Toast driver syncronization

Cartwheel can pull employee records from Toast and create driver profiles for you. You choose which Toast job roles count as drivers, and Cartwheel creates a profile for every employee who has one of those jobs.

Before you start

Each employee needs a valid phone number in Toast. Employees without one are skipped. Phone numbers also have to be unique in Cartwheel — if two Toast employees share a number, see Merge Drivers by Phone below.

Set up the sync

1. Go to Properties > Global Settings > Integrations > Toast Properties.
2. Next to Sync Drivers, click Configure Sync.
3. In the Configure Driver Synchronization window, move the job roles you want from Available Jobs to Syncing Jobs. The list covers every job from all Toast locations active on your account.
4. Turn on the sync options you need (see below).
5. Click OK. 
   
   

Cartwheel creates the driver profiles and shows the result for each employee, not just a total. Each row says Created, Updated, or Skipped. If someone was skipped, you'll see why — usually a phone number that already belongs to another driver, or one that isn't valid.

New drivers get a text message with a link to download the Cartwheel Driver App and the company name they'll need. Drivers sign in with their company, their phone number, and a one-time code sent by text.

Once you've synced at least once, Last Driver Sync shows the date and time next to Configure Sync, along with a button to run the sync yourself.

Sync options

All of these are off by default.

• Automatically Create New Drivers. Cartwheel checks Toast every 30 minutes and creates a profile for any new employee with a selected job role. Each one gets a text message with their login credentials. Leave this off and drivers are only created or updated when you run the sync manually.

• Merge Drivers for Multi-Locations. Keeps one profile for an employee who works at several Toast locations instead of a separate profile per location. All of those locations are added to the driver's Available Teams.

• Merge Drivers by Phone. Merges employees who share a phone number into a single driver profile. Each Toast employee ID stays tied to its own pickup location. With this off, Cartwheel keeps only the most recent Toast employee record for that number.

• Merge with Existing Cartwheel Drivers. If a Cartwheel driver already has the same phone number as a Toast employee, the two records are merged and the driver keeps syncing with Toast. If that driver is inactive, the sync reactivates them.

• Check Drivers Clock-in Status. Cartwheel checks clock-in and clock-out status in Toast and updates driver availability. Clocked in means On Shift (Visible); clocked out means Off Shift (Invisible). This applies only to drivers synced from Toast. A driver with an active ASAP order stays On Shift until that order is done.

Driver List

The Driver List shows every Toast employee with a selected job role and whether they made it into Cartwheel. You'll find it under Properties > Global Settings > Integrations > Toast Properties > Driver List.

The status column on the left tells you where each employee stands: synced, not synced because of an issue, or synced with an ID conflict. The legend under the table explains each icon. For a specific employee, use Show Details to see the last sync attempt — when it ran, whether the employee was created, updated, skipped, or failed, and why.

The table also shows:

• Driver Full Name
• Active Team
• Login
• First Name
• Last Name
• Phone Number
• Jobs
• Sync enabled marker
• External Driver ID

Sync Enabled is read-only. It shows which employees currently qualify for the sync, and you manage that in Toast: remove the job role there and the employee drops off the list. If an employee has more than one external ID, click Show All to see all of them. The current one is at the top, in bold.

The list refreshes on its own with each sync. To update it right away, use the Refresh button.

For accounts using Toast driver sync, the External Employee ID from Toast is now saved to the driver's profile in Cartwheel and visible on the driver edit screen. This makes it easier to cross-reference drivers between systems for reporting purposes.

If a driver is linked to multiple Toast employees with different External IDs, this is now flagged in the Toast Driver Sync table so it can be reviewed.

 

What happens when Toast data changes

• Job role removed from an employee. They drop off the list and their driver profile is deactivated.
• Employee deleted in Toast. Their driver profile is deactivated automatically.
• Phone number removed in Toast. It's removed from the driver profile in Cartwheel too.
• Driver deactivated in Cartwheel. The sync skips them, unless Merge with Existing Cartwheel Drivers reactivates them on a phone number match.