Menu Creation and Initial Set-Up
Log in to the Toast Portal
For multi-location restaurants, click Switch Restaurant at the top and select the location of the desired restaurant.
Accessing and Creating Menus
Access Menus → Click Menus
Create a New Menu on Toast called “Online Ordering.”
Click on + Add > Update the Menu name “Online Ordering” > Click on Save
You can also COPY an existing menu by going to Edit Menus > Select “…” > Copy
Then, select the hyperlink “Copied menu successfully” to view and rename the newly created menu.
Rename the menu copy to whatever name you would like the Menu to have (and be visible) on your online ordering platforms.
Change the name and select Save.
Adding Item Group
Add an Item Group > Click on the Menu you would like to add a Category
Click on + Add > Update the Item Group name > Click on Save
Check out the video tutorial below to see this function in action!
Adding New Item / Removing Existing Item
Note: For customers offering alcoholic beverages online, ALL menu items MUST be tagged with specific tags to differentiate between the various item types. The tags are case-sensitive and MUST be added exactly as noted. See the “Tagging Items” section below for details.
Add a New Item > Go to the Item group you wish to add an Item > Click on + Add > Update New Item name & Price > Click on Save
Check out the video tutorial below to see this function in action!
To Remove an Item > Go to the Item category > Scroll down to Items > Click on Edit > Click on the [ X ] icon > Click on Save
Check out the video tutorial below to see this function in action!
Tagging Items
Note: If you offer alcoholic beverages for sale online, all items must be tagged. The tags are case-sensitive.
The tags that MUST BE used depending on the item are the following:
Tag |
Item Type |
alcoholic drink without food |
Alcoholic beverages sold on their own |
alcoholic drink, including food |
One item including an alcoholic drink with a food item |
non-alcoholic food item |
Regular food items sold on their own |
non-alcoholic drink item |
Non-alcoholic drink items sold on their own |
non-edible item |
Items that are neither food nor drink (e.g., Gift Cards, Paper Supplies, etc.) |
Note: If you use default modifiers that you DO NOT want to be displayed on your online ordering menus, tag ONLY these modifiers with the tag below:
Tag |
Item Type |
do not display on ordering platforms |
Use this tag for default modifiers you do not want to be displayed on your ordering platform menus. |
Go to Menu > Select Item Tags
Select Add > Enter Tag Name “alcoholic drink without food.”
Select Add > Enter Tag Name “alcoholic drink including food.”
Select Add > Enter Tag Name “non-alcoholic food item.”
Select Add > Enter Tag Name “non-alcoholic drink item.”
Select Add > Enter Tag Name “non-edible item.”
Select Save
Note: These tags are case-sensitive and must be written exactly as noted in all lower-case letters.
Go to Edit Menus > Select Item to tag.
Scroll down to Properties > Select Add Existing Tags > Select the appropriate tag from the list.
Select Done & Save
Repeat for EVERY menu item that will appear in the ordering platform(s) menu(s)
Note: You can bulk tag items by tagging the Item Group. This tag will be applied to ALL items within the group. If one item within the group has a different tag, tag the Group first and then change that particular item tag afterward.
Check out the video tutorial below to see this function in action!
Add Existing Item
To add an item already in your item database > Go to the dropdown menu next to ‘+ Add’ > Select Add Existing Items.
Search for the item in the search bar > Select the item below > Click Done
Item Name Settings
In Toast, you can assign THREE different names to one Item.
Once you create the Item, click Save and select the Item to change item-specific settings such as name.
Name: Item name as you would like it to appear on the Ordering Platform
POS Name: Item name that will appear in the POS terminal
Kitchen Name: Item name that will appear on the kitchen tickets (printed or KDS)
Adding / Removing Modifier Group
To Add a Modifier Group on Toast > Go to Item Group or Item to which you wish to add a New Modifier Group.
Click on + Add > Update with new Modifier group name > Choose the selection options for the modifier group as Required or Optional along with min & max modifier selection > Click on Save
Check out the video tutorial below to see this function in action!
To Remove a Modifier from a Modifier Group
To Remove a Modifier from a Modifier Group > Go to the Item > Scroll down to Modifiers > Go to the Modifier Group > Click on Edit > Click on the [X] icon > Click on Save
Check out the video tutorial below to see this function in action!
To Add a Modifier under a Modifier group on Toast
To Add a Modifier under a Modifier Group on Toast > Go to the modifier group you wish to add a New Modifier > Click on + Add > Update New Modifier name & Price > Click Save
Check out the video tutorial to see this function in action!
Setting Modifier Group Min and Max
To Change the Min – Max on the Modifier Group > Go to Modifier Group > Click on Required? Dropdown> Choose the option as Required or Optional > Click on Save
Once Saved > Item Min, it automatically changes to ‘1’ when the Required option is selected for that modifier.
Click on the Modifier Group > Scroll down to Properties > Choose the options you want for the modifier group, including Max.
Check out the video tutorial below to see this function in action!
Setting Prices
To Change an Item Price > Go to Item > Scroll down to Base Price > Update the Price > Click on Save
To Change a Modifier Price > Go to the respective modifier group > Click on Edit > Update the Price > Click Save
Adding Photos to Items
Add Photos to an Item on Toast > Click on the Item you wish to add a Photo to> Go to Image below Advanced Properties > Choose Image and upload the image to Toast.
Check out the video tutorial below to see this function in action!
Adding Description to Items
To Add Description to an Item on Toast > Click on the Item you wish to add a description > Go to Description below Advanced Properties > Enter Description in the text box.
Marking Items as Sold Out
Items can be marked as sold out directly in the Toast backend or Toast terminal.
Note: Checkmate polls your POS every 5 minutes to check item stock status. If an item’s status changes to Out of Stock, our system will update it and mark it as sold out on all API-integrated ordering platforms.
Go to the item you wish to mark as sold out.
Go to Advanced Properties > Inventory and mark the item as Out of Stock > Save
*This process can be done for Items and Modifiers following the same steps above.
You can also mark an item as sold out within the Checkmate Portal by following the steps listed here.
Adding/Updating Tax Rate
To add/update tax rate, go to Payments > Tax Rate > Select Add Tax Rate > Enter a Name > Scroll down and Select Type and Enter the Numerical Rate > Click Save
Check out the video tutorial below to see this function in action!
Set Store Operation Hours
Store operation hours need to be updated in the Checkmate portal. Learn how to:
How to set Kitchen Prep Time
Kitchen prep time needs to be updated in the Checkmate portal. Learn how to update kitchen prep time here.
Setting Dining Options
If you offer pick-up and delivery services through your ordering platforms, you must have at least one dining option for each service - Pickup (Takeout, etc.) and Delivery. You can also opt to have a unique dining option set for each ordering platform (ex. Pickup - Grubhub; Delivery - Grubhub)
Go to Kitchen/Dining Room > Dining Options
Select +Add
Enter the dining option Name and select Behavior (Delivery or Takeout)
Click Save
An EXAMPLE of unique dining options per Order Platform is illustrated below.
Setting Payment Options
A unique payment option MUST BE SET for each ordering platform.
Go to Payments > Other Payment Options
Select +Add
Enter the Name of the payment option
Select No for Required Manager Approval
The other settings can be changed if needed but are not necessary for integration.
Click Save
Publishing Changes
Once ALL the Changes / Updates are made on Toast, Go to Publish Config under Manager and click on Publish Changes to have the changes reflected on Toast and Checkmate systems.
Note: Changes reflect on the Checkmate system after a New Menu Sync and once the Publish Config step is completed on Toast.
Menu Updates & Ongoing Maintenance
How to Update Menu Item Name
Go to Edit Menus > Select the corresponding Menu > Select the corresponding Group > Find the Item in the list of items.
Hover to the right of the Item for a pencil to appear > Click on the pencil > Edit item name.
How to Delete a Menu Item
Go to Edit Menus > Select the corresponding Menu > Select the corresponding Group.
In the Items section > Select Edit
Select the ‘X’ next to the item you wish to remove
Click Done
How to Update Menu Item Price
Go to Edit Menus > Select the corresponding Menu > Select the corresponding Group > Find the Item in the list of items.
Click on the current Price box > Update Price > Click ENTER.
Note: This will update the base price in your POS. If you have Price Elevation set in the Menu Manager, the elevation percentage will apply to this new base price.
How to Disable Items from Ordering Platforms Permanently
To set the item so that it DOES NOT appear on the ordering platforms menu, go to the Item > Scroll to “Visible To” section > Uncheck “Online orders: Ordering partners.”
The item will remain on the menu but will not appear on the ordering platform.
How to Mark an Item as Sold Out (86’d)
Items should be marked as Out of Stock within Toast.
Go to Edit Menus > Select the corresponding Menu > Select the corresponding Group > Find the Item in the list of items
Scroll down to Advanced Properties > Inventory
Mark the item as Out of Stock
Click Save
*This process can be done for Items and Modifiers following the same steps above.
Note: Checkmate polls your POS every 5 minutes to check item stock status. If an item’s status changes to Out of Stock, our system will update it and mark it as sold out on all API-integrated ordering platforms.
How to Update Modifiers within the Modifier Group
Go to the Item Group or Item to which the Modifier Group belongs.
Go to the Modifier Group you’d like to edit - Edit Modifier Group Name, Required? Status, Multi-select, and Min-Max directly from this view
To edit modifiers within the group > Click on the Modifier Group you’d like to edit
Scroll down to the bottom of the modifier list and click on + Add / Edit / Alphabetize based on the edits you’d like to make
Click + Add to add a new item to the modifier group - Use the drop-down (down arrow) to the right of + Add to add an item already existing in your item database.
Click Edit to edit any modifier names or prices already appearing in the Modifier Group.
Click Alphabetize to alphabetize the items within the group
Updating Item Photo and Description
To Update the Photo, Click on the Item for which you’d like to update the photo, Go to the Image below Advanced Properties, Choose Image, and upload the image.
To Update Description > Click on the item you want to update the description of> Go to Description below Advanced Properties > Enter Description in the text box.
Click Save
Marking the Location Online/Offline in Checkmate Portal
You can mark the location or respective delivery platform(s) to appear offline/ online with the click of a button by following the steps here.
Make sure to click Push to Online Platforms when you make any change(s), or else the changes will not take effect.
Final Step: Pushing Changes to the Ordering Platforms
Once all updates are made in your Toast back end, update the ordering platforms:
Confirm that all changes have been published in Toast
While Checkmate syncs with Toast EVERY HOUR, if you wish to have changes reflected immediately, go to Checkmate Portal and Select ‘Sync with POS’ – the sync typically takes 5-10 minutes. The updates should automatically be pushed to the Ordering Platform menus. If they do not, select ‘Push to Online Platforms’ to complete the update manually.
Note:
All changes to your API-integrated ordering platform menus should be done DIRECTLY in our POS.
Our system will only sync if the menu changes and will only push out to the ordering platforms once the sync occurs. Our system also syncs with POS EVERY 5 MINUTES to check for sold-out (86’d items) items and will update the ordering platform menus accordingly!
Visit your location in the Checkmate Portal to:
View your ordering platform menus
Turn on/off ordering platform menus
Adjust your delivery hours
Adjust your kitchen prep times
Set Special/holiday hours
Customer Support Contact
If you have problems or questions, simply reach customer support through the following:
Send us an email - support@ItsaCheckmate.com
Text us through WhatsApp - 1-888-267-4140 (Please note: This is a text line only)
Message us on Facebook with issues or questions - https://www.facebook.com/itsacheckmate/
DM us via Twitter - https://twitter.com/itsacheckmate
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