topic Re: Update employee email and information after backend account is created in Restaurant Operations

Update employee email and information after backend account is created

jwalker — Tue, 10 Jan 2023 20:33:48 GMT

Is there a permission or something that can allow me to update employee emails and information after they have created an account?

We are enterprise and quite often we need to make , email changes or updates with position changes and its becoming incredible difficulty to do so.

I used to be able to call CS tier 1 and get emails switched now, they all have to escalate a case, archiving doesn't work because there email is still in use its just dead not gone. I need the email addresses on the users and if they are archived you cannot re use emails. allow me to either change emails on archived users or give me back the ability to switch emails around.

Re: Update employee email and information after backend account is created

au79teahouse — Tue, 10 Jan 2023 20:49:09 GMT

https://central.toasttab.com/s/article/Updating-Employee-Information#changeemail

Updating Employee Personal Information
Managers and restaurant administrators can update their employee's personal information via the Employees page at any time prior to the employee activating their account. For example, a manager may have sent an employee an email asking them to activate their account. The manager can update the employee's email to another email at any point to ensure the employee activates their account. But once the employee has activated their account, the manager or restaurant administrator can no longer update their email, password, or any other personal information.

Apparently, Toast does not allow restaurant manger or administrator to change or modify employee's information after employee's account has been activated. However, an individual employee can log in to Toast to change their personal information including their email address if they have access to the back-end.

Re: Update employee email and information after backend account is created

jwalker — Tue, 10 Jan 2023 20:52:56 GMT

This is exactly my issue, we have location specific emails for managers ect. So if one walks out or quits that email is essentially in that old employees name and we cant update it to the new managers information / without calling customer service, and now waiting for an "expert" to reach back out in 2-14 days.

Re: Update employee email and information after backend account is created

au79teahouse — Tue, 10 Jan 2023 22:06:51 GMT

Do you allow your managers to create their own password then they first start? Since you already have assigned email address for your managers, I guess you can also have pre-assgined password for each email address and ask your managers not to change the code. So you have still full access to Toast and will be able to change the account information even when your managers quit. It won't work when your managers change the password. You might still need to ask Toast to change it for you. Toast should have had a "emergency password" for restaurant groups like you, which still allows you to log in when you don't have the password.

Re: Update employee email and information after backend account is created

rcmck — Tue, 10 Jan 2023 22:33:58 GMT

Can you not just archive the employee that is no longer there and create a new one using that email address again?

Re: Update employee email and information after backend account is created

Rob — Wed, 11 Jan 2023 23:21:46 GMT

Unfortunately, the email address assigned to the archived employee is still technically in use since archiving is not "deleting." To fix you would need to edit the email address first; for example, if you had the email Toasty123@gmail set to an employee and then you archived them. You would still be unable to use the email Toasty123@gmail for a new employee.

You would need to go back, un-archive the employee, and change the email to something different, like Toastyyy123@gmail.com. Then you would be able to use the email Toasty123@gmail

I hope my explanation made sense!

Re: Update employee email and information after backend account is created

jwalker — Fri, 13 Jan 2023 15:47:14 GMT

understood, however, we can't update the email at all after an account is created.

If I don't have access to the email itself and cant reset the password how should I change it?

is there an api or any way for me to access the information or force reset passwords?

Re: Update employee email and information after backend account is created

rcmck — Fri, 13 Jan 2023 16:53:39 GMT

Do you have the old password? You can just login under that account and change it that way.

Re: Update employee email and information after backend account is created

MariaM — Mon, 06 May 2024 21:57:24 GMT

I found this to be an issue too. I use Toast Payroll and you need to enter an email address to send them the link to onboard themselves into Toast Payroll. Somehow, during this process, they are also invited to access our account. Incredibly frustrating when you have new employees and they now have access to my back end account info and there's nothing to do to change this. As an owner (I also have an enterprise account), I should be able to remove any employee from having access to my information. Many calls to support but they are only able to put a bandaid on this some of the time.

Re: Update employee email and information after backend account is created

rcmck — Mon, 06 May 2024 22:13:55 GMT

Backend access is controlled by permissions, employees should not have any permissions beyond the basic POS access permissions, maybe some manager depending on how you do things, and some should have none at all. You need to review your job roles and make sure employees don't have permission they should not have.

Re: Update employee email and information after backend account is created

Rob — Tue, 07 May 2024 01:36:20 GMT

Hello @MariaM
The articles below should help with adjusting these permissions and Job roles.

Get Help With User Permissions for Toast POS
Create and Edit Jobs (Roles) for Toast POS
Assign User Access Permissions
Toast Payroll: Manage Security Roles

Re: Update employee email and information after backend account is created

CEFreeman — Wed, 18 Dec 2024 01:34:21 GMT

I'm not enterprise, but I have the same problem. My kitchen is Spanish, then they come to me to fill out English tax forms and direct deposit. Onboarding is a PIA, and then resetting passwords, walking them through it, and to have it disappear because responsibilities aren't assigned, or they were created with an HR, not an HR3.
This is completely cumbersome.

Re: Update employee email and information after backend account is created

CEFreeman — Wed, 18 Dec 2024 01:35:59 GMT

Yeah...
Then we have those Spanish kitchens that come to the admin to help them and we begin the password resetting debacle. This is really ridiculous.