topic Re: Job Permissions in Back Office & Team

Job Permissions

khusted — Tue, 09 Jan 2024 19:39:56 GMT

Toast REALLY needs to have permissions follow the JOB, NOT the employee! This is one of the MOST frustrating parts of Toast (2nd being they took the option away to disable the search option with the new POS experience, which is causing major issues)!!!

Re: Job Permissions

rcmck — Tue, 09 Jan 2024 19:46:34 GMT

Not sure what you mean by 'follow' but permissions are set at the job level but can also so be overridden at the employee level for cases where you want someone to have some more privileges.

Re: Job Permissions

khusted — Tue, 09 Jan 2024 19:49:27 GMT

Job permissions in Toast follow the employee, not the job. Example; if an employee has a server and host job, and if that employee clocks in as a host, he/is still has the same permissions as a server and can do the same functions as a server when being clocked in as a host.

Re: Job Permissions

rcmck — Tue, 09 Jan 2024 19:54:40 GMT

Oh okay, yeah they get whatever permissions are higher no matter the job they are clocked in as.

Re: Job Permissions

Rob — Tue, 09 Jan 2024 21:10:19 GMT

@khusted That is correct. The highest possible permissions will be applied, and there's no way to change this. Thank you for sharing your feedback with the community! I believe if you don't use Toast payroll, you can create a new clock-in code for their second job. For example, they can use 11111 when clocking in as a Host, and 2222 when clocking in as a Server. I have seen this approach being used by many locations to achieve the desired result, but I'm not sure if it will affect Toast payroll or not.

Could you explain why the search option is causing issues? I can relay this feedback to the team.

Re: Job Permissions

khusted — Tue, 09 Jan 2024 21:32:56 GMT

We use Toast Payroll and tip manager, we cannot do that.

As far as the search option goes - if you have multiple items in multiple menus (example "coke"), when they search it, they end up ringing in the wrong from the wrong menu because they are searching it.

Re: Job Permissions

Cosmos — Tue, 09 Jan 2024 21:42:31 GMT

Yes, this is so annoying! Then they accidentally clock in as "host" but are actually working as a server.

Re: Job Permissions

Cosmos — Tue, 09 Jan 2024 21:45:40 GMT

And them making the "search" button permanent is a total annoyance. I had ours disabled on purpose.

Re: Job Permissions

Cosmos — Tue, 09 Jan 2024 21:46:19 GMT

The search button is an issue because employees don't pay attention and search, click on first item that pops up, vs ensuring they are placing correct order.

Re: Job Permissions

Rob — Thu, 11 Jan 2024 03:02:13 GMT

I contacted my team, and they plan to address the search bar issues!

Re: Job Permissions

rcmck — Thu, 11 Jan 2024 03:14:51 GMT

Did they elaborate on what was being addressed? Just the ability to disable it again or the ability to restrict what shows up in the results? Personally love search but I can see how it can be an issue if you have multiple menus (happy hour for example) and it gives results from all.

Re: Job Permissions

Rob — Thu, 11 Jan 2024 17:27:46 GMT

They did not go into detail; so both of those ideas could be a possibility.

Re: Job Permissions

Rob — Thu, 18 Jan 2024 17:13:22 GMT

Hi @khusted, I contacted my team about these permissions being attached to employees rather than the Job. They agree that this is an issue, and we are working on fixing this in the future. They did not provide any specifics other than this.

Re: Job Permissions

DelRancho10 — Sat, 01 Feb 2025 19:29:40 GMT

Hey Robert, have there been any update to the permission issue? I as the OP stated, have an issue and want 1 employee with 2 roles to have 2 sets of permissions.

Re: Job Permissions

Rob — Mon, 03 Feb 2025 23:00:10 GMT

Unfortunately, there have not been any updates; I will see if I can get a timeline for the resolution and update if I get any new info!

Re: Job Permissions

RedsRestaurant — Tue, 04 Feb 2025 13:33:53 GMT

I agree! This is a HUGE issue for us as well. Some jobs have cash drawer access and others don't. Our bartenders have cash drawer access WHEN bartending but when they work as servers they work with server banks and should not be accessing cash drawers. Also, if servers fill in as managers they should only have manager roles when they are managing. Seems like it should be a simple fix and hope it is being expedited!

Re: Job Permissions

Kirsten_H — Wed, 26 Feb 2025 22:56:59 GMT

I wish there was a way to change this so that permissions were attached to the specific job, not the employee. We have separate permissions for each job position for a reason, and like a previous poster said, it's really annoying when a server clocks in as a host when they're working as a server. Hosts don't report tips, so the server seems to be denied the 'opportunity' to report cash tips, because Host is not a tipped position. I tried having 2 clock in numbers for an employee that manages occasionally but is a server most of the time. We don't use Toast payroll, but even so, overtime wasn't considered when using two different clock-in codes, which could have caused a HUGE issue if it had gone un-noticed.

Based on this post, albeit over a year ago, there is some demand for permissions to be linked to the job, not the employee. Perhaps it can be a feature request. I think there are enough Toast users that would appreciate the change.

Re: Job Permissions

khusted — Wed, 26 Feb 2025 23:12:00 GMT

They are implementing job-specific permissions coming soon!!!!

Re: Job Permissions

Kirsten_H — Thu, 27 Feb 2025 17:38:01 GMT

That's great news. Thank you for the reply!

Re: Job Permissions

nbunda — Thu, 27 Feb 2025 18:50:40 GMT

Related to this -- this is a feature request, but I'd love to just change the UI for picking which job you're clocking in for. Rather than a scrolling list which has the first choice selected by default, if the employee has multiple jobs, it should list them with checkboxes without a default selection, forcing them to choose the correct job before clocking in.

So many employees just want to enter their ID and get on the clock quickly that they're not focused on making sure everything is correct. This would help resolve that.