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User permissions let you control what your employees can and can't do on a Point of Sale (POS) and Toast Web. Permissions can only be assigned by employees identified as account administrators.
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You cannot assign permissions, edit wages, or assign/edit the job of an employee unless you have access to all of their permission yourself (even if you are an administrator). If you contact our Customer Care team for assistance adding permissions, they will need to verify that you are assigned the permissions that you're trying to give to another employee.
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If you encounter browser compatibility issues, consider using Google Chrome as it is the recommended browser for Toast.
For an overview of all permissions available in Toast, check out the Permissions Reference Guide. If you're encountering an issue with assigning user permissions as described below, see this Toast Central article: Get Help With User Permissions for Toast POS.
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There are two primary ways of assigning user permissions in Toast: job-based permissions, and user permissions/overrides.
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Job-Based Permissions for Toast
Each job in Toast can be given a set of default permissions.
For example, you could assign 1.1 Quick Order Mode, 1.7 Cash Drawer Access, and 1.13 No Sale permissions to your Cashier job. All employees assigned to that job would automatically have those permissions when clocking in as a Cashier. You can quickly revoke permissions by making changes in one place instead of having to make changes for every user.
If a user is assigned more than one job, they will receive the combined permissions of all those jobs. It is not currently possible to restrict a user's permissions to the job they are currently clocked in under.
To assign a different job role to an employee:
- Open the employee’s profile in Toast Web.
- Navigate to Jobs & Permissions.
- Select the new job role and deselect the old one.
- Save the changes.
To learn more, check out this Toast Central article: Create and Edit Job Roles for Toast POS.
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User Permissions/Overrides
Permissions can be assigned at the individual user level to override the job-based permissions. This can allow you to give certain employees more responsibility than others in their job roles.
For example, let's say you want to give one of your cashiers access to perform voids. You can edit that specific employee's permissions and override the inherited Cashier job permissions to give them access to perform voids. This can also work in reverse, where a job grants users a given permission, but at the user level it is overridden to remove that permission for that one employee. To learn how to update employee permissions, check out this Toast Central article: Add and Edit Employees and Wages in Toast's Back-End.
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Advanced Permissions Setup for Multilocation Restaurant Groups
Employees in multi-restaurant groups (using Toast Multilocation Management, or MLM) may also be assigned permissions at the group level. This is mostly used to control reporting access without many manual changes.
For example, if a particular user is a regional manager who oversees 30 locations, it would be very difficult to manage which data/reports can and cannot be seen if you had to go into each individual restaurant and configure the permissions. It would also be error-prone.
Users who have 8.2 User Permissions granted to them at the group level can manage these group-level permissions for other users. Please contact Toast Customer Care if you are just starting to use Toast at your restaurant group and you need to assign someone this role.
To update permissions on a group level:
- In Toast Web, navigate to an employee's Jobs and Permissions page and select Add Group / Restaurant Permissions.
- Select a restaurant or group for which you want to update the permissions.
- The permissions editor section will reload to look like below. Select the group or restaurant name to expand a permissions menu.
- You can now override and update any permissions.
Note that this group-level access can be completely revoked by selecting the trashcan icon on the collapsed group permissions table.
For situations with complex group setups having more than one level of groups, permissions can be adjusted at any level of the group structure. If you're encountering challenges at the group level, ensure that the appropriate permissions are granted at both the group- and location-specific levels. For help with this or any complex scenarios, please contact Toast Customer Care.
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Currently, group-level permissions only allow back-end access. If a user needs to log in to a Toast device, they will need to be explicitly added as an employee at the location they are trying to access. Once they are added, they'll receive the permissions inherited from the group, but the manual step of adding them as an employee still needs to be taken.
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For an overview of all permissions available in Toast, check out the Permissions Reference Guide.
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If you encounter challenges with permissions in Toast, consider the following solutions:
- Verify if your permissions profile includes the required access for managing jobs. Missing permissions must be added by an administrator.
- Ensure essential permissions such as "Enable Job-Based Access" are active across all locations.
- If editing options are disabled, enable these features by marking the checkbox for editing permissions.
- Log out and log back into the system to refresh your session if syncing issues occur.
To learn more, see Get Help With User Permissions for Toast POS.
If a job code is set up, but not visible on the POS:
- Go to the passcode screen in the Toast app by selecting Switch User.
- Tap the overflow menu (three dots) in the top-right corner.
- Select Resync Data from the dropdown.
Occasionally, a job code may disappear. To fix this:
- Open the employee’s profile in Toast Web.
- Uncheck and recheck the problematic job role to reassign.
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Additional Resources for User Permissions
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