> For the complete documentation index, see [llms.txt](https://help.peoplevine.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://help.peoplevine.com/products/integrations-overview/toast-setup.md). # Toast POS — Operator Manual > **Walkthrough (Peoplevine × Toast):** [Watch here](https://www.loom.com/share/c59acdcda09a4b7990395fd145c465f6) ### Before you begin (Prerequisites) * **Peoplevine permissions**: You must be an **Administrator** or **Supervisor** to configure integration settings in the Control Panel. See: [How to Manage Users and Permissions](/products/control-panel-overview/admin-overview/manage-roles-permissions.md). * **Toast account** with the **Restaurant Management Suite** (API access) enabled. * **Peoplevine integration approved** by Toast — contact Toast to enable. * **Toast Loyalty disabled** — Toast cannot run two loyalty providers simultaneously. Peoplevine acts as the loyalty provider; Toast Loyalty must be turned off. Email Toast Integrations at with your Location GUID to disable it. * **Toast-side configuration complete**: discounts and tender types created. * GUIDs collected from Toast: Location GUID, Dining Option GUID, and tender type GUIDs. * At least one payment processor connected in Peoplevine with the **POS** slot assigned. See: [How to Link a Payment Processor](/products/control-panel-overview/admin-overview/link-payment-processor.md). > For the complete setup guide including Toast-side configuration (creating discounts, tender types, disabling Toast Loyalty), see [Connect Toast and Peoplevine](https://docs.peoplevine.com/peoplevine-docs/peoplevine-connect) in Peoplevine Connect. *** ### Setup 1. Navigate to [**AUTOMATE > Integrated Platforms**](https://control.peoplevine.com/admin_authenticate.aspx). 2. Select **Toast**. 3. Enter your **Location GUID** and **Dining Option GUID**. 4. Enter the tender type GUIDs for each payment method you want to support (see tender types in the FOH section below). 5. Configure: * **Mark Toast House Account payments as Paid by POS** — when ON, Toast native House Account payments are recorded as "Paid by POS" and Peoplevine does NOT open an invoice for the Walk-In customer. Turn ON if you use Toast's native House Accounts for non-members. * **Send post-transaction email** — optional email to the member after each transaction. 6. Click **SAVE**. *** ### Day-to-Day: Front of House > For a visual step-by-step guide with screenshots, see: [How to Use Toast Terminal with Peoplevine](https://scribehow.com/viewer/How_to_use_Toast_Terminal__H5TTTxxrSSKuyUOMyYODhQ) #### 1) Start an order 1. Log in with manager credentials (enter passcode, tap **Go**). 2. Open a new check or tab. #### 2) Add a member to the order 3. Tap **Rewards**, then **Look Up Customer**. 4. Search by member number and tap **Done**, or tap **Lookup** to search by name, phone, or membership number. 5. Select the correct profile. Use **Switch customer** if you picked the wrong person. 6. The member profile screen shows: name, membership discount, available credits, past due balance, and card on file. Click **Next** to continue. > **Important**: The member **must** be attached to the check BEFORE using a Peoplevine tender for payment. If no member is attached, the payment posts to the **Walk-In** customer and creates billing discrepancies. #### 3) Add items and pay 7. Add menu items to the check. 8. When ready, tap **Pay**. #### 4) Apply discount and take payment 9. At the end, open **Rewards** and tap **Redeem** for the member discount, then tap **Next**. 10. On the payment screen, select the Peoplevine tender (e.g., **PV Auto Payment**). 11. Select the tip amount (or **Other** for a custom amount). 12. Tap **Complete Payment**. #### Payment tenders Staff close checks using Peoplevine tender types: | Tender | What happens in Peoplevine | | --------------------------------- | --------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | | **House Account** | Posts to the member's house account (creates an invoice) | | **Card on File** | Charges the saved card on the **account attached to the check**. For sub-members this attempts the **sub-member's** card (not the primary's), even when Family Billing is enabled. Falls back to house account if the charge fails or no card is on file. | | **Auto** | Uses credits first, then card on file, then house account | | **Balance Then House** (optional) | Applies credits, then posts remaining balance to house account | #### What staff should know * **No real-time payment confirmation** — Toast does not display an error at the POS when a card-on-file charge fails. The check closes on the Toast side and an invoice appears in Peoplevine silently. * **Gift card partial payment** — if a gift card has insufficient balance, the remaining balance is automatically invoiced to the member's house account. * **Only Active members appear** in POS member lookup. Non-active members (Suspended, Cancelled, etc.) return "member not found." * **CRM notes do not surface at the Toast terminal.** Notes entered on a member's CRM profile are not shown on Toast today. Staff need to check the CRM separately if notes are relevant at service. * **Family Billing + sub-member checks** — A Card on File tender on a sub-member's check attempts the sub-member's card, not the primary member's. If no card is on file or the charge fails, an invoice is generated for the sub-member; under Family Billing that invoice rolls up to the primary member's House Account. See: [How Family Billing Works](/products/control-panel-overview/invoices-house-account-overview/family-billing.md). #### What gets synced | Data | Direction | Timing | | ----------------- | ------------------ | ------------------ | | Member profiles | Peoplevine → Toast | On member lookup | | Orders and spend | Toast → Peoplevine | After check closes | | Discounts applied | Toast → Peoplevine | With order data | | Payment status | Toast → Peoplevine | After check closes | *** ### Day-to-Day: Finance #### How Toast transactions appear in Peoplevine | What you see | What it means | | -------------------------------- | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | | **via POS** with no PI\_ ID | Payment was settled on-property (physical card, cash). Not in Stripe. | | **PV payment on file** + PI\_ ID | Card-on-file charge processed through Peoplevine → Stripe | | **Invoiced** status | Added to the member's house account. Payment pending collection. | | **Payment** type | House account sweep charge — single batch closing multiple invoices. Exclude from revenue reports to avoid double-counting. *(This applies to all integrations, not Toast-specific.)* | #### Monitoring accounts receivable * **Daily**: Subscribe to the **Daily A/R recap** via SELL > View Open Invoices > **Send Me a Daily A/R** * **Weekly**: Subscribe to the weekly report via SELL > View Subscriptions > **Send Me Weekly Report** * **Review**: Navigate to SELL > Account Receivables and filter for **Walk-In** to catch unmatched charges #### Fixing misassigned checks (Walk-In → correct member) Two options: 1. **In Toast**: Reopen the past order and attach the correct member 2. **In Peoplevine**: Open the order and select **CHANGE CUSTOMER** #### Void and refund rules **Same-day (before end-of-day close):** Void the check in Toast. Toast sends the void to Peoplevine, which voids the transaction. If a new payment is taken, Peoplevine creates a new transaction. Same order number, same transaction — Stripe processes the reversal normally. **Next-day (after end-of-day close):** The post-EOD void creates a new order number not linked to the original transaction. Stripe cannot match it and will decline an automatic refund. Options: 1. **Credit on profile** — issue a house credit to the member's profile in Peoplevine. The member can use this credit for future purchases. 2. **Refund in Peoplevine directly** — find the original order in Peoplevine, click the transaction, and process the refund from there. This refunds the original card but Toast will not reflect the refund. > **Note**: Toast does not support real-time credit card validation for refunds in the same way as Micros. Next-day refund behaviour is being verified — if you encounter unexpected results, contact support. > For processing refunds in Peoplevine (full, partial, and across payment processors), see [How to Process a Refund](/products/control-panel-overview/refunds-adjustments-overview/process-refund.md). #### Processor routing POS charges route to the **Virtual POS + 3rd Party POS Integrations** processor slot. If no POS processor is configured, charges fall to the **Billing** processor. If no Billing processor is set, charges close to the **Default** processor. See: [How to Link a Payment Processor](/products/control-panel-overview/admin-overview/link-payment-processor.md). *** ### Troubleshooting **Invoice appearing with no member attached:** The staff member did not attach a member to the ticket before closing. Open the order in Peoplevine and click **CHANGE CUSTOMER** to assign it to the correct member. **"Error validating the loyalty account":** Happens after changes to a member profile (often the member number). Remove the member from the ticket (tap the loyalty number in the upper-left) → look up the member again with updated details → re-attach and finish payment. **Wrong member attached to a check after several updates (customer alternates):** Always enter the **full member ID** in Toast loyalty search, not the last few digits. If staff enter a partial value, Toast can cache it as the loyalty account on the check. On every subsequent order update, Peoplevine receives the partial value and may attribute the check to a different member whose ID contains those same digits. Train staff to enter the complete member ID, and confirm the member's name before completing payment. **Invoices created for the Walk-In customer on House Account payments:** Check if "Mark Toast House Account payments as Paid by POS" is enabled. Without this, invoices may be created for the Walk-In customer for Toast native House Account payments. **Gift cards or loyalty stopped working after enabling a third-party integration:** Toast can revert gift card and loyalty settings to first-party defaults. Contact Toast Customer Care to reconfigure Gift Cards and Loyalty for third-party integrations. **Card charge failed silently and created a duplicate invoice:** If a card-on-file charge failed and created an invoice, but the member also paid via another method at the POS, void the duplicate invoice from SELL > View Open Invoices. See: [How to Manage Invoices](/products/control-panel-overview/invoices-house-account-overview/manage-invoices.md). **Transaction status shows "Error":** Check the **Transaction Response** field on the transaction detail page for the processor error message. *** ### Best Practice * **Require manager approval** on the Peoplevine tender in Toast — this adds a safety rail so staff verify the member is attached before charging * **Train staff on the silent failure** — card-on-file charges don't show errors at the Toast terminal * **Run the A/R report weekly** to catch unmatched Walk-In invoices early *Last updated: 2026-05-24* --- # Agent Instructions This documentation is published with GitBook. GitBook is the documentation platform designed so that both humans and AI agents can read, navigate, and reason over technical content effectively. 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