Toast: Roles and Permissions

Role Hierarchy

Toast employs a three-tiered role hierarchy to manage permissions across different levels of the organization:

1. Group Level: This is the highest level, applying to multi-location groups. It allows centralized management of back-end permissions such as reporting across multiple restaurants. Users assigned permissions at this level still need to be added as employees at specific locations to access POS devices. The feature is designed as a tool for backend editing.

2. Restaurant Level: This level represents individual restaurants or locations. Permissions are set at this level using “jobs” as roles that control access to location-specific functions, ensuring that users only have access to data and features relevant to their job.

3. User Level: The lowest level allows for individual customization of permissions. Specific employees can have their permissions tailored by overriding default roles assigned at higher levels, ensuring more granular control over their access.

Default Job Roles and Permissions

Toast offers a comprehensive set of predefined job roles, each with specific permissions categorized into several groups. These include:

• POS Access: Modes: These permissions grant employees access to specific modes on the POS device. Examples include:

  • Table Service Mode: Grants access to the table service functionality.

  • Quick Order Mode: Allows employees to take quick orders.

  • Payment Terminal Mode: Grants access to payment processing functions.

  • Pending Orders Mode: Enables management of pending orders.

• Additional POS Access: These permissions allow employees to interact with the POS device in more advanced ways, such as:

  • Cash Drawer Access: Grants access to the cash drawer for managing cash payments.

  • View Other Employees' Orders: Allows an employee to see orders placed by others.

  • No Sale: Permits opening the cash drawer without processing a sale.

• Delivery Access: These permissions are designed specifically for managing delivery orders, such as:

  • Delivery Mode: Access to the delivery management mode on the POS.

  • Update All Delivery Orders: Allows employees to update and dispatch delivery orders.

• Manager Access: These higher-level permissions are for employees with managerial responsibilities, including:

  • Void/Refund (Full): Ability to void or refund orders and payments.

  • Discounts: Ability to apply discounts to items, orders, or check totals.

  • Comps/Promos: Permission to apply promotional offers or complimentary items.

  • Log Book: Allows managers to review and log operational or customer-related issues.

• Restaurant Admin Access: These permissions grant access to restaurant-wide settings and reports, including:

  • Accounting Reports: Access to financial and accounting reports.

  • Sales Reports: Access to sales data and performance reports.

  • Menu Management: Permission to modify menu items and organization.

Role Customization

Toast allows for customization of roles to meet specific needs:

• Editing Predefined Roles: Administrators can modify existing roles to adjust permissions as needed for various job functions (e.g., adding or removing access to specific POS features).

• User-Level Customization: Administrators can grant specific permissions to individual users that override the default job-level permissions. This allows for detailed access control, such as enabling a cashier to perform voids while restricting other cashiers from doing so.

Permission Management

Toast provides granular control over permissions, allowing administrators to enable or disable specific features for each role. Key aspects of permission management include:

• Permission Overrides: Permissions assigned at a higher level (e.g., Group or Restaurant level) can be overridden at lower levels (e.g., User level). This provides fine-grained control over what each employee can access and perform.

• Granular Control: Permissions can be fine-tuned for each feature, meaning that administrators can control access to specific actions, such as viewing sales reports, editing menu items, or processing payments. For example, a manager may have access to discount applications but a cashier may not.

Assigning Permissions

Permissions are typically assigned through roles tied to employee jobs. Roles are assigned based on job functions such as cashier, manager, or restaurant admin. Each job comes with a predefined set of permissions, and adjustments can be made at the individual user level for greater control.

Additional Considerations

• Device Reboot: Any changes to user roles or permissions require a reboot of the POS device for those changes to take effect, this means that a change over a user is not automatic, this is important as if the user is already logged into the system the changes doesn’t apply.