Toast POS

Accurate sales and labor data tracking is at your fingertips with the Toast POS integration!

SKIP AHEAD TO:
Adding the Integration
Actual Sales & Forecasting
Actual Labor
Mapping your Roles
Mapping your Employees
Enforce Schedule (Punch Enforcement)
Sync POS Time Clocking Data
Employee Sync
Syncing Wages
⚠️Access to certain features may require an upgrade from your current plan.


Adding the Integration 

Step 1: In your 7shifts account

1. Hover over the 'More' menu > Integrations > My Integrations and click 'Add Integration.'

2. Search for Toast in the list, select the box, and click 'Next.'

3.  Click on 'Copy' to copy your unique 7shifts Partner Group ID.

4.  Click 'Login to Toast' to be redirected to your Toast account's login page.

Step 2: In Your Toast Account

Once logged into Toast, complete the following:

1. Go to Integrations > Browse & purchase integrations.

⚠️Effective 01/13/2020, Toast will charge $25/month per location to access the integrations options. If you have not yet activated this function, or are adding a new location, you will be prompted to subscribe to the integrations page. 

2. Find 7shifts and click on 'Add Now.'

3.  In the dropdown, select your location(s) in Toast that you wish to connect with 7shifts.

4. Next, head to Integrations > Configure integrations.

5. Click on the gear icon to add the Group ID that you copied from 7shifts earlier.

6. Paste the 7shifts Partner Group ID into the blank space under the 'Group ID' field in Toast. If you are connecting multiple locations, paste the same Partner Group ID for all of the locations that you wish to connect at this time.

❗️Ensure that you leave the Location ID fields blank.

7. Click on 'Apply.'

Step 3: Navigate back to your 7shifts account

1. Hover over to the 'More' menu > Integrations > My Integrations >Toast. 

2. Click on 'Connect a location.'

3. Choose your 7shifts location's name and the location's name in Toast within the dropdowns.

4. Then, click on 'Connect.'

5. Once connected, you'll see your location listed below. You will need to click on 'Connect a location' for any additional locations you wish to connect that were also configured in Toast.

⚠️If you've previously connected Toast with 7shifts, but haven't entered the 7shifts Partner ID for all of your locations in Toast yet, you can access your 7shifts Partner Group ID again by clicking '+Add Account' and following the connection process from there.
⚠️It may take hours for the system to start bringing in your previous sales. If they do not appear initially, please check back in a few hours.


Actual Sales & Forecasting

Once your integration has been activated, your real-time sales data will be enabled by default. We will backfill 90 days of previous sales, if available. 7shifts will also use those Actual Sales values to populate Projected Sales, allowing you to create schedules based on those projections. These will become more accurate over time as more data is available. Sales data from Toast POS syncs to 7shifts every 5 minutes.

7shifts will begin pulling in your sales data into the Dashboard, Manager Log Book, Actuals Report, and the Labor Budget Tool.

Dashboard:

Click here to learn more about the Dashboard.

Manager Log Book:

Click here to learn more about the Manager Log Book.

Actuals Report:

Click here to learn more about the Actuals Report.

Labor Budget Tool:

Click here to learn more about the Labor Budget Tool.

Projected Sales

Now when you go to build schedules for future weeks, 7shifts will automatically look at past historical sales and insert your sales projections for you. This allows for more accurate scheduling if you're wanting to stay on budget and within your labor targets.

Actual Sales

The Actual Sales will initially be empty for the current or future days until sales start rolling in. Once the sales numbers have been pulled into 7shifts, they will be shown appropriately under those specific days.


Actual Labor

We integrate with Toast actual labor, this means that your actual labor costs will be pulled into 7shifts. Once enabled, your actual labor costs will be displayed on the Dashboard allowing you to compare Sales vs. Labor.

To enable Toast Actual Labor: 

1. Hover over the 'More' menu > Integrations > My Integrations > Toast.

2. Click 'Settings' beside the Location(s) that you want to enable.

3. Click on the 'Labor' tab and toggle on the slider for 'Actual Labor.'

You'll see the Actual Labor numbers update on the Dashboard on the day you enabled Toast actual Labor. Going forward, these numbers will be updated daily from your Toast terminal.


 Mapping your Roles

You'll want to map your specific Roles between Toast and 7shifts to easily assign Roles when adding new employees from Toast. This is how you will be able to match your Roles in 7shifts to their counterparts in your POS.

⚠️It is especially important to ensure that you map your Roles correctly before enabling the Wage Sync feature.
To map your Roles:

1. Hover over the 'More' menu and select 'Integrations.'

2. From there select Mapping > Roles

7shifts will automatically map any Roles that already exist between Toast and 7shifts, if they are both spelled the same way, with the same capitalization and spelling. You'll find those under the 'Mapped' heading. 

If 7shifts was not able to auto map the specific Roles, you'll need to either create the Role within 7shifts or Toast, or map it to another existing Role.

Click here to learn more about mapping Roles.

 Mapping your Employees

You'll need to map your employees between Toast and 7shifts to connect the Schedule Enforcement and Actual Labor features. This is how you will be able to match your Employees in 7shifts to their counterparts in your POS.

1. Hover over the 'More' menu and select 'Integrations.'

2. From there select  Mapping > Employees.

7shifts will automatically map any Employees that already exist between Toast and 7shifts, if they are both spelled the same way, with the same capitalization and spelling. You'll find those under the 'Mapped' heading. 

For unmapped Employees, you can either match up, ignore, or create the Employee. 

  • Match: Simply find the corresponding employee on the list.
  • Ignore: You'll want to ignore if the employee will never need to clock in/out (i.e. salaried employees).
  • Create: This will add the employee to 7shifts, allowing you to start scheduling them. 
⚠️If the employee exists in 7shifts but not in Toast, you can also create them in Toast.

If an incorrect match was made, you can always correct the mistake by unmatching them. The employee will now be listed under 'Unmapped' and you can assign them correctly from there. 

Moving forward, you can add your new employees to Toast or 7shifts. New employees will be mapped automatically if a match is found. 

Click here to learn more about mapping Employees.

 Enforce Schedule (Punch Enforcement)

You can now ensure staff only clock into Toast when they're scheduled to work. In turn, this allows you to control and reduce labor costs.

Here's how it works: Shifts are automatically synced to your Toast POS. Staff clock in/out on Toast. Toast will then validate whether or not that employee is scheduled to work and can clock in. If they are scheduled to work, they will be allowed to clock in.

⚠️If the employee isn't scheduled to work at that time, they will not be allowed to clock in unless a manager overrides.
How to get started:

From 7shifts:

1. Hover over the 'More' menu > Integrations > My Integrations > Toast > Settings.

2. In the 'Labor' tab, toggle on 'Schedule Enforcement.' 

From the Toast Website:


In the Toast Back Office, you'll have to do two things.

1. Go to Labor > Scheduling and customize the number of minutes an employee can clock early / late. 

2. Go to Other Setup > UI Options, and ensure that 'Enforce Scheduling' is enabled.

Your Schedule Enforcement integration should now be fully enabled!

After integration, publishing a schedule within 7shifts will also have shifts appear in Toast.


Sync POS Time Clocking Data

If you have a POS integration that includes labor, you have the option to view your employee's time clocking entries from the POS within 7shifts. In addition, you are able to export this time clocking data to any of our payroll integrations.

Click here for more information on enabling this function.

Employee Sync

7shifts can automatically create a new employee when you add them to your POS. Streamline your employee onboarding process by eliminating the need to enter employee information twice. Employee Sync also helps ensure your employee records match in both systems, so your labor data is always up to date in 7shifts.

⚠️ To use Employee Sync, you will first need to:

1. Have Actual Labor turned on in your integration settings.

2. Map your existing Employees. This will ensure Employees you have chosen to ignore during mapping will not be created in 7shifts.

3. Map your Roles. This will ensure Employees will be assigned the correct Roles in 7shifts when they are created.

Click here for more information on enabling this function. 


 Syncing Wages

You can set your Employees' wages in 7shifts to sync with the wages from your POS. This will ensure that your wages within 7shifts are always up to date with the wage in your POS.

⚠️ Prior to syncing wages, you will need to enable Wage-Based Roles and have properly mapped your Roles.
To enable the Wage Sync setting:

1. Head over to the 'More' menu > Integrations > My Integrations > Toast > Settings.

2. Click 'Settings' beside the Location(s) that you want to enable.

3. In the 'Employee Data' tab, click the slider button to enable 'Wage Sync.'

⚠️ Wages through Wage Sync will update every 60 minutes.
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