Homebase and Toast POS Integration Guide

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Homebase integrates with Toast to offer merchants all-in-one scheduling, complete timesheet management, and powerful labor cost and sales reporting.

 

What Syncs

Homebase will sync the following from your Toast POS:

  • Net Sales
  • Employees
  • Roles
  • Locations
  • Time Cards
  • Employee Tips

Homebase will sync the following to your Toast POS:

  • Scheduled Shifts

What doesn't sync

  • Employee Access Levels
  • Pins

 

Permissions: Only the owner of the Homebase account has access to the POS Connection settings page in Homebase.


Multiple Locations: Homebase syncs with Toast per location. If you have multiple Homebase/Toast locations, you must follow the connection steps below for each location you wish to connect.


Toast Partner Connect

Before connecting to Homebase ensure that you have enabled Toast Partner Connect and have added Homebase as an integration. Click here for further instructions on this.

Toast Partner Connect unlocks unlimited access to partner services that require Toast Partner Connect to activate.

Toast Users with existing integrations will likely have Toast Partner Connect added to their account. For Toast Users with multiple locations, Toast Partner Connect must be added for each location.

The purchasing User must have "Account Admin" permissions assigned in Toast in order to purchase or add integrations.

  1. From the Toast website, visit "Shop" on the left-hand menu.
    • Toast Partner Connect cannot be accessed or managed from the Toast POS Terminal.
  2. On the Toast Shop page, search "Toast Partner Connect"
  3. Select "Add to Cart"
    • If "Add to Cart" is greyed out, Toast Partner Connect is already added for this location.
  4. Finalize Purchase.

Toast Partner Connect is billed on a 30-day billing cycle. Toast Partner Connect must remain active on the Toast location for the Homebase to remain integrated and share data.

 

 

Connecting your Homebase Account to Toast

 

  • If you do not have a Homebase account 
  1. Go to joinhomebase.com and select Get Started in the upper right-hand corner of the screen. Continue through the sign-up flow and answer the questions to create the account (takes about 5 minutes).
  2. After the account is created you will need to login to your Toast account and enable Toast Partner Connect and add Homebase as an integration. For further instructions on enabling this, visit the Toast support website here.
  3. Once this is completed log back into your Homebase account, and select the Settings tab on the left menu
  4. Select POS Connection on the left navigation bar.
  5. Click Connect on the Toast tile.
    • Enter the name of your restaurant exactly as shown in Toast (including spacing and capital letters) as well as the email of the person who authorized the Homebase integration in the Toast Partner Connect Portal.
  6. If you receive an error on the connection, check to be sure the email and name are correct or check your account to ensure Toast Partner Connect has been enabled and Homebase has been added.
  7. Next, you will need to sync your employees and roles from Toast to Homebase, please see the instructions for syncing employees and roles for further instructions.

 

  • If you have an existing Homebase Account
  1. Sign in to your Homebase account.
  2. Select the Settings tab on the left menu
  3. Select POS Connection on the left navigation bar.
  4. Click Connect on the Toast tile.
    • Enter the name of your restaurant exactly as shown in Toast (including spacing and capital letters) as well as the email of the person who authorized the Homebase integration in the Toast Partner Connect Portal.
  5. If you receive an error on the connection, check to be sure the email and name are correct or check your account to ensure Toast Partner Connect has been enabled and Homebase has been added. For further instructions on enabling this, visit the Toast support website here.
  6. Next, you will need to sync your employees and roles from Toast to Homebase, please see the instructions for syncing employees and roles for further instructions.


Syncing Your Employees and Roles

Adding employees to your Homebase account

  1. To sync and or add employees, select the Team tab on the left menu.
  2. In the top right-hand corner, select Add Team and select the option to Import from POS.
    • Note: If you already have a team in Homebase you will still want to import the employees from Toast to match their profiles.
  3. You will be directed to a page to import the new employees or match them with the current profiles in Homebase. Homebase will automatically try to match them based on matching names.
  4. Please review and ensure that Homebase correctly matched up your team. Make any necessary adjustments and tap "Save & Continue" to finalize.
  5. Once this is complete your new employees will automatically be sent an invite to join Homebase. If they do not have contact information (phone number or email) you will need to add at least one form of contact to invite them to use Homebase.
  6. Moving forward, you will always add employees to Toast and import to Homebase. Employees will not be imported to Toast from Homebase.

Note: Syncing your employees with Homebase allows Homebase to send scheduled shifts to, and receive time cards from, Toast.

 

Syncing and Adding Roles in your Homebase Account

 

  1. To sync and or add roles, select the Schedule tab on the the left menu. Then select Departments & Roles.
  2. In the upper right-hand corner of the screen, you will see the option to Import Roles (to the left of Add Department).
  3. You will be directed to a page to import your roles from Toast or match them with the current roles you have created in Homebase. It will automatically try to match them based on matching names.
  4. Once your roles have been imported or matched you can create departments and move them into these for scheduling purposes.   
  5. Moving forward, you will always add roles to Toast and import to Homebase. Roles will not be imported to Toast from Homebase.

Note: Syncing your roles with Homebase allows Homebase to send scheduled shifts with role assignments to Toast. 

 

 

Schedule Enforcement and Syncing Sales

    1. First, you will need to turn on schedule enforcement and time clock rules in your Toast account. For further instructions on enabling this, visit the Toast support website here.
      Note: Homebase tools like "Prevent Early Clock In" and "Prevent Early Break Clock In" will not be enforced in Toast's time clock. Only Toast's Time Clock Rules will be enforced. 
      Note: Enabling Schedule Enforcement allows Homebase to sync scheduled shifts to Toast, and allows toast to enforce these shifts when your team clocks into Toast's Time Clock. 

    2. Once you have imported or synced your roles and employees to Homebase you may begin to create a schedule. For help with creating your first schedule, click here for the support article or here for video instructions
      • Note: When scheduling your team in Homebase, you must only schedule roles for employees that are assigned to their Toast profile. To ensure roles are correctly assigned to employee profiles in Toast, follow steps here.
      • Note: After publishing your schedule, you may see "Toast Issues" appear on your schedule. These are shifts that could not be sent to Toast. Select a shift with an exclamation mark in the upper right corner to view the reason the shift was unable to send to Toast. 

          3. Once your Toast and Homebase account are synced you will automatically start to see your Toast sales show up in your Homebase account.

      • Note: Sales will update every 30 minutes in your account and previous sales prior to connecting the accounts will not appear.
      • Note: Report access will vary depending on the Homebase plan you have selected.
    • When scheduling, you will see  projected sales for labor forecasting on the bottom of the page. Homebase will take the last 2 weeks of sales to make these projections, you will be able to modify these as you see fit. *This feature is only available on a paid plan, for more information on plans and packages visit our pricing page at joinhomebase.com


Time Card Tracking & Editing


1. Employees should clock into Toast's time clock. Within 5-10 minutes, employee clock ins, breaks and clock outs will automatically sync to Homebase Timesheets. To learn about viewing and managing Homebase Timesheets, click here.

2. Time card edits made in Toast will automatically sync to Homebase if the employee has not yet clocked out. Once the employee clocks out of their shift, Toast no longer sends edits for Time Cards, and you must edit the time card in Homebase to ensure that the time card reflects correctly in Homebase. To learn about editing timesheets in Toast, click here.

  • If you enable automatic clock out, please enable it in Toast only using Time Clock Rules. Enabling Auto-Clock Out in Homebase may result in clock outs missing from Toast.
  • When using Toast's Time Clock, please do not enable "Notify Employees and allow them to add forgotten clock out times" in Homebase Settings. This feature will only edit the employee's Homebase Time Card, and these edits will not sync to Toast. 
  • Homebase is unable to send time cards to Toast. For time cards to appear in Toast, employees must clock in from Toast's Time Clock. 

FAQ


Why do I keep seeing an error message when trying to connect to Toast?
Check your Toast account and ensure that Toast Partner Connect is properly set up and that Homebase has been added as an integration.

 

Do all Toast employees have to be in Homebase? 
Homebase allows you to schedule and track time for your team. If you have employees who are scheduled or who use a time clock, add them to Homebase. 


Do I need to add my employees to both Toast and Homebase?
No, in fact, we suggest you only add employees to Toast and import to Homebase to save time and avoid duplicate profiles or non-synced employees.

 

Do all Homebase employees have to be in Toast? 
No, you can have team members in Homebase who are not in Toast. However, if they use the POS and you wish for them to clock in using Toast's Time Clock, they should be in both Homebase & Toast. 

 

Do I need to have Roles set up in both Toast and Homebase?
Yes, you must add all your roles to Toast and sync or add them to Homebase so your employees can properly clock in and out for their assigned shifts.

Can I sync two or more roles in Homebase to one role in Toast? 

No. Roles between Homebase and Toast sync 1:1. This means that if you have three roles in Homebase for "Chef" "Chef's Assistant" and "Chef Trainee," you must have three corresponding roles in Toast to sync with each Homebase role, if you wish to schedule employees for these roles in the future.

 

Do I have to be on a paid plan with Homebase to integrate with Toast? 

No, all integrations with Homebase are available on our free, Basic plan. 

 

Why do I see 'Toast Issues' issues or errors next to employees and roles on my schedule?

Toast issues indicate that a shift was unable to send to Toast. Most commonly, Toast issues mean one of the following: 
1. The employee or role associated with the scheduled shift is not synced between Homebase & Toast. Follow steps above under "Syncing your Employees and Roles" to correct this. 
2. The role scheduled for an employee is not listed on their Toast profile. Ensure that the role is present on the employee's Toast profile to correct this. 

 

I've set up scheduling enforcing tools but they are not working, why?

Check to see that Schedule Enforcement has been turned on in your Toast account, also check to see that your Homebase schedule has been published and sent to Toast.

 

When I edit my timecards in Homebase they aren't syncing to Toast, why?
Although timecards will appear in both Homebase and Toast, we suggest selecting one as a source of truth for running payroll. Edits made to time cards in Toast that do not have a clock out will automatically sync to Homebase. Edits made to time cards in Toast that have a clock out will not sync to Homebase. Edits made to Homebase time cards will not sync to Toast. 

 

 

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