Toast Payroll Access

This documentation reflects our current understanding of the system at the time of publishing. Because third party platforms change frequently, some steps may need to be adjusted or corrected over time. If the steps / screenshots below don't match what you see, please let us know so we can walk through it together.

NOTE: Toast POS and Toast Payroll are separate systems. Toast POS instructions can be found here.

Payroll Access

To give non-employee access to Toast Payroll (for example, to an accountant, bookkeeper, or payroll administrator), follow these steps:

1. Log into Toast Payroll, then navigate to Team.
2. Select the + Add employee button in the top-right corner.

3. Fill out the Basic info tab with the appropriate information:

   First Name: Ceterus
   Last Name: Bookkeeping
   Email Address: access@ceterus.com
    

4. In the Social Security number section, you can either choose No, it will be entered later or, if your company requires Social Security numbers, add a false number.
5. On the Jobs & pay step, there are three important fields:
   1. Select the applicable Location(s)
   2. The Job fields should be set to “General Manager” as configured on the POS site
   3. Payroll security role: select HR+ for full access to the system. 
6. Depending on the subscription package you have with Toast Payroll, you may or may not see the Benefits step. If you do, make any selections you like since the choices do not affect this non-employee's access.
7. Uncheck all onboarding documents on the Documents step since this user will not advance through the typical employee new hire steps.
8. On the Review step, verify the individual's Name, Email, Location, Job, and Payroll security role fields.
9. Select Add to team, then choose Return to Team page to continue.

10. Now select the Onboarding tab and locate this individual. Select their yellow pencil icon.
     

    

     

11. In the pop-up, select Mark this new hire as complete.
12. Select Complete on the next pop-up to confirm the action.
13. The user profile will no longer appear on the New Hire Dashboard and this person is now in the system, so we only need to configure their Employment Status now. First, use the Search employees bar to locate the person's profile.

14. Scroll down and select Profile Settings.
     

    

     

15. Set the profile's Employment status to Demo Employee. Select Save Changes to apply this to the user's profile. This step ensures the individual and their profile will not be counted among active employees who Toast Payroll invoices for.
     

    

Once these steps have been completed, leave a comment on the request or let your Activation Coordinator know so we can look for the invitation email and verify access.