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Onboarding Guide | Toast to Mews

By Omniboost

Updated this week

Guide Overview

This guide offers comprehensive instructions on establishing and customizing the integration between Toast and Mews through DataHub to be able to post room charges. Everything you will be going through in this documentation:

  • Accessing DataHub:

    • Creating an account for the Omniboost DataHub.

  • Configuring POS (Toast) Settings:

    • Step-by-step guidance on configuring your POS settings in DataHub.

  • Configuring PMS (Mews) Settings:

    • Step-by-step guidance on configuring your PMS settings in DataHub.

  • Configuring the mapping:

    • Precise instructions for aligning POS product categories with device codes and types from Mews.

  • Testing the integration:

    • After configuring the integration, you'll be able to test the integration.

  • Common issues:

    • While testing and using the integration, you may come across some common issues.

Important: This integration only supports room charges. Direct payments will not be processed to Mews with this integration at this time.

Integration Setup Requirements

What you need beforehand:

  • The email with login credentials for the Omniboost DataHub (received from no-reply@omniboost.io)

  • Toast will have created the roomcharge button. This button will appear in your Toast settings on the Omniboost DataHub

  • Following accounting categories and service need to be created to finish the onboarding process:

    • An accounting category called ‘Fallback Toast’

    • An accounting category called ‘Fallback Payments Toast’

    • An accounting category called ‘Service Charge Toast’

    • An accounting category called ‘Gratuity Toast’

    • A service called ‘Room Charge’ or multiple services with the same revenue center names in Toast

Use this link to learn how to create an accounting category: Configure Accounting Category

  • Make sure to create a test room to perform a test booking

  • A handheld or terminal from Toast

Important: Please read the entire guide first so that you understand the next steps and what you need to do.

Access DataHub

To access DataHub, follow these steps:

  1. Obtain Login Credentials:

    • Ensure you've been provided with login credentials by an Omniboost support agent. If you haven't received them, kindly request them from your designated contact at Omniboost.

  2. Navigate to DataHub:

    • Open your web browser and go to https://datahub.omniboost.io/

  3. Enter Your Credentials:

    • Email: Input the email address you used to create the account.

    • Password: Enter the password you received in the email.

  4. Select “Remember Me”:

    • Check the Remember me box to save your login details for future access.

  5. Click “Login”:

    • Press the Login button to proceed.

Note: For a visual guide, please refer to the image below for further information:

Setting Up Two-Factor Authentication (2FA)

  1. Log In to DataHub:

    • Ensure you are logged in to DataHub with your credentials.

  2. Initiate 2FA Setup:

    • Locate and click on the Enable button to start the Two-Factor Authentication (2FA) setup process.

  3. Follow the Instructions:

    • Follow the on-screen instructions to complete the 2FA setup. This involves linking your account with an authentication app (e.g., Google Authenticator, Authy) on your phone and entering a verification code.

  4. Complete Setup:

    • Once the 2FA setup is complete, confirm any additional steps or settings as prompted.

Important: Enabling 2FA is a crucial step to enhance the security of your account. Make sure to follow all instructions carefully to ensure that 2FA is properly configured. If you skip this step, you won’t be able to log in again. If you accidentally do this, please reach out to pos-support@omniboost.io.

Steps to Set Up 2FA

  1. Scan the QR Code:

    • On the screen where you clicked Enable, you will see a QR code.

    • Download a 2FA app such as Google Authenticator or Microsoft Authenticator on your smartphone.

    • Open the app and use it to scan the QR code displayed on the screen. This QR code will set up your 2FA codes.

  2. Generate and Enter 2FA Code:

    • The 2FA app will start generating a new authentication code every 30 seconds.

    • Enter the current code from your app into the provided field on the DataHub screen to complete the setup.

  3. Save Recovery Codes:

    • Make sure to note down the recovery codes displayed on the screen.

    • These recovery codes can be used to access your account if you lose access to your 2FA app.

  4. Complete Setup:

    • Follow any additional prompts to finalize the 2FA setup.

Important: Ensure you store your recovery codes in a safe place. They are essential for accessing your account if you ever lose access to your 2FA app.

Starting the Integration Setup

  1. Access the Next Screen:

    • After successfully creating your user and setting up Two-Factor Authentication (2FA), you will be directed to the next screen.

  2. Click “Start Setup”:

    • On this screen, find and click the Start setup button to begin configuring the integration.

Step 1: Toast Settings

  1. Select the “On Room Payment Type”:

    • Choose the payment type that corresponds to Room Charges. Typically, this is labelled as Room Charge.

  2. Configure “Tip Name”:

    • Customize the description for tips based on your preferences. For example, you can name it 'Tips' or 'Gratuity'. This will be used as a description of the accounting category.

  3. Configure "Set Meal Periods":

    • Select the meal periods via the drop-down menus and fill in the names again. Be sure that all hours are the same as on the Toast Web under the function ‘Service Hours’.

      Use the following link to learn how to view the Service Hours: Set Up Restaurant Hours and Services

    Note: For a visual guide, please refer to the image below for further information.

Important: If you are using meal periods or planning to map the accounting categories with breakfast, lunch, dinner and late night; be sure to enable the ‘Use Meal Periods’ checkbox.​

Step 2: Mews Settings

  1. Fill in the “Default Analysis Code”:

    • Select the code 'Fallback Toast' that you created as default, this will be used in case of an empty mapping field.

  2. Configure “Default Payment Code”:

    • Select the code 'Fallback Payment Toast'.

  3. Outlets:

    • If you are using the 'Full Revenue Push' feature, select the Outlets from Mews via the drop-down menu.

  4. Services:

    • Select the Services from Mews via the drop-down menu, if not displayed please create a new service in Mews.

  5. Select the “Tip Code”

    • Select the tip code 'Gratuity Toast' that you created.

  6. Select the Tax Codes:

    • Select the tax rates, if you, for example have a tax rate of 6% and don't see it, then you need to pick multiple tax rates until you have the sum of 6%.

Important: This setup example applies to the Restaurant location. If your hotel has multiple locations, ensure you are configuring the correct one. Double-check the location displayed in the top-left corner to confirm you're setting up the settings for the Restaurant or the intended location.

Important: If you get an error, please make sure you have created a service in Mews.

Step 3.1: Mapping (without 'Meal Periods')

On the left side of the screen, you will find the sales categories, payment types and service charges from Toast and you will need to link these to an accounting category from Mews.

You can map everything to an accounting category (such as ‘Room Charge’) or you can have more detailed mapping, where you map everything separate. Please note that if you are not using the ‘Full Revenue Push’ feature, you can map all payment types to ‘Fallback Payment Toast’.

  • Click 'Save Mapping' at the bottom of the screen and make sure all fields are selected, otherwise you can't save.

Important: If you have multiple revenue centers and you will map everything the same, please only map the first revenue center! If you map the revenue centers separate, please change it for every rev center at the top.

Step 3.2: Mapping (with 'Meal Periods')

Please map all the floors on top that are linked to the meal periods, you do not need to map the first ones. Go back to step 1 if you want to know how to setup the meal periods.

On the left side of the screen, you will find the sales categories, payment types and service charges from Toast and you will need to link these to an accounting category from Mews.

  • Click 'Save Mapping at the bottom of the screen and repeat this for the other floors with the meal periods.

Testing the Integration

You can now test the integration using a Toast handheld or terminal with either an available room or a test room. All transactions and any errors can be viewed in the logs within the Omniboost DataHub, accessible on the left side of the screen.
​

Important:

  • Make sure to void your invoice when you are done testing. This will also automatically configure in Mews. Learn how in the following article: Void Items, Payments, and Checks

  • If you ever want to change an item in Toast after the room charge has already been sent through, please void the receipt and change the item that needs to be changed and make the new room charge (updating the receipt does not work).

If you run into any issues, please contact pos-support@omniboost.io so we can further assist you.

Common issues

If a Toast popup says: "Payments through Mews are currently unavailable", double check if all the sales categories are linked to the items in Toast.

How to solve this issue:

  1. Go to ‘Menus’

  2. Go to ‘Advanced Properties’

  3. Select ‘Sales Category’ in the dropdown menu on the right

4. Make sure every 'Sales Category' is filled in.

5. Click 'Save' and then 'Publish'.

If you run into any other issues, please contact pos-support@omniboost.io so we can further assist you.

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