Syncing Menus from Toast POS to Maple

Maple pulls all menu data — including items, categories, modifiers, prices, and descriptions — directly from your Toast POS system. This guide walks you through selecting which Toast menus to sync, managing item visibility, and re-syncing after you make changes.

Prerequisites

Before you can sync menus, make sure the following are in place:

• Maple employee account in Toast: The Maple onboarding account (onboarding@maple.inc) must be added as an employee in your Toast portal with the required permissions. Key permission sections include:

  • Section 4 – Menu Builder (4.5, 4.14 Restaurant Admin)

  • Section 6 – Web Setup (6.3, 6.4, 6.6, 6.10)

  • Section 7 – (7.2)

  • Section 8 – (8.4)

• Access to your Toast back-office (Toast Web portal)

• Access to the Maple portal at app.maple.inc

If you haven't completed the Toast integration setup yet, contact your Maple onboarding specialist for assistance.

Step 1: Identify Which Menus to Sync

Not every menu in Toast needs to be pushed to Maple. Before syncing, decide which menus should be available for phone ordering.

1. Log in to your Toast Web portal.

2. Navigate to Menus → Menu Builder.

3. Review all available menus and note which ones should be included.

Common guidelines:

• Include menus used for phone and takeout orders (e.g., Food Menu, Beverages, Online Ordering menu).

• Exclude menus built specifically for third-party platforms (e.g., GrubHub-only menus), internal menus (e.g., Crew Takeout), or categories you don't want ordered by phone (e.g., Liquor).

• If you have a single Online Ordering menu that contains all relevant items, you can sync just that one menu instead of multiple individual menus.

Tip: Make a list of the exact menu names you want synced. Your Maple onboarding specialist will ask you to confirm this list before syncing begins.

Step 2: Configure Channel Visibility in Toast

Maple respects the Channel Visibility settings in Toast at the menu, category, and item level. Items that are hidden from online ordering partners in Toast will not appear in Maple.

To check or update visibility for a menu or item:

1. In Toast Menu Builder, locate the menu, category, or item you want to configure.

2. Hover over the item name and click the three dots icon (⋯) on the right.

3. Click Edit.

4. Scroll down to the Channel Visibility section at the bottom of the page.

5. Ensure the Online Ordering Partners option is enabled for any items you want available through Maple.

6. Click Save, then Publish to apply your changes.

To hide a menu or item from Maple:

Follow the same steps above, but disable the Online Ordering Partners option under Channel Visibility. This is useful for:

• Daily specials you don't want ordered by phone

• Alcohol categories

• In-store-only items

Important: If a menu item exists in Toast but is hidden from online ordering partners, it will not sync to Maple and customers will not be able to order it by phone.

Step 3: Sync Your Menus to Maple

Once you've confirmed your menu selections and visibility settings, the Maple team will handle the initial sync on the backend. Here's what happens:

1. Communicate your menu selections to your Maple onboarding specialist (the list of menu names you want included and any exclusions).

2. The Maple team will sync the selected menus from Toast into the Maple platform.

3. The sync captures full menus, categories, items, modifiers, and pricing.

Note: You do not need to upload menu files (PDF, CSV, etc.) if you are integrated with Toast. The Upload Menu File feature in Maple is intended for restaurants using non-integrated POS systems.

Step 4: Verify Your Synced Menus in the Maple Portal

After the sync is complete, review your menu data to make sure everything looks correct.

1. Log in to the Maple portal at app.maple.inc.

2. Click the Menus tab on the left-hand side.

3. Open Menu Builder to review all synced menus, categories, items, and modifiers.

4. Verify that:

   • All expected menus and items are present

   • Prices are correct

   • Modifier groups are properly configured (required vs. optional)

5. Optionally, place a test order to confirm that required modifier groups prompt correctly and all items are orderable.

Step 5: Re-Sync After Making Menu Changes in Toast

Whenever you update your menu in Toast — whether it's changing prices, adding new items, updating descriptions, or adjusting modifiers — you need to re-sync those changes to Maple.

To re-sync your menu:

1. Make your changes in Toast Menu Builder and click Save and Publish.

2. Log in to the Maple portal.

3. Navigate to POS Management (or POS Integrations).

4. Click Access POS Platform — this opens the Maple Stream interface (the aggregator between Toast and Maple).

5. Click the blue refresh/recycle icon near the Toast logo to initiate the re-sync.

6. Click Publish (or the green checkmark) to complete the sync to Maple.

Alternatively, you can navigate to the Menus tab in the Maple portal and click the Resync button in the top right corner.

Sync timing: Changes typically reflect in Maple within 1–2 minutes after publishing in Toast and completing the re-sync.

Important: Always Make Changes in Toast, Not Maple

Maple is a read-only reflection of your Toast menu data. Keep these rules in mind:

Warning: Any changes made directly in the Maple portal (such as editing item names or adjusting menu hours) are temporary and will be overwritten the next time a sync occurs from Toast. Always make permanent changes in Toast.

Tips for Optimizing Your Menu for AI Ordering

Once your menus are synced, consider these best practices to improve the AI's performance:

• Add detailed item descriptions in Toast. Include ingredients, sizes (e.g., "10-inch personal pizza"), dietary information, and preparation details. The AI uses these descriptions to answer customer questions.

• Include phonetic variations in descriptions. If an item has a non-standard spelling (e.g., "Thanduri Chicken"), add common alternate spellings and pronunciations in the Toast description field so the AI can match what callers say.

• Set modifier group minimums intentionally. When a modifier group minimum is set to 1 in Toast, it becomes a required modifier and the AI will proactively ask about it. When set to 0, it's optional — the AI won't ask but will add it if the caller mentions it.

• Use the Maple Knowledge Base to supplement menu data with additional restaurant information that the AI can reference during calls.

Troubleshooting