Quick Setup Guide
Table of Contents About This Guide... 3 Step 1 Marketing Setup... 3 Configure Marketing à Restaurant Info... 3 Configure Marketing à Hours / Schedule... 4 Configure Marketing à Receipt Setup... 4 Step 2 Setup Restaurant Operations... 5 Configure Kitchen / Dining Room à Service Areas... 5 Configure Kitchen / Dining Room à Tables... 5 Configure Kitchen / Dining Room à Courses... 6 Configure Kitchen / Dining Room à Dining Options... 6 Configure Kitchen / Dining Room à Kitchen Printers... 6 Configure Kitchen / Dining Room à Prep Stations... 6 Step 3 Setup Employees... 7 Configure Labor à Jobs... 7 Configure Labor à Employees... 7 Step 4 Setup Payments... 8 Configure Payments à Other Payment Options... 8 Configure Payments à House Accounts... 8 Configure Payments à Discounts... 8 Configure Payments à Void Reasons... 9 Configure Payments à Tax Rates... 9 Conclusion... 10 Toast Inc. 2
About This Guide Getting started with your new Toast system is exciting, but also takes time and patience to configure the system to your specific needs. This guide is intended to walk you through the basic configuration settings in your new Toast account. This document will not address creating menus, utilizing reporting, or some of the more advanced features or settings. It will take approximately 2 hours to complete the activities in this Quick Setup Guide and is a critical part of understanding the Toast system. If you need additional setup help, please visit the Customer Resource Center and work with your project resource. If you purchased implementation services but your project resource hasn t contacted you yet, don t worry! Your project resource will set up a Site Survey and Configuration Session during the kickoff call. To get started, log in to your Toast account with the information provided to you via email. Step 1 Marketing Setup Once you log into Toast, the first thing to set up is the Marketing information about your restaurant. This information will represent how you present yourself to customers in various Toast workflows. Key Configurations: Restaurant Info Hours / Schedule Receipt Setup Configure Marketing à Restaurant Info All restaurants using Toast, regardless if you ve purchased the online ordering module, will have a Toast restaurant webpage. The majority of the information in the Restaurant Info section will control what s shown on that webpage. Here is a sample: 71 11 41 21 51 61 31 81 Toast Inc. 3
1) Restaurant Image This is the square image at the top (180px height/width minimum). 2) Banner Image This is the banner image at the top (960px wide minimum). 3) Restaurant Description This is a brief paragraph about your restaurant concept. Include messaging that you want to associate with your business like info about the atmosphere and food. 4) Website URL Your restaurant s website 5) Facebook URL Your restaurant s Facebook page (Optional) 6) Twitter URL Your restaurant s Twitter page (Optional) 7) Toast Tab Page The URL for your Toast restaurant webpage. Your customers will see this when they access your online ordering page. o Modules The buttons on the page will change depending on what modules you ve purchased. If you ve only purchased the basic POS then you will only see Menu on the restaurant webpage. You might also see Online Ordering, Buy egift Card, and Check Balance Configure Marketing à Hours / Schedule This section allows you to explain services offered by your restaurant and to define hours of service. This is primarily used for Toast s online ordering capabilities. Configure Marketing à Receipt Setup Customize the header and footer of your receipts in Receipt Setup Options. Custom information on your receipts could include your company logo, address, social media pages, or a fun message. Logo Header Footer Toast Inc. 4
Step 2 Setup Restaurant Operations Step 1 was all about defining information that customers will see when interacting with Toast. Step 2 will walk you through configuring how Toast will work for your staff. Key Configurations: Service Areas Tables Courses Dining Options Printers Prep Stations Configure Kitchen / Dining Room à Service Areas Service areas provide a spatial representation of your restaurant and are used primarily in full service restaurants with table service. Toast requires at least one service area. If you re a quick service or small full service restaurant, the Dining Room will be your only service area. In larger full service restaurants, service areas would also include patios, bars, or private rooms. **If you don t have staff responsible for serving tables, you can skip the remainder of this section. You can easily create layouts and configure settings in each service area in Toast. You can also filter Toast reports based on service area, which is helpful in analyzing your business. For each service area, you will be able select: Basic or Primary The primary service area will be the default when your staff logs in to Toast Auto-Applied Gratuity This configuration allows you to apply auto-gratuities or service charges based on the party size. For more information, check out this article on creating service charges in the Customer Resource Center. Configure Kitchen / Dining Room à Tables This section enables you to design your table layout in each service area. Configuring table layouts takes time, but it is an intuitive process and essential for staff efficiency. For more information, check out this article on creating service areas and table layout in the Customer Resource Center. **If you don t have staff responsible for serving tables, you can skip this section. Here are some examples of table layouts: Toast Inc. 5
Configure Kitchen / Dining Room à Courses Courses are versatile objects in Toast that can be used in a variety of ways. Courses, most commonly, are used to organize menu items and to give servers control over when items are sent to the kitchen. You can also use courses to group menu items on kitchen receipts or Kitchen Display Screens (KDS), even if the servers aren t controlling the flow of service. The way you utilize courses in Toast will depend on your restaurant operations and how you want the kitchen staff to receive orders. **If you don t have staff responsible for serving tables, you should delete any courses that may have been configured in the default restaurant setup. For more information, check out this article on courses in the Customer Resource Center. Configure Kitchen / Dining Room à Dining Options Dining options enable you to customize the different ways that customers purchase food from your restaurant. Toast helps you support take-out and delivery by creating customized workflows in the system. **If you don t have take-out or delivery available for customers, delete those dining options so that only Dine In remains and skip the remainder of this section. The different dining options include: Dine In Allows customers to directly enter orders Take Out Gives the option to a server to enter a phone number and select or create a customer before entering an order. You can make this a forced requirement. Delivery Forces a server to enter a phone number and select or create a customer before entering an order. Since this is a delivery workflow a user s full address is required. For more information, check out this article on dining options in the Customer Resource Center. Configure Kitchen / Dining Room à Kitchen Printers You should create a printer in Toast for each kitchen printer you ordered. All of the printers utilize an Ethernet connection for network printing capabilities and can also be attached and easily integrated with a supported cash drawer. If you already received your hardware from Toast, your printers will come preconfigured with the IP address labeled on top of the printer. If you don t have your hardware yet, enter 0.0.0.0 for the IP address when prompted during printer configuration. Remember to name your printers logically, with a note about which station they re at, so you can easily reference them in the future. When you configure the device options per tablet you ll assign each one to a specific printer. Your Toast Implementation Engineer will review tablets and device options during your installation. Configure Kitchen / Dining Room à Prep Stations Prep stations are used to direct menu items on kitchen tickets or display screens for specific types of services. For example, if a kitchen station is only responsible for making salad, a salad-only station can be created in Toast. All salad items on the menu can then be assigned to the salad prep station. Every time a salad is ordered, it will appear on the KDS screens or print to the station that is set up to show salad orders. Most restaurants have at least one prep station. There are certain businesses, like bakeries or food trucks, where there might not be a kitchen and therefore no need for a prep station. It is a best practice to always create a prep station named No Print and assign it to any menu items or groups that you do not want to print in the kitchen. If you d like more detailed information on configuring prep stations, check out this article in the Customer Resource Center. Toast Inc. 6
Step 3 Setup Employees This section will help you set up job types in Toast and the permission settings associated with those jobs. Job types allow you to streamline labor reporting and setup. Once complete, specific employees will be associated with jobs and will inherit the permissions you ve set. Permissions configuration can be overridden if desired. Key Configurations: Jobs Employees Configure Labor à Jobs Toast may come pre-configured with some generic job types such as Server and Cook. You do not have to use these standard job types. Update or delete them and create all the pertinent jobs for your restaurant. Common job types include Cashier, Server, Bartender, Hostess, Busser, Dishwasher, Prep Cook, Line Cook, Kitchen Manager, FOH Manager, Bar Manager, General Manager, Pastry Chef, Sous Chef, and Chef. Use the following criteria when deciding whether or not to create a job: Should employees in this job have different access permissions than other jobs in the restaurant? Do employees in this job have different standard pay rates from other jobs in the restaurant? Do you want labor reports to summarize hours and pay by this job type? Configure Labor à Employees Toast makes it easy to enter and remove specific employees from the system. When you add new staff, you will be required to assign them to one of the jobs you created. For more information, check out this article on configuring employees and permissions in the Customer Resource Center. Toast Inc. 7
Step 4 Setup Payments This section will walk you through the most commonly used aspects of customer payments. Key Configurations: Other Payment Options House Accounts Discounts Void Reasons Tax Rates Configure Payments à Other Payment Options Other Payment Options allows your restaurant to accept payments other than cash, credit cards or gift cards. Once you add a new payment option you ll have a few configuration options. For more information, check out this article on payment options in the Customer Resource Center. Configure Payments à House Accounts You have the option to leverage house accounts, which allows a guest to put off payment for items associated with the account. House accounts are always associated with a pre-determined individual. In general you should only leverage the formal House Accounts functionality if you plan to invoice customers through Toast. Toast s reporting infrastructure includes summaries of house accounts activity. The Toast security infrastructure allows you to require manager approval to use a house account. For more information, check out this article on house accounts in the Customer Resource Center. If you re going to bill customers outside of Toast then it is usually easier to create a House Account in Configure Payments à Other Payment Option. Your Toast implementation engineer can help you with house accounts once your project starts. Configure Payments à Discounts A discount can be applied to a single item or to an entire check after the order was made. Enter the discounts available at your restaurant in the Discounts section. You can specify which jobs or employees can leverage all discounts. You cannot assign specific discounts to a single employee or job type. Toast Inc. 8
Common discounts include: Configure Payments à Void Reasons A void is an item that was canceled and never made (as opposed to a discount, which is applied to items that were made. If you d like to categorize reasons for a void you can configure those in this section. Example void reasons include: Server Error Guest Changed Mind Guest Canceled Order Configure Payments à Tax Rates Tax rates are extremely important element of the system configuration. We recommend looking this up prior to your scheduled implementation. Usually there are just two taxes configured State Tax and Local Tax. Occasionally, other of types of taxes are necessary. This could include retail tax, county tax, lodging tax, etc. Taxes are associated with items within the menu configuration and will be completed by the Toast Implementation Engineer during your installation. Toast Inc. 9
Conclusion Once you ve completed this Quick Setup Guide your restaurant should be about 80% configured. Following the steps in this guide not only configured your Toast system but also enabled you to better understand how Toast works and how to manage your system after implementation. The menu, along with the remaining 20% of the system configuration, will be completed with your Project Resource, Menu Specialist and Toast Implementation Engineer during your implementation. Before Go-Live, your first day open with Toast, the Toast team will review these topics with you: Complete the Menu à Menu section which includes o Entering the menu o Assigning taxes, prep stations, courses, discounts, sales categories to the menu Review and finalize the Kitchen / Dining Room à Kitchen Setup Review and finalize the Payment à Payment Options Configure the options under the Other Setup group: UI options, sales categories, revenue centers, device groups, GL accounts, takeout / delivery, online ordering, notification setup etc. Finalize Kitchen / Dining Room à Prep Stations and Kitchen / Dining Room à Printers after the hardware has been installed Be sure to review our customer Welcome site on what to expect provided in your Welcome email. That will provide more detailed information about the next steps in your implementation. We re committed to getting you off to a great start. With the help of your Project Resource, Menu Specialist and Implementation Engineer, you re in good hands! If you have questions, work with your Project Resources. Thank you, good luck, and welcome to Toast! Toast Inc. 10