Give an existing or new employee access to additional Toast locations, set their permissions per location, and resolve common location-access issues like an employee getting kicked out of a store. Covers Multilocation Management (MLM) and non-MLM multi-location setups.

Before You Begin

Applies to: Toast Web (Multilocation Management groups and non-MLM multi-location setups) | Permissions needed: 6.5 Restaurant Groups Setup, 8.2 User Permissions at every location where you are adjusting permissions

You must already hold any permission you are granting to another employee. Toast blocks the change if you do not—even if you are an account owner.

What you'll accomplish: Give an employee access to multiple Toast locations and configure their permissions at each location.

Note: If you have Toast Payroll, employee must be added in Toast Payroll rather than Toast Web. For information on adding employees to different locations in Payroll, see Toast Payroll: Assign or Change Employee Jobs or Locations article.

Choose the Right Path for Your Setup

Before you start, identify how your locations are managed in Toast. The setup steps differ based on whether your locations are part of one MLM restaurant group or are owned as separate management sets.

Your Setup	Use This Path
All locations are part of one Toast Multilocation Management (MLM) restaurant group	Path A
Locations are owned separately and are not grouped under a single MLM management set	Path B

If you are not sure which applies, check the location dropdown in the top-left corner of Toast Web. If you can switch between locations from a single login, you are in an MLM group (Path A). If you log in separately for each location, you are working with separate management sets (Path B).

Path A: Assign Access in an MLM Restaurant Group

Use this path when all your locations are part of one MLM restaurant group. You grant access from a single employee profile—you do not need to add the employee at each location separately.

In Toast Web, navigate to Employees > Employee management > Employees.
Find the employee in the list and select the pencil icon in the Actions column on their row.
Select the Jobs and Permissions tab.
Scroll to the Permission section and use the dropdown to select the restaurant groups or locations the employee should have access to.
To customize permissions for a specific location, select that location in the expanded view and adjust the checkboxes.
Select Save.

Expected outcome: The employee now has access to the locations you selected. They can use their existing POS access code at each one. If they are currently logged in on a POS device, they may need to log out and log back in for changes to take effect.

Path B: Assign Access Across Separate Management Sets

Use this path when your locations are not grouped under a single MLM management set. The same person needs an employee profile at each location, all tied to the same email address.

In Toast Web, log in to the first location and navigate to Employees > Employee management > Employees.
Select + Add New Employee.
If the employee is not already in Toast Payroll, toggle the top bar to No and fill in the following:
- First name
- Last name
- Email address (note: each employee is tied to the system by their email address—make sure each employee uses a valid email address and double-check spelling before proceeding; if the email address is invalid, the employee will not be added to the desired location)
- POS access code
Use the Jobs dropdown to select the employee's first job at this location, then select Add.
To add additional jobs at this location, navigate back to the Employees page, find the employee's name, select the pencil icon, and repeat step 4.
Switch to the next location using the location dropdown in the top-left corner of Toast Web.
Repeat steps 2 through 5 at the new location, using the same email address as before. The employee may use the same POS access code across all locations.

Expected outcome: The employee has a profile at each location, all linked by their email address. They can use the same POS access code at every location they have been added to.

Set Location-Level Permissions for an Employee

After an employee has access to multiple locations, you can fine-tune their permissions at each location individually. Use this when an employee has different responsibilities at different stores—for example, a manager at one location and a server at another.

In Toast Web, navigate to Employees > Employee management > Employees.
Find the employee and select the pencil icon in the Actions column to edit their profile.
On the Jobs and Permissions tab, scroll to the Permission section.
Select the location whose permissions you want to adjust.
Toggle the relevant permissions to Override (instead of Inherit) to make changes, then enable or disable each permission as needed.
Select Save.

Expected outcome: The employee's permissions are updated for that specific location. Their permissions at other locations are unchanged.

For more detail on overriding individual permissions and the rules that govern who can adjust permissions across MLM locations, see Manage User Jobs & Permissions With MLM.

Switch Between Locations in Toast Web

To switch between locations you have access to, select the location name in the top-left corner of any Toast Web page, then select the location you want to view from the dropdown.

location selection drop-down in Toast Web

Quick Fix: Employee Kicked Out of a Location

If an employee cannot log in to one of their assigned locations, or keeps getting kicked back to the clock-in screen at one store but not others, work through this table from top to bottom. The fix at the top resolves the most common cases.

Symptom	Most Common Cause	Quick Fix	Self-Service?
Employee gets kicked back to the clock-in screen at one location	Stale location access setting	In Toast Web, toggle the employee's access to that location off, then back on. Repeat for any other location with the same issue.	Yes
Employee can log in at some locations but not others	Different permission sets at different locations	Verify the employee has the correct permissions at every location they need. See Set Location-Level Permissions for an Employee.	Yes
Employee's email shows as invalid or does not match across locations	Email mismatch between location profiles	Confirm the same email address is used on every location's employee profile.	Yes
Permissions look correct but the employee still cannot access	Duplicate Toast Web profiles	The employee may have two profiles—one per location—that are not linked. See Consolidate Toast Web Login Credentials.	Partial—may need Customer Care
Employee has been kicked out at the same time every day (e.g., 4 a.m.)	Scheduled access reset or background sync conflict	Verify the employee's access is enabled at every location, then have them log out and back in after the affected time. If the pattern repeats, contact Customer Care.	Partial

If the toggle reset does not work, see Get Help With MLM Employee Access & Permissions for symptom-by-symptom troubleshooting covering cross-location admin permission failures, invalid POS access codes, and profile sync issues.

Before You Contact Customer Care

You will need Customer Care to resolve the issue if any of the following are true at your restaurant group:

No employee at the group has full 8.2 User Permissions at every location, and you need to grant or restore that access. Toast blocks you from granting permissions you do not already hold yourself, so without an existing super user, no one inside the restaurant can complete the change.
The owner or sole MLM admin has been archived or no longer works at the company, and there is no active employee with full group-level permissions remaining.
Employee profiles need to be merged across locations and the standard self-service path in Consolidate Toast Web Login Credentials has not worked.

When you contact Customer Care, have the affected employee's name, email, the locations involved, and any related case numbers ready.

Frequently Asked Questions

I'm the Owner—Why Can't I Add an Employee to All My Locations?

If you are the owner and you cannot add an employee to all your locations, it is almost always because you are missing the 8.2 User Permissions permission at one or more locations, or you do not hold a permission you are trying to assign.

Toast blocks every permission change—even from owners—when the editor does not already hold the permission they are granting at the location they are granting it at. To fix this, another employee at the group with 8.2 User Permissions at every location can grant you the missing access. If no such employee exists, contact Customer Care (see Before You Contact Customer Care).

Can an Employee Use the Same POS Access Code at All Locations?

Yes—as long as a POS code is not already being used at a particular location, an employee can use the same POS access code at every location they have been added to. When you add the employee at a new location (Path B) or grant them access through the Restaurant Access field (Path A), the same POS access code on their profile works across all of them.

To update the same POS access code for all locations, locate the employee profile under the employee section and select the pencil icon to edit the employee profile. Select the profile tab at the top and scroll down to the Account Information section, then enable the checkbox for "Update POS access code for all locations.

An Employee Has Different Permissions at Different Locations—Is That Expected?

Yes, this is expected when permissions have been overridden at the location level, or when the employee is assigned to different jobs at different locations. Different jobs come with different inherited permissions, so the same person can be a manager at one store and a server at another.

To make permissions consistent across all locations, see Set Location-Level Permissions for an Employee, or Manage User Jobs & Permissions With MLM for the full procedure on permission inheritance and overrides.

How Do I Give an Employee Admin Access at Every Location at Once?

To give an employee admin access at every location at once, use Path A and select the entire restaurant group in the Restaurant Access dropdown. This grants access to all current locations in the group. After that, assign them to a job that has admin-level permissions, and confirm those permissions apply at every location by checking the Permission section for each one.