While transitioning to Toast, you may have previous customer loyalty information that needs to be transferred. You can move customer data and point balances of your existing loyalty program into Toast so your customers can continue to redeem their rewards seamlessly. Follow the steps below to compile the information needed to transfer your old loyalty program into Toast's integrated loyalty module.
In This Article:
To ensure a smooth and accurate data import, you must compile the following information into a spreadsheet format (.xls or .csv files only).
Some information is required, while other information is just encouraged. Some data may not be applicable when creating your spreadsheet.
Required:
- Point balance - this can be the current number of points a customer has accrued already, or you can set these to a specific number (even a zero value).
- Email and/or phone number - one or both of these are needed to associate a point balance to. Phone numbers should be provided in a 10-digit format with no characters (Example: 6176820225).
Encouraged:
- Full name
- First name
- Last name
- Gift card number
- Cash balance - if applicable
- Address 1
- Address 2
- City
- State (Abbreviated style only, for example, MA for Massachusetts)
- Zip code
- Birthday (formatted in MM-DD-YYYY)
- Notes - any extra information you may want to be associated with the customer
You can usually obtain this data by contacting your existing loyalty program provider. Sometimes, the provider may allow you to log in and download a report of the existing data.
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Submit your loyalty program data 1-2 days before your go-live date. This ensures that your loyalty data in Toast is as accurate as possible. For example, if your data were submitted on a Monday, but you weren't going live with Toast until Friday, any loyalty points accumulated or used on Tuesday, Wednesday, and Thursday would not be in your system.
If you're aware of duplicate customer loyalty accounts in your files, please advise us on how you'd like to consolidate them when you submit them.
Break out your data in a similar manner to the sheet below:
| Card # | Cash Balance | First Name | Last Name | Full Name | Address 1 | Address 2 | City | State | Zip | Phone | Email | Birthday | Points | Notes |
| 102030400 | $30.00 | Ziggy | Stardust | Ziggy Stardust | 123 Main Street | Suite 456 | Boston | MA | 02116 | 6176422131 | davidrobertjones@example.com | 01-08-1947 | 125 | Visits every Tuesday |
| 133352145 | $22.00 | Freddie | Mercury | Freddie Mercury | 987 Bohemian Avenue | N/A | Cambridge | MA | 02138 | 5087776363 | dontstopmenow@example.com | 09-05-1946 | 90 | N/A |
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Submit your .xls or .csv file to your project coordinator or restaurant success manager. If you are live on Toast, Loyalty accounts can be uploaded by our Customer Care team using a .xls or .csv file.
Remember to include your restaurant's name and contact information so we can reach you if there are questions about your loyalty data import.
Depending on the complexity of the data, imports are usually completed within 10 to 15 business days. Turnaround time is faster if your data is formatted properly according to the guidelines above.
NOTE: Wait times may vary depending on volume.
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Additional Resources
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