Setting Up Toast Integration
For information on how quickly you'll be able to get your Toast Integration up and running, please view our Toast Integration Timeline article.
I. Enable Toast Integration
- In Toast, go to My Integrations and click Join Toast Partner Connect. Note that Toast charges $25/month to enable integrations on your account (this is a flat rate, and allows unlimited integrations). If the page says “You Have Toast Partner Connect!” then this step has already been done.
- Add the Bbot integration to Toast
II. Toast account setup for Bbot
Sign in to your Toast account at toasttab.com and make the below changes to the restaurant configuration.
1. Add a Bbot Other Payment Option:
Go to Other Payment Options in your Toast backend page and configure a Bbot payment option with the following configurations:
- Name: Bbot
- Require Manager Approval: No
- Treat as Discount: No
- Tax Exempt: No
- Tips Enabled: No
- Show Thank You Dialog: No
- Show Receipt Dialog: No
- Allow Rewards Card: No
- The payment option must start with the word Bbot
Note: The payment option with the closest name will be mapped. This supports multiple Bbot accounts connected to one Toast account. For example, a restaurant with name "Bob's Burgers" will map to a Toast payment option with the name closest to "Bbot Bob's Burgers"
2. Add a Bbot dining option
Dining Options -> + Add
- Name: The Dining Option name must start with the word Bbot (e.g. "Bbot Dine In")
- Behavior: Dine In
- Leave other boxes unchecked
Optional: If you would like to differentiate driver delivery and takeout orders, you can create additional dining options with "Bbot" in their names, and set their "Behavior" to Delivery or Take Out. Bbot will automatically use the dining option which is the closest match to a Bbot order's fulfillment method. Important: even if you are 100% delivery, you must still have 1 Bbot Dining Option set to "Dine In". For technical reasons, the "Dine In" option is used during price checks.
3. Add A Bbot Revenue Center
Add a new revenue center called 'Bbot'.
4. (Optional) Add A Bbot employee
Add a new employee called 'Bbot Employee'.
Employees > Under Employee Management, 'Employees' > Add A New Employee
III. Set up Toast menu
There are two options for uploading your Toast menu:
- Most common choice: Bbot can import your existing menus. To do this, look through your menus for staff-only items, such as “BIRTHDAY CANDLE”, which should not be offered online. You need to tell Bbot not to import these private items and menu groups. The easiest way is to put an asterisk (*) at the beginning of the name, such as *BIRTHDAY CANDLE. Our system interprets an asterisk to mean “do not import”. Alternatively, you can edit the visibility settings of an item or menu group, to make it not visible to "online ordering partners". (Bbot will only import items that are visible to online partners.)
- Alternative approach: if you intend to offer a much more limited menu through Bbot, you can create dedicated menus within Toast for the items you want to offer through Bbot. Toast allows you to add existing items to a new menu, so this option is quick to do. For example, you could make menus called “Bbot Cocktails”, “Bbot Beer” and “Bbot Dinner”. Then, in Bbot, you can connect those Toast menus to Bbot menus named “Cocktail Menu”, “Beer Menu”, and “Dinner Menu”.
Menu design for Smart Ordering
Your Bbot menu is a vital part of the Smart Ordering guest experience. A properly curated menu is very important for increasing sales. We recommend these guidelines:
- Use customer-readable names for all menu groups, items, option groups, and options. For example:
Good name Bad name Draft Beers DRFT Choose a bread Sandwich Mods Bottle of Cabernet Sauvignon BTL CAB 6 Chicken Tenders CH TEND
- Write appetizing descriptions that also answer the guest’s questions about size or ingredients. For example, “Three large, crispy, freshly-fried chicken tenders with our house barbecue dipping sauce.” You may also leave the description blank in Toast, and write the description in the Bbot owner portal after the item is imported.
- The modifiers (a.k.a. “options”) should include all customizations that a guest might want, such as “no onions”, “no cheese”, “dressing on the side” etc. The option group name will be displayed in Bbot, and the options will be displayed under it.
- If there are combo items like “shot and a beer”, make sure there are options to select the shot & select the beer.
- The options should only include relevant items. Don’t offer “Gluten-Free Bun” as an option on ice cream. If customers see a long list of irrelevant options, they will distrust the system. If you have large, multi-purpose option groups, such as “Liquor mods”, split them into multiple groups that only contain options guests would want to see. For example, “Whiskey options” and “Tequila options” is a much better guest experience.
- It’s wise to include a few “upsell” options. These are some upsell options that other Bbot restaurants have used:
- On french fries - "Cheese dipping sauce - $1.50"
- On Jim Beam whiskey - "Upgrade to Manhattan cocktail - $3.00"
- On a vodka cocktail - "Upgrade liquor to Grey Goose - $3.00"
- For each option group, ensure that Toast’s “Required” and “Multi-select” fields are set correctly.
- For example, “doneness” for burgers should have exactly 1 selection. So, set it to “Servers must make a selection for this group” and “Only one modifier may be chosen”. Bbot will import and enforce these settings.
- Optional modifiers such as “no onions” should be set to “This group is optional and is shown on add” and “More than one modifier can be chosen”.
- Bbot will also enforce an option group’s “Min/Max # selections” if you configure that. For example, you can limit customers to a maximum of 3 pizza toppings.
- Avoid special pricing rules - Bbot cannot import the Toast system of special pricing rules and discounts, such as “Buy 1 Get 1 Free” or “open price”. Items on your Bbot menu should not have special pricing rules like that. If you do need to offer discounts, talk with us. We can configure Bbot for certain types of discounts, such as Happy Hour, or a fixed percentage discount for VIPs. And we’re adding more promotion options in the future.
Contact us if you have any questions or special requests for menu setup.
IV. Decide order fulfillment method
The above setup will allow Bbot to import and display your Toast menus to guests. There are two major styles of order fulfillment:
- Toast Terminal Only -- staff receive the order on a Toast Kitchen Display System (KDS) tablet and/or a Toast ticket printer.
- Toast and Bbot Terminal -- The order comes in to a Toast KDS and ticket printer, AND also appears on a front-of-house Bbot tablet.
Bbot will configure the fulfillment method as you request. The choice can be different for different prep stations. See details below.
Option 1: Fulfill orders only via Toast KDS
Bbot orders behave just like Toast orders: they appear on a Toast KDS screen and print as determined by the Prep Station for their menu. The delivery location appears as a “special instruction” attached to the order. Bbot delivery locations can also be associated with Toast tables, in which case the Toast table will be included.
The Bbot tablet is only used occasionally -- for refunding orders when needed, marking items out of stock, and controlling whether Bbot ordering is allowed. This option is often used in kitchens.
Pros: This allows a very natural and quick fulfillment workflow.
Cons: Guests will not get live feedback on order status.
Toast KDS Fulfillment
When an order or an individual item is updated in the Toast KDS, it will also update that item in the Bbot KDS, as well. Fulfilling the order in the Toast KDS will update the status, depending on the fulfillment method, to one of the statuses below in the Bbot KDS.
Patron Pickup - (Ready for Pickup)
Server Delivery - (On Its Way)
Runner With Bbot Command Center - (Ready for Runner)
Driver Delivery - (Ready for Driver)
If you have a Guest Notification set up for any of the fulfillment methods above, fulfilling the item in Toast will also generate the email or text notification to the guest advising of the status of their order. This will not, however, apply to any no feedback fulfillment method such as Runner With No Feedback to Guest or Pickup With No Feedback to Guest.
Note: at many restaurants, the bartenders only use the Toast Payment Terminal screen, not the Toast KDS screen. In that case, we recommend using printed tickets. Here's how to set that up: Add a prep station named "Print At Bar". Configure it to always print tickets to a Toast receipt printer at the bar. Add that prep station to the Bbot drinks menu in Toast. Train bar staff to answer the printed Bbot orders.
Option 2: Both Toast KDS and Bbot terminal
With this fulfillment method, orders appear on both the Toast and Bbot tablets. The kitchen uses the Toast KDS or tickets to prepare orders, and front-of-house expediters or runners use the Bbot tablet to track and deliver the completed orders. Using the Bbot tablet enables live reporting of order status to guests. (For example, it shows that your staff has opened the order on the Bbot tablet.) This feedback to guests is not available when using only the Toast KDS.
Some other minor Bbot features (such as text messages to managers if there are unopened orders) are enabled when using the Bbot terminal to fulfill. Also, the Bbot terminal makes loud chirps if an order has been unopened for a while, which reduces the risk of staff ignoring an order.
However, many customers use only the Toast KDS & tickets, and simply rely on good staff training.
Inform Bbot staff of your choice, and we'll configure it for you. (Regardless of fulfillment method, a Bbot terminal must still be installed. It's used to control Bbot-specific features, such as enabling/disabling ordering.)
V. Configure the Toast KDS to display Bbot orders
Some Toast settings need to be configured, to make Bbot orders display properly:
Configure Bbot orders to go straight to the KDS, without requiring staff to click “approve”:
- In the Toast online settings, go to Online Ordering / Approval / and choose Send orders directly to kitchen. Save and publish.
- After publishing, go to a physical Toast terminal at your restaurant. (The exact terminal doesn't matter, but choose one that will always be powered on when the restaurant is open.) Go to the main screen, choose Device Setup, and then enable Order Auto-Firing.
- You must do this step on only 1 Toast terminal. If you do it on 2, Toast will sometimes print 2 tickets per order, and display 2 copies of the ticket on the KDS. This terminal also must not have any Non-Printing Prep Stations enabled, as this would result in said Non-Printing Prep Station to not print for Bbot orders. We recommend non-bar terminals, like a server or hostess station terminal.
- Note: If orders are not showing up on the Toast KDS you should also navigate to Device Setup > Ticket Display Options > Dining Options (on the Toast Terminal) and make sure that the Bbot Dining Options are enabled.
The following steps can be done either from a Toast terminal or online.
Optional: disable the “New Online Order” notification:
By default, Toast will pop up a notification on ALL Toast terminals when a Bbot order comes in. The notification popup stays until it is dismissed on each individual terminal. To disable this restaurant-wide notification, go to Other Setup / Notification Setup and turn off notifications for "New online orders".
Check that Prep Stations are correctly configured for the Bbot items. (When using the Toast KDS, Bbot orders are treated like all Toast orders. Their KDS and printers are controlled by Toast’s “Prep Station” setup.)
For example, to add a dedicated Bbot service well, you could create a Prep Station named “Bbot Prep Station” and configure a Bbot Drink Menu to be fulfilled by that station. Then, on a Toast tablet, you can go to Settings and configure its KDS to show “Bbot Prep Station” items. (This is just an example. You can also set Bbot menus to be fulfilled by your existing expediter and prep stations.)
Printing is also configured in Toast. To make Bbot orders print, create a Prep Station that prints, and then make your Bbot menu in Toast send its items to that Prep Station.
The following optional settings affect reports, but have no effect on system operation. In the Toast online settings, go to Online Ordering and:
- Set “Online Order Server” to the server who should be assigned the tips from Bbot orders. You may want to create a separate server named Bbot, and distribute its tips.
- The “Revenue Center” setting does not affect Bbot orders. If you need to set a revenue center for Bbot orders, please email email@example.com with the correct revenue center, and we'll configure it for you.
- Most other settings on that page do not apply to Bbot and can be left at their default values
*It's important to confirm the customers prep station print settings are correctly configured and working as intended. If these are not configured they could see issues with printing and items showing on their KDS*
You can also configure Bbot to text order updates to the guest when the order is fulfilled on your Toast KDS.
To configure these settings, navigate to the Bbot App Store, and mark the box for "Set Bbot order status to "done" when marked done in Toast. This will trigger any Guest Notification Sets you have set up. The setting "Set Bbot order status to "done" when ALL items are marked done in Toast" is a second level of configuration, which would only complete and trigger the Guest Notification Sets when the entire order is fulfilled on the Toast KDS, and allows you to utilize individual item fulfillment on your KDS.
VI. Verify orders work
- Check that the order appears as a Closed Check on the Payment Terminal screen of a Toast terminal. If not, contact Bbot support.
- Check that the order appears on the KDS, if desired. If the order appears in Payment Terminal but not KDS, you likely missed a step in the setup from section E above, "Send orders directly to kitchen" and "Order Auto-Firing". Also double check that the physical Toast terminal where you enabled "Order Auto-Firing" is online.
- Confirm the order printed as desired. This is controlled in Toast: set the Prep Stations for the menu items, then set the printers for the Prep Station.
- Verify that fulfillment info (table, address, guest name, etc) is shown on the ticket in a way that supports your workflow.
- The system defaults to showing maximum info: all delivery info is added to the end of the item special instructions (because that's the only place to show extra info on the Toast KDS screen).
- If you fulfill orders via the Payment Terminal screen or via printed tickets, you may not need as much info on the KDS screen. The Bbot support team can remove it from the KDS screen on request.
- If you need to require more info from guests at checkout, you can configure that in the Bbot Owner Portal, on the Tables / Location Codes page.
Appendix A: Refunds
Bbot refunds are not currently injected from the Bbot Owner Panel to Toast and therefore do not appear automatically in Toast reporting.
To offset these refunds, please follow the steps outlined here for Bbot Refunds & Toast Reporting.
Appendix B: Promotions
You can offer your guests promotions and discounts via specific codes. For Toast-integrated accounts, you must first create a Discount in Toast prior to creating the promotion in Bbot. Discounts in Toast must be set up to meet the following parameters:
- Name includes the term "Bbot" (i.e. “Bbot 20% off”)
- Require manager approval (minimizes the chance of accidental use by staff)
- Fixed percentage or amount that matches what will be set in Bbot
- Applies to whole check rather than item-specific
Leave the rest of the settings at default. Do not set any conditions for the Toast Discount; the conditions of the discount will be set in the Bbot owner portal. Save & publish.
Appendix C: Service Charges
The Bbot Owner Portal allows you to configure delivery fees and other fees which automatically charge guests during checkout. This is in the Owner Portal -> 'Account Settings' page. (Unlike required gratuity, which goes to staff and is generally not taxed, these fees go to the restaurant, and sales tax is collected on them.) Before creating a new Bbot 'Service Charge', you must create a 'Service Charge' in Toast.
In Toast Tab, from the ' Home' screen, navigate to the 'Payments' section and click 'Service Charges'
2) Next, select the '+Add' button to add a service charge.
3) Change your settings as follows:
- 'Name' - this must start with "Bbot" (for example "Bbot Service Charge")
- 'Charge Type' - this must be "Open Amount" - this will allow Bbot to set the rate of the fee
- 'Apply After Amount Threshold' - After any order reaches this dollar amount, this service charge will automatically be added to the check.
- 'Assign to Check Owner (Gratuity)?' - If "Yes", this Service Charge will be charged as a Gratuity and be paid out to the Server. If "No", this Service Charge will NOT be charged as a Gratuity to the Server, this will instead be included in the Net Sales for the day.
- 'Taxed?' - If "Yes", the Service Charge will be included in the taxable amount of the check. If "No", the Service Charge will NOT be included in the taxable amount of the check.
- *Delivery?' - This must be set to "No", regardless of the type of service charge you are creating. Setting this to "Yes" would prevent Bbot ordering. The conditions under which the fee applies will be set in Bbot, not Toast. Only one Toast Service Charge is needed, even if you have multiple Bbot 'Service Charges' for different fulfillment method.
- 'Take Out?' - This also must be set to "No", for the same reasons detailed above.
4) After your Service Charge in Toast is created, you will be able to create and edit your Service Charges in the Bbot Owner Panel