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You can use jobs to help you quickly add employees with the same user permissions based on their position - whether it's a server, driver, cook, cashier, or a custom role in your restaurant. You can also set their Pay Basis there as salary or hourly.
- In Toast Web, navigate to Employees > Employee management > Jobs.
- Select + Add Job, which allows you to Create New Job or Quick Add Jobs.
- Create New Job - This allows you to configure various permissions and settings particular to that position.
- Quick Add Jobs - You can quickly add the job, but can't assign the job any permissions, so you'll have to go back and add permissions to the job at a later date.
- If you use Toast Payroll, this job will sync over to Toast Payroll almost immediately. Use Toast Payroll: Assign Employees to Multiple Jobs or Locations to assign this job to your staff.
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Cashiers require some specific configurations in order to be able to work out of cash drawers. To ensure drawers are secured to the correct employees, you'll need to set the right permissions.
- On the Jobs page, select + Add Job > Create New Job.
- Enter the role information into the correct fields based on your restaurant's operations. Ensure the Cashier? setting is set to Yes.
- Under Default User Permissions, select the check mark to the right of 1. POS Access to add all basic POS permissions.
- In the 3. Manager section of the Default User Permissions list, choose either 3.17 Cash Drawers (Blind) or 3.18 Cash Drawers (Full) and select the corresponding checkmark to add the permission to the job. Blind cash management will not show the employee the expected amount in a cash drawer, while full cash management will.
- Select Save to complete the process.
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For employees who run from table to table, you'll need to make a couple of configurations to ensure their cash transactions are correctly accounted for in your reports.
- On the Create New Job screen, enter the role information into the correct fields. Ensure the Cashier? setting is set to No. All other fields will be filled out based on your restaurant's operations.
- Under Default User Permissions, select the check mark to the right of 1. POS Access to add all basic POS permissions.
- Select Save to complete the process.
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Note: Any employee set up with a non-tipped, salary-only job(s) will not have the option to clock in or out. If you have a shift manager that should clock in and out, they should not be set up as a salaried employee unless their job role is also flagged as tipped.
For salaried employees who are not required to clock in, you'll need to configure the necessary permissions that will allow them to conduct end-of-day procedures and other related tasks.
- On the Create New Job screen, enter the role information into the correct fields. Ensure Salary is selected for the Pay Basis setting. All other fields will be completed based on your restaurant's operation.
- Salaries are excluded from Labor reporting because they are considered fixed costs.
- Under Default User Permissions, select the checkmark to the right of 1. POS Access to add all basic POS permissions.
- Select the checkmark to the right of 3. Manager to grant all manager permissions to this job.
- Select Save to complete the process.
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When creating hourly jobs, there's a setting called Reporting that allows you to include or exclude that job's labor hours and cost from reporting. All hourly roles default to being included in reporting. Excluding certain jobs will help you correct your reporting on revenue per employee hour and labor cost as a percentage of net sales.
This setting is essential for excluding any jobs that are:
- Marked hourly but considered fixed costs, such as hourly managers.
- General logins, such as AM/PM Bar, Takeout, or Cashier. These are logins that employees might use at the same time as their own job, but shouldn't be factored in as hourly labor costs.
To exclude a job role from labor reporting, change the setting to Do not include hours and pay under this job in restaurant labor summary reporting. Save your changes.
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With Toast, you can easily update the wage or user permissions for an entire job type. This essentially lets you update wages and permissions for multiple employees in bulk (as long as they don't have overrides applied at the employee level).
To edit a job's default wage/rate:
- In Toast Web, navigate to Employees > Employee management > Jobs.
- Select the job you want to edit and use the Default Pay field to update the wage on the job details page.
- Once you enter a new rate, you can retroactively apply that wage change for a specific start date using the Apply change to "Default Pay" starting field that appears below Default Pay.
- Save your changes.
To edit a job's permissions:
- On the job details page for the job you wish to edit, scroll down to the Default User Permissions section.
- Check or un-check the desired permissions to update the access associated with this job. For more information on user permissions, check out the Permissions Reference Guide.
- Save your changes.
Note: The Last Updated column in Toast Web will only show when a user makes changes to a job's title. It does not update when changes are made to a job's wage or permissions.
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To remove or archive an active job, follow the steps below. Removing an active job role will not affect previous reporting. If you remove a job role, historical entries will not be deleted from your Toast reports.
- Begin by navigating to Employees > Employee management > Jobs in Toast Web.
- Here you can view and edit your existing job roles. To remove a job, select the trash can icon in the rightmost column of the Jobs table.
- Deleting a job will affect all employees across all locations who are currently assigned the job. Employees will lose all permissions granted to them by the job, including POS access.
- You'll see a pop-up indicating the scope of this action. Read the details, check the box, and select Confirm to proceed.
- Before you save your changes, you have the option to undo your removal by selecting Undo Remove in the Jobs table. Once you save your changes, you can only reinstate this job by using the + Add Jobs button.
- Once you've double-checked that you're removing the correct job, Save your changes to complete the process.
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With Toast, you have the ability to export a list of active jobs to easily manage labor in your restaurant. If you're using a Labor / Payroll integration, you will be able to quickly export your directory to send to the integration partner.
Select the export icon (down arrow) at the top of the Jobs table to automatically generate a .csv file including the name of job title, external code, hourly or salary wage, the value of wage, tipped status, cashier status, driver status, and more.
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Elevated Permissions for the Creation of Users
In Toast Web, when you create a job that has access to sensitive permissions (i.e. finance access), you may be asked to enter a one-time, six-digit verification code that will be sent to your verified phone number.
If you haven't verified your phone number or if you've previously opted out of verifying, you'll be asked to verify your phone number at this time. To learn more about how to verify your phone number, check out the Security Features for Your Account section in Update Your Toast Web User Account.
If you decline to enter the one-time verification code, you will see an error message saying, “A one-time password is required to perform this action."
Note: This verification step will also occur if you try to unarchive a user with sensitive permissions.
You'll only be prompted to enter the verification code once within a login period.
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