Toast POS

Updated

Accurate sales, labor data tracking, and tip pooling is at your fingertips with the Toast POS integration in 7shifts! This connection automatically syncs sales, time-clocking data, and employee wages to help you make informed business decisions.

In this article
Add the Integration
Employee and Role Mapping
Actual sales and forecasting
Actual Labor and Tips
Schedule Enforcement
Employee Sync
Syncing Wages

Things to Know

  • Toast charges $50/month per location to access integration options. Ensure your Toast subscription is updated to include integration access.
  • Accounts integrated with Toast enjoy complimentary access to 7shifts Employee Onboarding.
  • Wage sync supports hourly positions only; salaried positions are not imported.
  • Access to certain features may require a plan upgrade.

Add the Integration

To connect Toast to 7shifts, you must have Administrator permissions in Toast and be an Admin or Manager (with permissions) in 7shifts. 

Step 1: In Your 7shifts Account
  1. Go to Apps & Integrations.
  2. Search for Toast and select.
  3. Click Start Setup to begin. 

  4. Click Open Toast to continue to your Toast account.

Step 2: In Your Toast Account

⚠️ To complete these steps, you will require Toast Administrator permissions.

  1. Navigate to Integrations > Browse & purchase integrations.
  2. Find 7shifts and click Add Now.
  3. Select the location(s) you wish to connect and go to Integrations > Configure integrations. 

  4. Click the gear icon under Actions. 

  5. Copy and paste the 7shifts Partner Group ID provided in 7shifts into the Group ID field.
  6. Leave the Location ID fields blank and click Apply.
     
Note: Toast charges $50/month per location to access Toast's integration options. If you don't see 'Add Now', your Toast subscription may need to be updated. If you have not yet activated this function, or are adding a new location, you will be prompted to subscribe to the integrations page.
Step 3: In Your 7shifts Account: Complete the Connection

  1. Click Check Connection ✅.

  2. Once the Connection is established you'll be redirected to the next step. 

    Note: If you see a "We couldn't verify your connection" error, try one of the following: 

    • Check to ensure you pasted the 7shifts Partner Group ID into your Toast Portal.

    • Check for a Partner Connect confirmation email from Toast. If you received this email, you may be able to bypass the error by manually pasting your Restaurant GUID into the provided field. 

  3. Select your 7shifts location name and the corresponding Toast location and click Connect Location.

    Tip: If you exit the setup at any time before completing the connection, your progress will be saved and you can complete the setup later by going to Apps & Integrations > Explore > Continue setup.

  4. Configure your settings and click Next.
    • Import sales data (Recommended)
      • Include service charges in sales totals 
    • Import labor data/Actual Labor (Recommended)

  5. Match Toast Jobs to 7shifts Roles.

  6. Import Employees from Toast.

    • Select the employees you want to bring into 7shifts.
      • 7shifts profiles will be automatically created, or if a profile with the same first and last name already exists in 7shifts, the employee will be automatically matched to their existing profile.
      • Check "Invite new employees to join 7shifts", to have invites automatically emailed to employees. Note: Employees without an email address on file will not receive an invitation.
    • Click Finish Setup.

 

Success! Once connected, you'll receive an e-mail confirmation and see your location listed below. 

Moving forward, you'll be able to view the integration within your 7shifts account by heading to Apps & Integrations > My Integrations > click on Toast POS > Settings.

After you've activated the integration, it may take several hours for the system to start bringing in your previous sales data.

Add Another Location

Need to connect multiple locations? Click here.

Each location must be authorized individually before it can be linked to 7shifts.

To add additional locations:

  1. Go to Apps & Integrations > My integrations > Toast

  2. Click on +Connect a location.

  3. If there are no unconnected locations available, you will go through the "Connect a new location" flow.

  4. Click Open Toast.

  5. In Toast, head to Integrations > Configure integrations
  6. Find 7shifts and click the gear icon under Actions.
  7. Copy and paste the 7shifts Partner Group ID provided in 7shifts into the Group ID field in Toast. Apply the same Group ID for both locations and leave the Location ID fields blank.
    Screenshot 2024-03-15 at 3.41.38 PM.png
  8. Select Apply.
  9. In 7shifts, click Check Connection ✅.
  10. Once connection is established, follow the in app setup to connect the Toast location to the corresponding 7shifts location, configure your settings, match Roles and review setup. 

If there are unconnected locations that have already been authorized in Toast, when you click +Connect a location, you will be brought directly to the location connection screen. 

  1. Follow the in app setup to configure your settings, match Roles and Review Setup. 

Success! It may take several hours for your previous sales data to appear. If the data does not appear right away, check back after a few hours.

Employee and Role Mapping

Mapping connects users and roles between your POS and 7shifts to ensure labor data flows to the correct profiles. When your roles and employees are correctly mapped, it reduces integration warnings and prevents issues when running payroll. You can leverage 7shifts reporting and analytics tools to help you make informed decisions and track your business needs.

Important: Mapping must be completed before enabling Employee Sync, Actual Labor, or Wage Sync to prevent data discrepancies. This is one of the most important configuration steps.

  1. Head to Apps & Integrations > Mapping > choose the Employees or Roles tab.
  2. 7shifts automatically maps roles and employees that have identical names and spacing in both systems. You'll find those under the Matched heading.
  3. For Unmatched employees or roles, choose to Match, Ignore, or Add them to 7shifts to ensure data syncs correctly.

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

If the employee exists in 7shifts but not in Toast, you can also create them in Toast by clicking on New employee in Toast. Or create them in 7shifts if the employee exists in Toast.

Note: When adding a new employee to Toast, the following fields will sync: First name, Last name, and e-mail address. Role assignments do not sync.

Screenshot 2023-03-06 at 3.53.51 PM.png

Role & Employee Mapping in 7shifts defines the universal setup rules and mapping logic for all supported integrations.

Actual sales and forecasting

Real-time sales data integration is enabled by default upon activation. Once connected, 7shifts pulls Net sales data from Toast to provide a real-time view of your labor costs and generate AI-powered forecasts.

  • 7shifts automatically imports up to 90 days of historical sales data from Toast.
  • 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.
  • Both 7shifts and Toast POS must be configured with the same time zone and workday hours (5:00 AM to 5:00 AM).
  • It takes approximately 1–2 weeks of data collection for initial sales projections to appear.

Actual Sales and Forecasting in 7shifts defines universal rules and how projection logic applies across all supported integrations.

Actual Labor and Tip Management

In 7shifts, tip data is tied directly to the employee's time punch; as labor data syncs from Toast, 7shifts automatically pulls the associated tip values to ensure accurate reporting and tip distribution. Once enabled, your actual labor numbers will be displayed on the Dashboard allowing you to compare Sales vs. Labor.
Tip Management and your POS integration work together to ensure:

  • Labor data define who worked and when
  • Tip data define what was earned
  • Tip calculations define how earning are redistributed and paid

To enable labor sync:

  1. Go to Apps & Integrations > My Integrations > Toast > Settings.
  2. Select the Labor tab.
  3. Toggle on Actual Labor.
  • Toast does not enforce which specific Role an employee clocks in with; it only validates the shift time.
Syncing POS time clocking data defines universal rules and how labor data from external systems is managed.

How Tip Data Syncs from Toast

These tips are pulled alongside labor data and become available for use in 7shifts. The Toast integration supports the collection of the following tip sources:

  • CC Tips (Credit Card Tips)
  • Auto-gratuity
  • Cash Tips
  • Declared Tips

Tip: Configure these settings after your initial integration setup is complete and your first sync has occurred. This ensures 7shifts accurately recognizes all available tip sources from your POS.

Using Tips with Tip Pooling

These tip sources can be used with 7shifts Tip Pooling to create custom distribution rules based on hours worked, points, or percentages.

Including Tips in Payroll

To ensure these tips are included in your reports and payroll (7shifts Payroll and external exports), you must configure your tip calculation settings. Follow the steps in Tip Management: Include Tip Calculations. The formula you set determines:

  • Which tips are includes
  • How they are calculated
  • How they appear in reports and payroll exports
Tip Management & Integrations defines the universal rules for including tip data from your POS in 7shifts.

Schedule Enforcement

Schedule Enforcement ensures staff can only clock into the Toast POS when they have a scheduled shift in 7shifts.

Note: If an employee is not scheduled, a manager override on the POS terminal is required to allow the clock-in.

To enable this feature:

  1. In 7shifts, go to Apps & Integrations > My Integrations > Toast POS > Settings.
  2. Ensure Actual Labor and Employee Sync are enabled.
  3. Next, head to the Labor tab
  4. Toggle on Schedule Enforcement.
  5. In Toast, go to Front of House setup > UI options > Time Clock and set Enforce Schedule to Yes.
  6. In Toast, customize buffers under Employees > Employee Management > Scheduling and click Save.
  7. Republish your 7shifts schedule to send shift data to Toast.
Step 1: From 7shifts
  1. In 7shifts, go to Apps & Integrations > My Integrations > Toast > Settings.
  2. Select the Labor tab and toggle on Schedule Enforcement.

Step 2: From Toast
  1. Head to Toast Back Office, where you'll have to do two things. 
  2. Go to Front of House setup > UI options > Time Clock and set Enforce Schedule:
    rtaImage
  3. Next, head to Employees > Employee Management > Scheduling. 

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  4. Here you can customize the number of minutes an employee can clock early/late.
  5. Click Save at the top-right corner of the screen. This ensures the changes are applied and sync to 7shifts.

Your Schedule Enforcement integration should now be fully enabled! Follow the next steps to re-publish your Schedules to force an update.

After enabling this integration setting, publishing a schedule within 7shifts will also have shifts appear in Toast. You'll see this under Employees > Scheduling.

⚠️ Please note, when using Schedule Enforcement, Toast does not enforce which Role the employee clocks in with. With Punch Enforcement, Toast only looks at the time the employee is clocking in and compares that time to the schedule to determine if they can clock in or not.

Step 3: From 7shifts

To ensure your shifts appear in Toast, republish the schedule for each Department. Simply make a small adjustment to your 7shifts schedule and then undo the change to force an update.

  1. In 7shifts, head to Schedule.
  2. Select a shift.
  3. Checkmark BD.
  4. Click Save.
  5. Select the same shift again.
  6. Uncheck BD.
  7. Click Save.
  8. Select Publish changes.
Schedule Enforcement defines universal rules and how scheduled shifts sync accross supported integrations.

Employee Sync

7shifts can automatically create new employee profiles when they are added to the Toast POS. Employee Sync also helps ensure your employee records match in both systems, so your labor data is always up to date in 7shifts.

Important: Actual Labor must be enabled and existing employees/roles must be mapped before using this feature.

  • Synced fields include First Name, Last Name, Email (only on creation), Employee ID (only on creation), inactive status, location/department/role assignments.
  • Role assignments do not sync automatically; staff must be assigned roles in 7shifts after creation.

To enable employee sync:

  1. Go to Apps & Integrations > My Integrations > Toast > Settings.
  2. Select the Employee Data tab.
  3. Toggle on Employee Sync.
See Employee Sync for the universal automation rules for syncing user profiles and status updates across all integrations.

Syncing Wages

You can set employee wages in 7shifts to sync automatically with the rates defined in Toast. This ensures your labor cost calculations in 7shifts remain accurate without manual updates.

Important: Prior to syncing wages, you must enable Wage-Based Roles and have properly mapped your Roles between Toast and 7shifts.

  • Wage Sync imports wages only for hourly roles; salaried positions are not supported.
  • Toast Jobs with a wage frequency value of "SALARY" are excluded from the sync.

How to enable the Wage Sync setting:

  1. Head to Apps & Integrations > My Integrations > Toast > Settings beside the Location you want to enable.
  2. In the Employee Data tab, click the slider to enable Wage Sync.
Wage Sync in 7shifts defines the universal rules for syncing employee wage rates across supported integrations.

 

Next Steps

Review the Warnings tab 

The Warnings tab in Time Clocking is your final checkpoint for data accuracy. Before closing a pay period, use this tab to identify and resolve discrepancies between your time clocking source (such as 7punches or your POS) and your payroll exports.

Complete mappings is the foundation for reliable data and labor reporting. By reviewing this tab regularly, you can identify and resolve discrepancies (such as missing punches, unmapped employees, or role mismatches) before they reach payroll.

Understanding Integration Warnings in Time Clocking provide an overview of navigating the warnings tab.

Related Articles

How Toast POS Net Sales Are Calculated in 7shifts
No Location Options When Connecting Toast to a new 7shifts Location
Role & Employee Mapping
Actual Sales & Projections
Syncing POS time clocking data
Understanding Integration Warnings in Time Clocking
Employee Sync
Wage Sync
Tip Pooling for Toast POS

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