POS Guide: Toast

Setting Up Your Discount

  1. In Toast back end, go to Payments -> Discounts -> Add a Discount
  2. For both Discount Name and POS Name, choose “Offline” or “Offline promo”
  3. Choose button color
  4. Discount will default to active
    1. On the Discounts page, button can be de/re activated
  5. Settings
    1. Entire check… and if possible, apply to everything “except” alcohol
  6. Select Discount Type
    1. Fixed discount will apply only the Offer amount
    2. Open Discount is recommended to ensure discount isn’t applied to alcohol
      1. “Maximum Amount” can be set to ensure discount doesn’t exceed Offer
    3. Discount Reason can also be filled in for tracking discounts/bookkeeping
      1. Payments -> Discount Reasons -> Add Reason
  7. Discount availability: if Offer is only eligible during certain days/times, go to Availability option on Discounts page
    1. Fill in days/times if applicable
    2. If discount is available at all times, skip this step
  8. Hit Save -> Publish

NOTE: We recommend splitting checks if multiple Offline Members come to dine at your biz. The Toast system will only allow one Offline discount code to be applied per check.

Setting up your Data Integration

A direct integration will save you the time of manually pulling data, while also allowing Offline to provide you with richer analytics on Member spending, tipping, total customer volume, etc.

If you already have Data Exports set up in Toast, the integration process takes less than 5 minutes.


First, confirm that you have Data Exports set up in Toast

First, navigate to Reports > Settings > Data Exports. If you don't have Data Exports set up, you'll see this message:

If you don't have Data Export capabilities, click here for our guide to enabling Data Exports.


Next, add Offline's SSH Key

If you're set up for Data Exports, navigate to Reports > Settings > SSH Keys and click "Add new key"

Copy Offline's SSH key using the button below and paste it exactly as it is, with no spaces before or after the key.

ssh-rsa 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

Finally, email us with your SFTP Username (it will be something like "RestaurantNameDataExports") and Server URL (it will be something ending in amazonaws.com).


This should allow us to establish the connection and begin updating your Offline dashboard daily.


How to enable Data Exports

To enable Data Exports, you'll need to:

  1. Start a new chat with Toast Support.
  2. When selecting a topic, click "Integrations" so that you're speaking to someone on the Integrations support team.
  3. Once you've verified your details say "I am reaching out to request the setup of an SFTP username for our restaurant to facilitate downloading data export files as outlined in your guide."
  4. Once Data Exports are successfully enabled, you should get a message back with your SFTP username.
  5. Continue the setup of the direct integration by clicking here.

If you need more help, you can read more about Data Exports in Toast's documentation:

  1. https://doc.toasttab.com/doc/platformguide/adminSshKeys.html
  2. https://central.toasttab.com/s/article/Automated-Nightly-Data-Export-1492723819691

How to Pull Offline Spending Data Manually

  1. In Toast back end, go to Sales Summary
  2. Set the view to “Last Month” – or whatever date range you’re trying to get
  3. Click Discounts -> Select Discount Name -> See Details. You’ll give us:
    1. The number of people
    2. The total discount sum
    3. The total profitability or net sales
  4. Send this to your Account Coordinator via email! Please note: Offline will add the total discount + net sales to get the total spend and add this into your finalized data report.

Misc Notes

If you are using any type of "Open Discount" to apply multiple Offline offers to a single table/check, please let us know as the data reporting becomes a bit more difficult. We do not recommend doing this and instead, require members to split checks. 

How to Set Up Gratuity 

Check out this helpful guide from Toast to learn how to set up Auto Gratuity. You can also follow these easy steps:

  1. Open your home screen on the backend of Toast
  2. Go to "Payments" and then click "Services Charges" -> add a new one
  3. You can name it something like "Offline Auto Grat", "Offline Gratuity", etc. 
  4. Make sure it's a fixed % -> type in whatever percentage here (i.e. 20%, 15%, etc)
  5. Select "yes" to assign to check owner 
  6. Click that you don't want it to be taxed
  7. Select "yes" on the pre-discount total
  8. Apply After Amount Threshold: Setting the Apply After Amount Threshold to $.01 or more will automatically apply a service charge to any order, regardless of dining option. This will allow you to charge an automatic service charge without manually adding it to each check. Setting the threshold to 0.00 makes it so the service charge needs to be added manually (given that the dining option options are "no" as well). We recommend this option for Offline Partners so that auto grat can be added to Offline Member's bills.
  9. Click blue save button to publish

Need More Help?

If you're looking for more information about the Toast POS system, please reach out to the following contact. She can direct you who to speak with on the Toast team for whatever market you're located in.

Amy Scully

amy.scully@toasttab.com

Principal Account Executive, Toast North Carolina

252-412-8785

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