Toast POS

Adding the Integration
Accessing the Integration Settings
Real-time Sales & Forecasting
Actual Labor
Mapping your Roles
Mapping your Employees
Enforce Schedule (Punch Enforcement)
Sync POS Time Clocking Data
Employee Sync
Syncing Wages

1. In your 7shifts account

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

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

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

2.  Click 'Add 7shifts in Toast' to be redirected to your Toast login

2. In Your Toast Account

Once logged into Toast: 

1. Go to Restaurant > Integrations >My Integrations

2. Click on 'Available 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. 

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

4. Select your location to add

5. Click on the gear icon to add Group ID

6. Paste your copied Partner Group ID into the blank space

7. Click 'Apply'

Navigate back to your 7shifts account

1. Hover over the 'More' menu  > Integrations > My Integrations > Connect a location

2. Choose your location from the 'Select a location' dropdown menu

3. Choose your Location name from the 'GUID' dropdown and click 'Connect'

Alternatively, 7shifts can activate the integration for you after completing step 2. An email will be sent to 7shifts requesting that we activate the integration, and our support team will be in touch with you within 1 business day to confirm the activation.

 Accessing the Integration Settings

Once our 7shifts Team has added your integration details to your account, you will need to enable and customize some of the individual features of the integration. To find these settings:

Hover over the  'More' menu  > Integrations > My Integration

My Integrations > Toast Settings:

 Real-time Sales & Forecasting

You can link your Toast POS with 7shifts to provide accurate sales forecasting when building schedules. This allows for more accurate scheduling and staying within your labor target percentage. 

Once your Toast credentials have been enabled, your real-time sales data will be enabled by default. You should start seeing sales data come in shortly, and will backfill 90 days previous sales if available. Your Projected Sales will use this data to make projections that will become more accurate as more data is available. Sales data from Toast syncs to 7shifts every 5 minutes.  

After activation, you will see Projected and Actual Sales data on your Sales vs. Labor Dashboard:

And in your Weekly Budget Tool:

Actual Labor

We integrate with Toast actual labour, 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 the slider ON 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. 

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. 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.

 Mapping your Employees

You'll need to map your employees between Toast and 7shifts to connect the Schedule Enforcement and Actual Labor features. 

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. 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. 

 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.

NOTE: 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 website: Enable 'Enforce Schedule'

  1. Hover over the 'More' menu and select 'Integrations' >My Integrations > Toast settings
  2. In the Labor tab, toggle ON 'Schedule Enforcement' 
    3. From the Toast WebsiteEnable 'Enforce Schedule'

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 'Schedule Enforcement' is enabled. 

Your integration should now be fully enabled.

After integration, publishing a schedule within 7shifts will 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 need to have Actual Labor turned on in your integration settings.
Prior to turning on employee sync, we recommend mapping your existing employees & roles. This will ensure employees you have chosen to ignore during mapping will not be created in 7shifts and employees will be assigned the correct roles when they are created.

To enable the 'Employee Sync' setting:

  1. Hover over the 'More' menu and select 'Integrations' > My Integrations > Toast settings
  2. Click 'Settings' beside the Location(s) that you want to enable
  3. In the Employee Data tab, toggle ON the 'Employee Sync'

Once enabled, when 7shifts detects a new employee on your POS that does not match any existing records, we will automatically create the employee and send them an invite to 7shifts. 7shifts will sync the following fields when creating an employee: first name, last name, email, roles, and wages (when wage sync is also enabled).

4. Any recently added employees will be tagged as NEW on your employee page so you can adjust their settings or permissions once they have been created in 7shifts.

Click here to learn more about Employee and Role Mapping.

 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'll want to ensure that you have you have properly mapped your Roles.

To enable the 'Wage Sync' setting:

  1. Hover over the 'More' menu and select '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 On the enable Wage Sync

In order to apply the Wage Sync feature, you'll need to enable Wage-Based Roles.

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