Toast Integration Best Practices

When connecting a Toast integration with Bbot, the information below will help troubleshoot any issues you may have. If you have any more questions or need help with the Toast integration, please get in touch with our support team by emailing support@bbot.menu.

Toast Printing Issues

If the orders are consistently injected into your Toast KDS, then Bbot is functioning as it should be and the underlying issue is either coming from your printer network or your Toast settings.

If the printing is cutting in and out unexpectedly, that would most likely point toward an issue with your network, which may be causing your printers to perform unreliably.

Common issues when tickets are not printing:

The tablet sending the order is not connected to the same WiFi network as the printers.
The printer is not powered on.
The printer paper roll is out.
The printer has lost connection to the network.
The printer is not configured correctly (less common)

If you are having issues getting kitchen tickets to print:

Verify that the ethernet cable connecting the printer to the wireless router/wireless bridge is securely connected at both ends. If you are unsure about one or both ends, unplug and plug it back in (listen to/feel it click into place)
Verify that the tablet(s) sending the order, which is not printing, is connected to the correct WiFi network. This is a secured Toast network that is named as such. If the tablet(s) was not connected to the correct network, connect it, and run a test transaction.
Power cycle the printer - disconnect the AC power supply cable from the back of the printer, allow 10 seconds to pass, plug it back in and run a test transaction.
Press the feed button on the front of the printer to ensure that the paper dispenses and the roll is loaded correctly. If it wasn't, could you correct it and run a test transaction?
Ensure that auto-firing is enabled. Setting Up Order Auto-Firing
Work backward from any known orders that were successfully injected into Toast and did not print. Ensure that the menu items in these orders are set up correctly to print at the intended locations. Ticket Routing and Filter Options

*Note* Toast is sending new printers that do not maintain a static IP address; this means that if there is a power or network outage, the printer can automatically jump to a new IP address.

Order Auto-Firing

To make sure that your Toast settings are correctly configured, please make sure that you have auto-firing enabled on only one of your Toast terminals. To do this, you must navigate to the 'Device Setup' settings on the Toast Terminal by clicking the Toast icon in the top left corner of the terminal.

From there, navigate to the 'Device Setup' settings.

After opening the device setup settings, scroll down to Order Auto-Firing settings.

You'll then need to select 'Yes' to inform you that this device will be used to fire scheduled and online orders. You can click continue to complete your selection.

You can also enable auto-firing in the Toast backend by navigating to the 'Online Ordering' settings and adjusting the approval settings.

You will need to scroll down to the 'Approval' section and ensure 'Send Orders Directly To The Kitchen' is selected. If this setting is set to 'Use Rules' or 'Approve Manually', you will need to manually approve orders in the Pending Orders section in the KDS.

Bbot Orders Not Displaying On Toast KDS

If Bbot-injected orders are not displaying on the Toast KDS, a common issue is that the device is not configured as a prep station for the Bbot orders. Start in Toast's back end and navigate to the Kitchen section using the left-hand navigational menu. Select Prep Stations.

If you would like specific orders to show up on a separate screen or certain items to be routed to a prep station KDS, you'll need to ensure that a prep station has been added. If a prep station has not been added already, you can click the '+ Add' button to create a new prep station. You'll need to create the name as a unique identifier for the station, and if you'd like tickets to print there, add the ticket printer in the dropdown.

To display the orders on an individual KDS that is not acting as an Expo screen, you'll need to navigate to the 'Device Setup' on the individual terminal and then scroll down to 'Kitchen Setup'. If 'Kitchen Expediter' is turned on, it will display all received tickets.

To select which specific Prep Station shows on the KDS, click on the 'Prep Stations' setting, and you'll be directed to select the specific station shown on the terminal.

You'll then be presented with all of the Prep Stations that have been added in the Toast backend under the 'Prep Station' settings. You will need to select the prep station to have the tickets displayed on and, once selected, click 'Save' to assign that prep station to the device.

For a device that is functioning as either an Expo screen or as a prep station, you'll also need to make sure you've selected which dining options or courses are configured to display. Navigate to the 'Ticket Display Options' and cand press on it to select what will display on the KDS.

You'll then be presented with all of the dining options that have been added in the Toast backend. You can then select which tickets attached to the specific dining option will be displayed on the KDS.

If you've enabled Courses in Toast, you are also able to select which specific courses are displayed on the specific device, as well. Once you've made your selection, click continue to save your choices.

You can also configure how tickets are displayed in both the KDS and printed tickets. You will need to navigate to the 'Kitchen' settings in the Toast backend and then to the 'Printers, tickets, & kitchen display screens (KDS)' settings.

Under the 'Kitchen Names' configuration settings, you can change the name of the dining option as it appears on the Toast printed ticket and the ticket displayed on the Toast KDS by changing the 'Kitchen Name'. This does not affect the name of the Dining Option in Toast.

To change the sort order of items on the Toast KDS tickets, you must first change the sorting order on the menu item. Under the menu item settings, scroll down to 'Sort Order' and enter the number for the item to be sorted.

For example, if you would like all appetizers to appear at the top of the list, followed by entrees and desserts, you would enter '1' for all appetizers, '2' for all entrees, and '3' for all desserts.

Once you've entered the order that each item should be sorted, navigate to the 'Kitchen' settings and then to the 'Printers, Tickets, & KDS' settings.

Scroll down to 'Item Sorting Priority' and select 'By Sort Order' to display the items based on the sort order configured on the menu item.

Future Orders In the Toast Terminal

To view future orders, navigate to 'Pending Orders' in the terminal.

'Future Checks' will show any orders received for future dates from Bbot or orders placed through Toast. For any future orders received a message will be displayed at the top advising if auto-firing has not been configured.

For Future Checks, the quoted time for orders can be controlled in the Takeout & Delivery settings in the Toast backend. Toast offers 3 options for controlling the quoted time: Manual, Kitchen Capacity, and Order Price. *Note*: the quote times only apply to Toast orders and will not affect any Bbot orders or other integrations.

You are also able to add an additional delay to the quote time in the Takeout & Delivery settings. In the 'Add Delay' dropdown menu, you'll have the option to select the amount of time you would like to add to the quote time, up to 25 minutes which will be reflected on the ordering page for guests.

*Note*: the delay for Takeout and Delivery only applies to Toast orders and will not affect orders for Online Ordering Partners.

Two Level Fulfillment

If you are utilizing Toast's Two Level Fulfillment feature, you will need to switch your fulfillment methods in Bbot to the 'With Expo'. This is due to Toast only having two levels of fulfillment, 'Accepted' and 'Ready'. When an order is fulfilled on one KDS and then sent to the main expo terminal, this will generate the notification text sent to guests.

When the 'With Expo' fulfillment methods are used, the order will need to be fulfilled on the Bbot tablet after it has been marked complete on the Toast KDS. Once it's moved through the final status on the Bbot tablet, the text notification will be sent out to the guest.

Toast Reporting

Toast reports will contain all of the information that is injected for the Bbot orders and can be utilized to for Bbot orders. However, if you have Bbot Tabs enabled you should refer to the Bbot Tips Report to ensure that your are distributing the correct tip amounts to staff. This is due to the fact that a guest will set a tip for each order placed on a Bbot Tab, which will be injected into Toast, but can later adjusts the tip for the entire Tab when the Tab is closed. When a tip is retroactively adjusted the adjusted amount cannot be injected into the closed Bbot order in Toast and will not be reflected in your Toast reports.