Connect Toast and Peoplevine
Integrating Peoplevine with Toast is a transformative collaboration designed to modernize the membership experience within the hospitality sector.
This integration leverages the robust capabilities of both platforms to offer a seamless, efficient, and engaging environment for managing member accounts and enhancing customer loyalty.
Key Features and Benefits
By integrating Peoplevine with Toast, businesses can unlock a many of features aimed at enriching both the member and staff experience:
Reward System: Implement a dynamic points-based reward system, allowing members to earn points that can be used to settle checks, offering a tangible value for their loyalty.
Online Member Portal: Members gain access to an intuitive online portal where they can view past transactions, securely store payment information, track spending habits, and manage orders with ease.
Loyalty and Rewards Management: The integration facilitates comprehensive management of loyalty points and rewards redemption, ensuring members are consistently engaged and appreciated for their patronage.
Operational Convenience: Staff can enjoy streamlined operations with simplified account tracking and reward application processes, allowing for more focus on service delivery.
This guide is designed to walk you through the setup, configuration, and utilization of the Peoplevine and Toast integration, ensuring you can fully leverage the benefits to offer an unparalleled membership experience.
Integration Architecture
Integrating Peoplevine and Toast consists of several steps:
Set up the “Member Discount” and “Redeem Rewards” discount type.
Map the “Loyalty Lookup Loyalty Member” Button.
Set up your supported Tender Types
Configure Peoplevine to Connect with Toast
Before you begin
Before you can connect Toast and Peoplevine, there are a few prerequisites that you need to configure within the Toast system:
Contact your Toast representative and request an integration with Peoplevine.
Contact your Toast representative for your Location GUID and Dining Option GUID.
Determine which Tender Types you want to use for this integration. There are 3 Tender Types supported for this integration in Peoplevine:
House Account: Peoplevine automatically closes their purchase to the member’s House Account.
Card on File: Peoplevine automatically closes to their purchase to the member’s Card on File. If that fails, Peoplevine deducts the amount to their House Account.
Auto: Peoplevine automatically closes the member’s purchase to their House Credits. If there are no credits on the account, the purchase goes towards their Card on File, and if that fails, to their House Account.
Balance: If you would like to enable the Balance Then House tender to close out payments to a member's credits and house account, you will need to set up new Other Payment Options similar to the directions above.
Set up the "Redeem Rewards" and "Member" Discounts
The first step in the Peoplevine-Toast integration is to set up discounts for redeemable rewards and members in Toast. This enables you to apply a discount or redeem rewards on an order in Toast for Peoplevine members. You need to set up each discount separately.
To set up reward and member discounts
Log in to your Toast admin account.
Select the Payments tile on the side menu.
On the Payments page, click Comps and promos.
Then click Discounts and promo codes.
On the Discounts page, click Add a Discount.
In the Name of discount field, enter the name of the discount as Redeem Rewards.
From the Discount type dropdown menu, choose Open $ Off.
In the Applies to section, choose Entire Check.
Under the Advanced settings menu, in the POS Name field, type Redeem Rewards.
Configure the rest of the discount according to your business needs. For more information about configuring discounts, see Discount configuration reference.
After you are done configuring the discount, click Publish.
Return to the Add a Discount page to add the second Member discount.
In the Name of the discount field, type Member Discount.
From the Discount type dropdown menu, choose Open % Off.
In the Applies to section, choose Entire Check.
Under the Advanced settings menu, in the POS Name field, type Member Discount.
Configure the rest of the discount according to your business needs.
After you are done configuring the discount, click Publish to complete the process.
You are now ready to move on to the next step in the integration process.
Configure the Lookup Loyalty Member Button
In the second step of the integration, you need to add the Loyalty Member lookup button for loyalty programs. This enables you to lookup a loyalty member from Peoplevine. For more information about configuring the Lookup Loyalty Member Button, see step 8 in Getting Started with Toast Loyalty and contact your Toast account representative for assistance to disable Toast Loyalty program and only enable Peoplevine Loyalty.
Set up Tender Types in Toast
In this step in the integration, you enable the House Account, Card on File, and Auto Tender Types. To configure the Tender Types you will need to set up a new Other Payment Options.
Log in to your Toast admin account.
Select the Payments tile on the side menu.
On the Payments page, select Payment methods.
From the Payment methods page, choose Other Payment Options.
At the bottom of the Other payment options page, click Add to create a new payment option.
In the Name field, enter the payment option name as Peoplevine House Account.
Configure the rest of the payment option settings as needed.
Click Save and then Publish to push the new Tender Type to your POS.
Return to the Other Payment Options page and select the Tender Type that you just created.
Locate the GUID and Copy and save it in a secure location. This GUID is needed later in the integration.
Repeat the process as needed to configure the Tender Types that you want to support for this integration.
Configure Peoplevine to Connect with Toast
In this step of the integration, you enter a series of GUIDs into Peoplevine to facilitate a connection to Toast.
Log in to the Peoplevine Control Panel.
From the Peoplevine banner, choose Automate. The Automate options are displayed.
Under Integrations, select Integrated Platforms.
On the Integrated Platforms page, go to the POS + Hospitality section and select Toast.
On the Toast POS Authentication page, configure the following fields:
In the Location GUID, enter the Location GUID provided by the Toast Support team.
Next, enter the House account GUID for the Tender Type that you created earlier in Toast.
Then add the Card on File tender GUID.
Now, enter the Auto Tender GUID in the Auto Tender GUID field. This is your main dining space.
Choose a location from the Associate with Location dropdown menu.
In the Dining Option field, enter the dining option GUID to use for creating new orders.
Toggle the Debug Mode switch to On so that the Peoplevine Support team can analyze the logs if needed.
Click Connect to complete the process.
Lookup a Member at the POS and Track Member Spending
You can use the Toasts integrated POS system to track member spending and access member profiles. The integration allows for a seamless experience in managing and rewarding customer loyalty directly from the POS interface.
To look up a Member at and track spending
Accessing the Rewards Functionality: The "Rewards" feature is categorized under a specific menu group within the POS system. Opening this group reveals the "Lookup Customer" option, designed for initiating the member lookup process.
Member Identification: The "Lookup" function activates a dialog box, enabling restaurant staff to input, swipe, scan, or utilize search criteria such as name, email, or phone number to locate a specific member's loyalty account.
Display of Loyalty Offers: Upon successful identification of the member's account, the system displays any available loyalty program offers, alongside the member's accumulated points. Available offers are presented for potential redemption.
Application of Offers: Post item addition to the check, it's crucial for staff to revisit the rewards interface via the "Lookup Customer" option to check for any additional redeemable offers.
Redemption of Offers: Staff can select the "Redeem" button to apply an available offer to the check. Offers not applicable to the current transaction will be disabled, with the redemption option hidden.
Discount Application: Redeemed rewards are applied to the check as discounts, effectively reducing the total amount due.
Post-Transaction Process
Upon completion of payment, the transaction is recorded as paid within the Peoplevine system, with corresponding rewards accrued to the member's account, enhancing the loyalty experience and encouraging repeat business.
Add a Member to a Ticket in Toast
This process is a crucial step in the integration for applying member-specific discounts or rewards to their orders and ensuring that transactions are accurately tracked within their membership account.
To add a Member to a Ticket in Toast
Initial Item Addition: Begin by adding the initial items to the member's order. Alternatively, you can directly open the existing check to which you wish to add the member.
Accessing Rewards or Membership: Locate and tap on the "Rewards" button within the Toast interface. In some configurations, this may be labeled as "Membership."
Initiating Member Lookup: Click on the "Look Up Customer" button to open the search menu. Depending on your Toast layout, you might need to scroll to locate this option.
Performing Member Search: Use the "Lookup" function to search for a member. This can be done by entering the member's name, email address, or phone number. If you have the member's membership ID, you can enter it directly and conclude the search by clicking "Done."
Selecting the Member: Review the list of members matching your search criteria and select the appropriate member to assign to the order. Confirm your selection by clicking "Done."
Member Profile and Offers: Upon selection, the member's profile will be displayed, potentially including any applicable offers such as a "Member Discount."
Applying Offers: It is advisable to apply any redeemable offers after all items have been added to the order to ensure the member receives their appropriate discount. Confirm the application of the offer before proceeding.
Finalizing Member Association: After applying any discounts or offers, you will see the loyalty member's information attached to the order, typically in the upper left corner of the interface.
Member Portal Visibility: Once the member is added to the order, they will have visibility of this transaction within their Peoplevine member portal, accessible from their main dashboard or the orders section.
Member Interaction with Order: Members have the capability to add a tip (default set to 20%), select a payment method, and review order details before confirming payment through the member portal. The preferred payment method on file is pre-selected for convenience.
Payment Processing: The transaction is finalized using the Toast payment processor. It is important to note that Toast orders can only be closed out to the payment processor associated with Toast.
Troubleshooting Toast and Peoplevine
Error Validating the Loyalty Account
Issue Description: Users may encounter an "Error validating the loyalty account" message. This error typically arises due to modifications in the member's profile, such as changes to the membership number.
Resolution Steps:
Identify the Error: When attempting to process loyalty rewards during payment, the system may display an error message indicating an issue with validating the loyalty account.
Remove the Affected Member: Navigate to the loyalty account number displayed in the upper left-hand corner of the ticket. Clicking on this will prompt the user to detach the current member from the ticket.
Reassign a New Member: Utilize the search functionality to locate the member by their updated membership information. This can be done using their new member number, name, email, or phone number.
Finalize the Transaction: Once the correct member is assigned, proceed to close out the ticket by processing the payment as usual.
Gift Cards and Loyalty Integration Issues
Issue Description: Some Toast users have reported malfunctions related to third-party gift cards and loyalty integrations. This issue is caused by the Toast system defaulting to first-party settings for gift cards and loyalty, overlooking the presence of third-party integrations.
Immediate Solution:
Affected users should contact Toast Customer Care to request a reconfiguration of their Gift Cards and Loyalty settings to align with their third-party integration partner(s).
Integration partners can also contact Integrations Support on behalf of the customer, marking the request as "URGENT" in the email subject line to expedite the process.
Ongoing Measures: Toast is actively working to mitigate this issue, with efforts spanning multiple departments aimed at both immediate and long-term resolutions.
Support Contact: Customers or partners encountering this issue should reach out to Integrations Support for assistance.
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