 6.6 Restaurant Operations Setup
    7. 6.7 Change sets
    8. 6.8 Tax Rates Setup
    9. 6.9 Websites Setup
    10. 6.10 Printer and Cash Drawer Setup
    11. 6.11 Data Extension View
    12. 6.12 Data Extension Edit

 

For more details about each permission, including who it should be assigned to, check out the access permissions reference in the Toast Platform Guide.
 

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Device Setup Access

Assign one or more of these device setup access permissions to owners and managers who are responsible for configuring fundamental device-specific options. 

Note: Some device setup options are available only after a feature is enabled in Toast Web, or rely on an optional service or module.
 

  1. Device Setup
    1. 7.1 Terminal Setup
    2. 7.2 Advanced Terminal Setup
    3. 7.3 KDS and Order Screen Setup
    4. 7.4 Order Ready Board Access

 

For more details about each permission, including who it should be assigned to, check out the access permissions reference in the Toast Platform Guide.

 

Note: Some of the device setup access can be granted through POS Access permissions 1.1-1.5 as well (the POS "mode" permissions). The Setup > Device Setup options available to users with those POS Access permissions include: 
 

  • Receipt printer
  • Order Auto-Firing
  • Primary Service Area
  • Device Default Dining Option
  • Override Blank Tab Name Prompt (if Prompt for Tab Name is set to Yes)
  • Device Group
  • Order Purge Threshold
  • Bluetooth Easy Pairing
  • Credit Card Pre-Authorization
  • EMV Enabled
  • Add New Card Reader
  • Default Item Selection Mode
  • Enable SKUs
  • Enable Quote TIme
  • Menu Grid Dimensions
  • Model (read-only)
 

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Account Admin Access

To provide access to sensitive or specialized information for your Toast POS system, you can assign one or more of these account admin access permissions. Employees who have any of these permissions must also have credentials to access Toast Web.
 

  1. Account Admin
    1. 8.1 Financial Accounts
    2. 8.2 User Permissions
    3. 8.3 Data Export Config
    4. 8.4 Manage Integrations
    5. 8.5 Toast Shop Purchases
    6. 8.6 Toast Restaurant Card
    7. 8.7 Instant Deposit 
    8. 8.8 TipOut
    9. 8.9 Accounting Setup


Notes:

  • Instant deposit is currently enabled only in a limited release for a limited number of customers. Where enabled, instant deposit is available only to users with the necessary permissions, in the United States only. 
  • If a user needs to add or remove a subscription/module, be sure to enable permissions 8.4 and 8.5.

 

For more details about each permission, including who it should be assigned to, check out the access permissions reference in the Toast Platform Guide.
 

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Additional Resources

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TitlePermissions Reference Guide
URL NameAccess-Permissions-Reference
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