Setting Up Toast POS Integration

Connecting your Toast POS system to Maple allows your AI voice agent to access your menu data, take phone orders, and send them directly into your Toast POS — eliminating manual order entry. This guide walks you through the full setup process, from initiating the integration in the Maple Portal to adding Maple as an employee in Toast and configuring the required permissions.

Prerequisites

Before you begin, make sure you have the following:

• Toast Restaurant Management Suite enabled on your Toast account (required for integrations)

• Admin or manager-level access to your Toast dashboard

• Access to the Maple Portal (you'll receive this during onboarding)

• A computer with a web browser — the integration cannot be completed on a phone alone

• Your personal cell phone number (not your store number) for the merchant profile

Note: Toast POS integration includes a $40/month aggregator fee for the Stream Orders connection that syncs data between Toast and Maple.

Integration Overview

The Maple–Toast integration uses Stream Orders as an aggregator to sync your menu items, pricing, modifiers, and ordering hours between Toast and Maple. Once connected:

• Your Toast menu is automatically pulled into Maple — no manual menu entry required

• Orders taken by the AI voice agent are sent directly to your Toast POS

• Menu updates made in Toast can be resynced to Maple

• Scheduled order rules configured in Toast are respected by the AI agent

Two Setup Options

Maple offers two approaches for completing the Toast integration. You can choose whichever works best for you:

Option 1: Guided Setup (During Your Onboarding Call)

Your onboarding specialist walks you through the entire integration process step by step while you share your screen. This option gives you full visibility into how the system works and is ideal if you want to learn how to push different menus in the future.

Option 2: Grant Maple Backend Access (Recommended for Speed)

You add Maple as an employee in your Toast system and grant the necessary permissions. The Maple team then completes the integration on your behalf — typically within approximately one business day. This option requires less of your time during the onboarding call.

Tip: Most customers choose Option 2 for its simplicity. You can always ask your onboarding specialist to walk you through the process later if you'd like to learn the details.

Step-by-Step Setup Guide

Step 1: Initiate the Integration in the Maple Portal

1. Log in to the Maple Portal

2. Click the bell icon in the top right corner and select Enable Ordering, or navigate to the ordering setup section

3. Click Get Started

4. Select Toast as your POS provider

5. Click Confirm Integration and verify your restaurant location is correct

6. Click Continue to proceed with one location (you can add more locations later)

7. Click Add Stream Orders to set up the aggregator connection

8. Enter your first name, last name, and personal cell phone number for the Stream merchant profile

9. Click Continue — the status should show as Active when complete

Step 2: Add Maple as an Employee in Toast

This step grants Maple the access needed to sync your menu and manage the integration.

1. Log in to your Toast dashboard in a web browser

2. In the left-hand menu, click Employees

3. Click the Add New Employee button (blue button)

4. Fill in the following fields:

5. Do not enter any pay rate or payroll information — select a non-paid job type to avoid adding Maple to your payroll

6. Click Add to create the employee

Important: The email address must be exactly onboarding@maple.inc. The POS access code can be any number as long as it doesn't duplicate an existing employee's code.

Step 3: Configure Permissions

After creating the Maple employee, you need to grant specific permissions so the integration can function properly.

1. Refresh the Employees page in Toast

2. Locate the Maple Onboarding employee entry

3. Click the pencil/edit icon next to the employee name

4. Navigate to Jobs and Permissions

5. Enable the following permission codes:

6. Click Change or Save to apply the permissions

Security Note: Maple only requires these specific permissions — not full system access. Only about 10 permissions at most are needed, and the Maple team will not have access to your financial data, payroll, or other sensitive information.

Step 4: Connect via Stream Orders (If Completing Setup Yourself)

If you're following the guided setup (Option 1), you'll also need to connect Stream Orders in Toast:

1. In your Toast dashboard, navigate to Integrations → Browse and Purchase Integrations

2. Search for Stream (not "Maple")

3. Click Add to install the Stream app

4. Authorize the app by granting employee access

5. Click the gear icon on the Stream integration

6. Copy the Merchant ID (also called Venue ID) from Stream

7. Return to the Maple Portal and paste the code into the Group ID field

8. Click Apply to complete the connection

If you chose Option 2 (backend setup), the Maple team handles this step for you after you've added the employee and permissions.

What Happens After Setup

Once the integration is complete:

• Menu sync: The Maple team pulls your full menu from Toast, including items, sizes, modifiers, and pricing. You can select which menus are available to the AI agent.

• Order flow: When a customer calls and places an order through the AI voice agent, the order is sent directly to your Toast POS system.

• Payment options: You can configure either pay-by-link (customer pays before the order is sent to POS) or pay-in-store (order goes to POS immediately regardless of payment status).

• Ongoing updates: When you make menu changes in Toast, contact the Maple team to resync your menu so the AI stays up to date.

Adding Additional Locations

You can start with one location and add more later. To add a new location:

1. Contact your Maple onboarding specialist or support team

2. Provide a new email address for the additional location

3. Repeat the Toast employee and permissions setup for the new location

4. The Maple team will configure the menu and knowledge base for the new location

Common Use Cases

Troubleshooting

I can't find the Integrations section in Toast

• Try searching for "integrations" in the Toast search box

• Look under General Settings → Integrations

• If you still can't find it, verify that the Restaurant Management Suite is enabled on your Toast account. This subscription is required for integrations to appear.

The integration page doesn't update after purchasing a Toast subscription

• Refresh the page after completing the purchase

• Check your email for a confirmation of the subscription purchase

• There may be a brief delay before the portal reflects the change

Stream Orders tab doesn't open automatically

• If clicking the integration button doesn't open a new tab, try completing the connection directly from your Toast dashboard by navigating to Integrations and searching for Stream

Menu items aren't appearing in Maple

• Verify that the Maple Onboarding employee has all required permissions (especially 4.5 and 4.14)

• Confirm that the menu items are enabled in Toast

• Contact the Maple support team to trigger a manual resync

I'm not sure which POS access code to use

• Any unique numeric code works — just make sure it doesn't match an existing employee's code. Common examples include 8888, 6767, or 000000.

I'm concerned about giving Maple access to sensitive data

• Maple only requires the specific permissions listed above. The employee account does not need payroll information, and you should select a non-paid job type. The Maple team will not have access to your financial reports or employee payroll data.

I use multiple menus in Toast — which ones will sync?

• After the integration is connected, the Maple team will work with you to identify which menus to sync. You can manually select which menus are available to the AI system, and you can swap or update menus in the future.

Frequently Asked Questions

Do I need to switch my phone lines for the POS integration? No. Phone line changes are not required for the POS integration itself. Call forwarding from your existing store number to your Maple AI number is a separate step.

Can I complete the setup without a computer? No — a computer with a web browser is required for logging into Toast and completing the integration. However, you can discuss non-technical setup details with your onboarding specialist while you're away from your computer.

How long does the backend setup take if I choose Option 2? The Maple team typically completes the integration within approximately one business day after you've added the employee and configured permissions.

Is the Toast integration difficult? The process is straightforward and your onboarding specialist will walk you through every step. Most customers complete the setup in a single onboarding session.