This guide will be removed on April 29, 2022. Please use our new, easier-to-use Toast technical documentation site. All updated content is on the new site.

Manager access permissions

To provide access to options and features on Toast POS devices that entail greater responsibility, you assign one or more of these manager access permissions. You must assign these permissions along with one or more of the mode permissions. In addition, some of these features require user credentials to access the Toast administration back-end.

The following table includes information about the Manager access permissions on the job details page. To open the job details page, select Employees > Employee management > Jobs, and then select the job title.

Access Permission Description

Manager

Gives access to the ability to look up customers using personal information.

On the Toast POS home screen, gives access to Manager Activities > Lookup Customer. In restaurants that set Enable Next Day Mode on POS to Yes, gives access to Setup > Toggle Next Day Mode.

When assigned with the Pending Orders Mode/Orders Hub Mode access permission, gives access to the Device Setup > Enable quote time option which displays estimated takeout and delivery times in the title bar of the Table Service and Quick Order screens.

Assign to managers and others who need to complete these tasks.

As a best practice, assign this permission to a job or employee only when you are assigning one or more of the other manager access permissions. If you disable all of the other manager access permissions, be sure to disable this permission also.

Discounts

Gives access to all discounts. Must be assigned along with either Table Service Mode or Quick Order Mode.

On the Table Service or Quick Order screen, employees with this permission can select Discnt and proceed to apply an amount or percentage without asking for a manager's help.

Assign to managers and others who need to apply discounts to item prices, orders, or check totals.

Transfer/Rewards Adjustment

Gives access to Payments > Gift cards > Transfer gift cards in the Toast administration back-end. Employees with this permission can select an account and deactivate it after transferring the balance to a new account or gift card, or combine its balance with a new account or gift card.

Available only at restaurants that use this optional feature.

Assign to managers and others who need to review and make adjustments to customer rewards account balances.

Gift Card Adjustment

Gives access to the Adjust Balance option on the Reports > Payments > Gift card balances report in the Toast administration back-end. Must be assigned with Gift/Rewards Card Reports.

Available only at restaurants that use the optional Gift Cards feature.

Assign to managers and others who need to review and make adjustments to gift card balances.

Bulk Transfer Checks

Gives access to one or more open or paid checks so that the server can be changed. Typically assigned with Quick Order Mode or Table Service Mode.

Employees with this permission can select one or more of their own checks on the previous checks or Payment Terminal screen and then select Transfer Checks without asking for help. When assigned along with Edit Other Employees' Orders, employees can select and transfer other employees' checks in addition to their own.

Assign to managers and others who need to update checks, either singly or in bulk, to reflect a service staffing change.

For more information, see To transfer one or more checks to another server.

Bulk Void Open Checks

Gives access to one or more open checks so that they can be cancelled. Often assigned with Payment Terminal Mode.

Employees with this permission can select one or more of their own checks on the previous checks screen and then select Void without asking for help. When assigned along with Edit Other Employees' Orders, employees can select and transfer other employees' checks in addition to their own.

Assign to managers and others who need to cancel open checks, either singly or in bulk.

For more information, see To void one or more open checks.

Bulk Close Paid Checks

Gives access to one or more paid checks so that they can be closed. Often assigned with Payment Terminal Mode.

Employees with this permission can select one or more of their own paid checks on the previous checks screen or Payment Terminal screen and then select Close. When assigned along with Edit Other Employees' Orders, employees can select and close other employees' checks in addition to their own.

Assign to managers and others who need to close paid checks rapidly.

For more information, see To close one or more paid checks.

Void Items/Orders

Gives access to orders that have been sent to the kitchen so that items or entire orders can be cancelled. Must be assigned along with either Table Service Mode or Quick Order Mode.

On the order screen, employees with this permission can select a sent item and then select Void without asking for a manager's help.

On the order or payment screens, employees with this permission who select the Overflow menu (the icon) and then Void Order can proceed without asking for a manager's help.

"(VOIDED)" appears on corresponding KDS tickets with lines through the voided items, or prints on a new ticket as configured by Print Ticket Changes.

Assign to managers and others who need to cancel items and orders after they are sent to the kitchen.

For more information, see Voiding checks.

Void/Refund Payments

Gives access to the void closed checks feature. Often assigned with Payment Terminal Mode.

For a closed check, employees with this permission who open the payment screen and then select Void can proceed without asking for a manager's help.

Assign to managers and others who need to void payments and make refunds.

Unlinked Refunds

Gives access to Payments > Transactions & refunds > Find checks & issue refund in the Toast administration back-end. Employees make "unlinked" refunds when the original check cannot be found to void and refund, or when the customer requests the refund to a different credit card.

Available only at restaurants that use this optional feature.

Assign to managers and others who need to make refunds when the original check cannot be found or used.

Edit Sent Items

Gives access to orders that have been sent to the kitchen so that modifiers can be changed. Often assigned with Quick Order Mode.

For an open check, employees with this permission who tap on a sent item and change the item's modifiers can proceed without asking for a manager's help. "(CHANGED)" appears on corresponding kitchen tickets.

Assign to managers and others who need to make adjustments to orders after they are sent to the kitchen.

Other Payment Types

Gives access to the restaurant's custom payment types. Often assigned with Table Service Mode, Quick Order Mode, or Payment Terminal Mode.

For an open check, employees with this permission who open the payment screen and then select Other can proceed without asking for a manager's help.

Assign to managers and others who need to be able to accept established, alternative forms of payment for checks.

Shift Review

Gives access to the shift review report for every employee who has the Table Service Mode, Quick Order Mode, Payment Terminal Mode, or Delivery Mode access permission, and to the time cards for every employee with a POS access code for the Toast platform.

On the Toast POS home screen, gives access to Manager Activities > Shift Review and Time Cards.

Assign to managers and others who need to monitor the payments received by, cash owed to or from, and hours worked by other employees.

Negative Declared Tips

Gives access to negative tip amount entries during shift review without asking for a manager's help.

Available only at restaurants that enable this optional feature in the Toast administration back-end by selecting Front of house > Order screen setup > UI options and setting Negative Declared Tips to Yes.

Assign to servers and others who share cash tips or tip out other employees from their own cash banks.

Edit Time Entries

Gives access to Manager Activities > Time Cards on the Toast POS home screen, where employees can view and update the date and time that other employees clocked in or out. Must be assigned with Shift Review.

Assign to managers and others who need to make corrections to reported work time.

End Breaks Early

Gives access to end a break early and clock back in without asking for a manager's help. Employees are prevented from ending a break early if the break's Enforce Minimum Time configuration option is set to Enabled.

Employees who do not have this permission see the Manager Required: Ending Breaks Early dialog box when they return from a break early; this dialog box does not appear for employees who have this permission.

Assign to managers and others who must assist employees that end a break early.

Close Out Day

Gives access to the "Z report" sales summary for the current day, an optional report of check status and employee activity. Often assigned with Shift Review.

On the Toast POS home screen, gives access to Manager Activities > Close Out Day. When assigned with Sales Reports, the Full Sales Report option becomes functional for employees who have credentials for the Toast administration back-end.

Assign to managers and others who need to audit current status and prepare for automated close out activities.

Cash Drawers (Blind)

Gives access to Manager Activities > Cash Drawers on the Toast POS home screen without reporting the expected cash amount. Must be assigned with Cash Drawer Access.

Assign to cashiers and others who need to close out and replace cash drawers at the end of a shift.

For more information, see Cash management overview.

Cash Drawers (Full)

Gives access to Manager Activities > Cash Drawers on the Toast POS home screen including the starting balance and expected cash amounts. Must be assigned with Cash Drawer Access.

For managers who need to add deposits for past dates in the Toast administration back-end, Edit Historical Data is also required. When assigned with Sales Reports, also gives access to the Reports > Cash and loss management reports in the Toast administration back-end.

Assign to managers and others who need to close out and replace cash drawers at the end of a shift.

For more information, see Cash management overview.

Cash Drawer Lockdown (Override)

Gives access to cash drawers that are locked to other employees to take payments and make cash entries.

This permission also allows the employee to close any cash drawer and (if they also have the Pay Out permission) to authorize pay out transactions from any cash drawer.

Assign to managers and others who need to access a cash drawer that is locked to another employee.

For more information, see Cash management overview.

Large Cash Over/Under

Gives access to close a cash drawer with a cash variance (either overage or shortage) that is larger than a configured amount. The threshold for this amount is set in the Closeout Over/Short Max field on the Front of house > Order screen setup > UI options page.

Assign to employees who need to close drawers without manager override for cash variances that exceed a configured threshold.

For more information, see Cash management overview.

Adjust Cash Drawer Start Balance

Gives access to increase or decrease the beginning amount of cash of a cash drawer.

Assign to managers and others who need to adjust discrepancies in cash drawer balances.

For more information, see Cash management overview.

Pay Out

Gives access to take a cash payout from the restaurant (house) or any cash drawer that is not locked to a different employee.

Assign to managers and others who need to remove cash to pay for restaurant services or goods.

For more information, see Cash management overview.

Find Checks

Gives access to Manager Activities > Find Checks & Issue Refund on the Toast POS home screen. Also provides access to Payments > Transactions & refunds > Find checks & issue refund in the Toast administration back-end.

Assign to managers and others who need to search for checks by date, check number or amount, customer information, or credit card number.

Register Swipe Cards

Gives access to Manager Activities > Register Swipe Card on the Toast POS home screen. Allows the employee to create an association between a Toast POS user account and a card with a magnetic strip.

Note

When you register a card, the Toast POS system identifies the type of card reader used. The card can then be used to sign in to devices with similar card readers. To sign in to devices that are paired with a different type of card reader the employee must enter their POS access code.

Assign to managers and others who need to provide employees with an alternative to entering their POS access code for accessing Toast POS devices.

Open Items

Gives access to orders for items, modifiers, or merchandise that are not on the menu. On the order screen, employees with this permission can use +Item without asking for a manager's help.

Assign to servers and others who need to place customized orders or sell off-menu merchandise.

Log Book

Gives access to Manager > Manager Log in the Toast administration back-end to review or add entries about operational, customer, or personnel issues on a given date.

Available only at restaurants that use this optional feature. Contact Toast Support, and use the Toast administration back-end Toast account > Notifications & alerts > Contact settings to configure entry categories and Email Contact Settings to configure recipients of automated nightly summaries by email.

Assign to managers and others who need to make a record of incidents and issues that affect sales or customer or employee relationships.

Send Notifications

Gives access to Front of house > Tables & sections > Send notifications in the Toast administration back-end.

Assign to managers, chefs, and others who need to get information to employees who use Toast POS devices. Notifications can be sent to specific device types or to employees who hold specific jobs, and continue to appear until deleted.

Tax Exempt

Gives access to placing orders for tax exempt organizations.

On the order screen, employees with this permission who select the Overflow menu (the icon) and then Tax Exempt can proceed without asking for a manager's help.

Assign to managers and others who need to accept a tax-exempt number from customers to change the taxable status of an order.

Throttle Online Orders

Gives access to the Throttle Online Orders option on the Pending Orders screen of a Toast POS device, which controls the amount of additional prep time that the Toast platform adds to takeout and delivery orders made online. Applies to locations that use the online ordering feature.

Assign to managers and others who need to adjust the capacity for online orders.