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Employees 2.35

The following sections provide information about changes that affect the way restaurant management interacts with employees.

Improvements

The following sections provide information about new and improved functionality.

Restaurant Employees Can Enable and Disable Loyalty Program Integrations

Restaurant employees can enable and disable loyalty/rewards program integrations on the Marketing > Rewards Program page of the Toast administration back-end. Previously, only Toast support teams could enable and disable a loyalty program integration. To enable or disable a loyalty program integration, you need the Manage Integrations permission.

Overtime Rules Page Clearly Indicates No Publishing is Needed

The Labor > Overtime Rules page now provides a clear message that changes you make on this page are applied immediately and do not need to be published.

Email Addresses No Longer Required for Every Employee Added to the Toast POS System

Previously, email addresses were required for all employees added to the Toast system. Now, on the Quick Add and Create User pages, adding emails are optional for users who only need POS access. Users requiring access to the Toast administrative back-end will still need a valid email address to be entered. Additionally, using the Invite User feature requires a valid email address to be entered.

New Time Entry Rounding Options

In the Toast administration back-end, the UI Options page has a new configuration setting in the Time Clock section called Time Entry Rounding Scheme. The Time Entry Rounding Scheme has two options:

  • All time entries are added together, then rounded for total hours

    This option represents existing behavior. With this option, the Toast POS system stores individual time entries using a more precise value that has more than two decimal places. This more precise value is used to calculate an employee’s pay (pay value X time entries). When presenting time entry information in Toast reports, however, showing more than two decimal places makes the reports difficult to read, so the Toast POS system does the following:

    • For individual time entries, the Toast POS system rounds the entry to two decimal places and displays that value in the report.

    • For aggregated time entries, the Toast POS system adds the entries together, rounds to two decimal places, and presents that value in the report.

    With this option, you should be aware that the Toast POS system uses the fully specified value when calculating an employee’s pay, even though it doesn’t show the fully specified value for time entries in the labor reports. This can lead to what appears to be a slight variation between the pay that you see in a Toast labor report and what you would get if you manually multiplied an employee’s 2-decimal time entry by their pay value.

  • Each time entry is rounded, then added together for total hours

    This option represent new behavior introduced with this release. With this option, the Toast POS system rounds individual time entries to two decimal places and stores those rounded entries. Reports that show individual time entries show the already rounded entries. Reports that show aggregated entries add the already rounded entries together. The benefit of this approach is that Toast reports directly reflect what is stored in the database. This means that, if you manually multiplied an employee’s time entry by their pay value, the number you get would exactly match what you see in Toast’s labor reports.

    This new behavior also matches the rounding approach taken by Toast Payroll and some third party payroll integrations. Using it will keep the reports you see in the Toast administration back-end in sync with Toast Payroll and any other third party pay integration that uses the “round first, then add” approach to time entry rounding.

Changes to Tips & Fees Summary Section in Shift Review

In the Toast POS app and in the shift review printout, the Tips & Fees Summary section has been renamed to Tips & Fees Earned. This section has also been updated so that a server’s tips and fees for the shift are always shown, regardless of whether they are paid out in cash at the end of the shift or paid out in payroll.

Tips Summary Renamed to Tips & Fees Earned

On the UI Options page of the Toast administration back-end, in the Shift Review Report Configurations section, Tips Summary has been renamed to Tips & Fees Earned.

Access Checkboxes Have Been Removed from Quick Add Users Page

Previously, the Quick Add Users page in the Toast administration back-end had checkboxes for quickly overriding the permissions of users added via this page:

These checkboxes have been removed and the page now looks like this:

When you create a user via the Quick Add Users page, you should select a Job and the user will inherit the permissions associated with that job. If you need to override the job’s permissions, you can do so on the Jobs and Permissions tab of the employee’s details page.

Fixes

The following sections provide information about fixed problems.

Disabled Autofill on Edit User and Create New User Pages

This release corrects an error on the Labor > Employees > Create New User and Labor > Employees > Edit User pages that occasionally caused the Employee ID and Password boxes to auto-fill with a previously saved password and email address. Note that this fix works for all browsers except Google Chrome.

Adding Time Entries Now Limited to the Current Restaurant

This release note applies to restaurants that use the enterprise module. Previously, if you clicked the Add Time Entry button, you would see a list of employees for all restaurants you have access to and, if you attempted to add a time entry for an employee not associated with the current restaurant, you would get an error . Now that menu is limited to employees at the current restaurant only.

Employee ID Field Removed from New Employee’s Profile Details

When newly invited employees first log into the Toast POS system, they are presented with their personal information so that they can finalize their employee profile. Previously, this information included the Employee ID field, which is a field that is used to connect an employee’s Toast record to other third party systems such as payroll. The Employee ID field should not be editable by the new employee and it has been removed from the profile information the new employee sees.

Note that, after the new employee has submitted their information and their profile has been completed, the Employee ID field can be viewed on the employee’s details page and users with the Restaurant Admin > Employee Info permission can edit it.

Clearing 'Enter password for Toast administration back end field' Now Also Clears Password Fields

In the Toast administration back-end, on the Basic tab of the Edit User or Create User pages, an issue existed where clearing the Enter password for Toast administration back end checkbox did not clear the Password and Confirm Password fields if they had been entered before the checkbox was cleared. This could result in inadvertently assigning a password to a user (if both the Password and Confirm Password fields were filled out correctly), or a validation error when the page was saved (if only the Password field was filled out). This issue has been fixed and the password fields are cleared when the Enter password for Toast administration back end checkbox is cleared.