Cash Drawer Lockdown Overview
Oftentimes you'll want to allow an employee to have access to multiple cash drawers during one shift. Cash drawer lockdown is a setting that allows a cash drawer to be assigned to one employee during a shift. It is more secure and makes it easier for managers to track cash flow in a drawer and resolve discrepancies.
In addition, when a drawer is locked to an employee, that employee will be required to close the drawer at the end of their shift via a Shift Review. To learn more about cash drawer lockdown, see Lock Down Cash Drawers.
If you're not currently using cash drawer lockdown, then all employees (with the appropriate permissions) will have access to every cash drawer simultaneously.
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Set Up One User to Multiple Cash Drawers
If you've enabled the cash drawer lockdown setting, you can give managers or other employees the 3.19 Cash Drawer Lockdown (Override) permission so they can have access to multiple cash drawers at once. This permission will give employees access to cash drawers that might be locked to someone else during a shift. Most commonly, this permission is given to managers or shift leaders to close out cash drawers at the end of the shift.
Once permission for Cash Drawer Lockdown (Override) is given to an employee, they'll be able to use multiple cash drawers even if a cash drawer is locked to another employee. This will allow cashiers to swap terminals (and cash drawers) during a shift or a bartender to use two cash drawers behind a bar.
In Toast Web, navigate to Employees > Employee management > Employees.
Search for your desired employee and select the pencil icon next to their name.
Under Manager Permissions, scroll down and check the checkbox for 3.19 Cash Drawer Lockdown (Override).
Ensure that the employee (or job) also has the 1.7 Cash Drawer Access permission enabled.
Save and publish your changes.
We recommend ensuring that the job associated with the employee you are assigning the 3.19 Cash Drawer Lockdown (Override) permission to also has Cashier checked on the job details page.
Then, if you'd like all employees with a specific job type (bartenders, for example) to be able to access multiple cash drawers simultaneously, you can give the job (Bartender) the 3.19 Cash Drawer Lockdown (Override) permission so that it will apply to every employee with that job.
Note: Drawers are locked to users; users are not locked to drawers. If you accidentally lock yourself to the wrong drawer, you can still use another drawer as long as it isn't locked to someone else or as long as you have the 3.19 Cash Drawer Lockdown (Override) permission. You will always have to close the drawer you are locked to when you complete your Shift Review.
Cash Management When Multiple Users Have Access To One or Multiple Drawers
Since multiple employees will have access to a cash drawer, it's important to assign the following permissions so the cash drawer gets closed consistently during shift review.
3.17 Cash Drawers (Blind) - The user cannot see expected cash amounts.
This is recommended for a cashier or bartender who closes a shift by counting cash in the drawer and does not know what the expected cash amount should be
Also able to perform other cash adjustments
This is a great tool to prevent theft and allow a user to have access to multiple cash drawers
3.18 Cash Drawers (Full) - The user has access to view expected cash amounts in cash drawers during and at the end of a shift.
Access to be able to cash in, cash out, open a new drawer, and close drawers
Recommended for a shift lead or manager
If a shift lead or manager is assigned the 3.18 Cash Drawers (Full) permission, then they should also be assigned other permissions, including:
1.7 Cash Drawer Access
1.13 No Sale
3.12 Shift Review
3.16 Close Out Day
3.19 Cash Drawer Lockdown (Override)
3.21 Adjust Cash Drawer Start Balance
3.22 Pay Out
If a staff member is assigned the 3.17 Cash Drawers (Blind) permission, they are responsible for a cash drawer. It's then also recommended that they complete a Shift Review. Make sure the 3.12 Shift Review permission is applied to this employee, as it will add an extra level of cash handling accountability. Toast also recommends that each guest-facing employee declares cash tips so that the restaurant can easily track the tips.
Cash Reporting for Multiple Cash Drawers
The Cash Summary section in the Sales Summary report shows a breakdown of cash totals within the selected report range and is a great tool when employees are having to complete a Shift Review while being responsible for multiple drawers.
The Total Cash value in this section should show the total cash deposit amount. The Credit/Non-Cash tips value will show the total dollar amount for tips paid through credit cards.