Menu manager permissions

The menu manager is controlled by these permissions:

  • 4. Restaurant Admin > 4.5 Edit Full Menu

  • 4. Restaurant Admin > 4.14 Local Menu Edit

  • 6. Web Setup > 6.4 Publishing

  • 6. Web Setup > 6.7 Change sets

The following sections provide more details.

Permissions for accessing menu manager

You must have the 4. Restaurant Admin > 4.5 Edit Full Menu or the 4. Restaurant Admin > 4.14 Local Menu Edit permission to the location you are logged into to access the menu manager. If you do not have one of these permissions, you will not see the Menus > Menu management > Menu manager option in Toast Web.

Permissions for editing menus

To make edits to your menus, you must have the permissions described in the sections below.

For single location restaurants

Employees with the 4. Restaurant Admin > 4.5 Edit Full Menu permission can edit any aspect of the menu, using any of the menu manager views: Full menu, Items, Modifiers, or Price levels.

Employees with the 4. Restaurant Admin > 4.14 Local Menu Edit permission cannot see the Full menu view and are limited to the following menu edits in the other views:

For employees with the Local Menu Edit permission, the other menu entity properties are grayed out to indicate you cannot edit them.

For multi-location restaurants

To edit a menu entity, you must have the 4. Restaurant Admin > 4.5 Edit Full Menu or 4. Restaurant Admin > 4.14 Local Menu Edit permission to that menu entity's owner, or to one of the owner's parents in the location group hierarchy.

For example, consider the following location group hierarchy:

  • Corporate

    • Northeast Franchises

      • Boston

      • New York City

And the following menu items and their owners:

  • Pasta Primavera, Owner: Corporate

  • Turkey Club, Owner: Northeast Franchises

  • Lobster, Owner: Boston

If you have the Edit Full Menu or Local Menu Edit permission to the:

  • Corporate group, you can edit all three menu items because all three menu items are owned by the Corporate group or a child of the Corporate group.

  • Northeast Franchises group, you can edit the Turkey Club, which is owned by the Northeast Franchises group, and the Lobster, which is owned by Boston, a child of the Northeast Franchises group.

  • Boston location, you can only edit the Lobster menu item.

The type of edits you are allowed to make depend on the permission you have. Employees with the Edit Full Menu permission can edit any aspect of the menu entity, using any of the menu manager views: Full menu, Items, Modifiers, or Price levels.

Employees with the Local Menu Edit permission cannot see the Full menu view and are limited to the following menu edits in the other views:

For employees with the Local Menu Edit permission, the other menu entity properties are grayed out and cannot be edited.

If you do not have the Edit Full Menu or Local Menu Edit permission to a menu entity's owner, or to one of the owner's parents in the location group hierarchy, but that entity is used by one of your locations, then the menu manager does the following:

  • In the Items, Modifiers, and Price levels views, the menu entity is visible so you can see its configuration, but you cannot edit it.

  • In the Full menu view, the menu entity is visible in the menu hierarchy table but the user interface controls that allow you to edit it, for example, the reorder icon and the overflow menu, are hidden.

    When you select the entity, the side panel opens so you can see its configuration, but a banner at the top of the panel indicates that the information is read-only.

If you do not have the Edit Full Menu or Local Menu Edit permission to a menu item's owner, or to one of the owner's parents in the location group hierarchy, but that menu item has location-specific prices that are used by your locations, then you can see the menu item in Items view and edit the prices that are used by your locations. The same is true of modifier item references: you can see and edit location-specific prices on modifiers that are used by your locations in Modifiers view.

For more information, see Owners and permissions.

Permissions for publishing changes

To make menu configuration changes available to the Toast API and Toast platform, you must publish them after you save them. For example, you add a new item to a menu or change menu prices. When you save those changes, they are not reflected on Toast POS devices or in Toast API results until you publish them. If you manage multiple locations, you must make sure that you publish changes to all of the locations where the changes apply.

On the Toast platform, you have two options for publishing your changes. You can publish the changes manually when you are ready for employees and guests to see them or you can schedule them to be published at a specific date and time in the future. The Permissions for manual publishing and Permissions for scheduled publishing sections below describe the permissions you need for manual publishing and scheduled publishing.

If you don't have the correct publishing permissions, you can still save your changes but you cannot publish them, either manually or using scheduled publishing.

Note

Changes you make on Full menu view must be manually published because this view does not support scheduled publishing. The Items, Modifiers, and Price levels views support both manual and scheduled publishing.

Note

For information on deciding when you should publish your changes, see Understanding when to publish your menu. For information on using the two publishing workflows, see Publishing menu manager changes.

Permissions for manual publishing

To manually publish changes you make in menu manager, you must have the 6. Web Setup > 6.4 Publishing permission as described below:

  • For single-location restaurants, you must have the Publishing permission at the location you are logged into.

  • For multi-location restaurants, you must have the Publishing permission to the locations you are publishing changes for.

Permissions for scheduled publishing

The scheduled publishing feature, which is available on the Items, Modifiers, and Price levels views, lets you make changes to your Toast configuration that are then saved and published at a later date and time. When you use this feature, you create change sets. A change set records updates you want to make to your Toast platform configuration. At the date and time you specify, the updates in the change set are saved to the saved database and then immediately published to the published database, making them available to employees and guests.

The scheduled publishing feature requires both the 6. Web Setup > 6.7 Change sets and 6. Web Setup > 6.4 Publishing permissions, as described below:

  • The Change sets permission controls the ability to work with change sets. Having the Change sets permission to the session restaurant you are logged into allows you to create new change sets, delete change sets, and edit the schedules and names for change sets. This includes change sets you have created and change sets created by other employees.

  • The Publishing permission lets you add configuration updates to and view information about existing change sets. This means you can:

    • Select an existing change set to add your configuration changes to when scheduling them for publishing.

    • See and select the change set calendar icons in the Items, Modifiers, or Price levels views to find out which change sets a menu entity is included in.

      The location of the calendar icon for a menu item.

    • View change sets in the publishing center. (You still need the Change sets permission to edit the name or schedule for a change set in the publishing center.)

    (Multi-location only) The Publishing permission also controls the Schedule button you use to create a change set. You must have the Publishing permission to all the owners of all the entities you changed for the Schedule button to be active.

  • You must have both the Change sets and the Publishing permission to see the View scheduled link at the top of the menu manager views. This link allows you to see a list of scheduled publishes that have not executed yet.

    The location of the View scheduled link on the Items page.

It is important to note that the Change sets and Publishing permissions only give you permission to work with the change sets themselves. To work with the changes stored in a change set, you must have additional permissions specific to the type of changes you want to store. In the case of menu manager, you must have the 4. Restaurant Admin > 4.5 Edit Full Menu or 4. Restaurant Admin > 4.14 Local Menu Edit permission as described in Permissions for editing menus.

Note

For more information about saving and publishing, including the difference between them, see Understanding saving and publishing. For more information about change sets, see Understanding scheduled publishing and change sets.