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Onboarding Guide | Toast to Guesty

By Omniboost

Guide Overview

This guide provides detailed instructions on setting up and configuring your integration between Toast and Guesty via Datahub. It includes the following sections:

  • Integration Setup Requirements

  • Accessing Datahub

  • Setting Up Two-Factor Authentication (2FA)

  • Starting the Integration Setup

  • Establishing a connection with Toast and Guesty

  • Configuring POS Settings

  • Configuring PMS Settings

  • Testing the integration

Video Walkthrough
For a general step-by-step explanation of the onboarding process, you can watch our video guide here: Connecting Toast to your PMS

Integration Setup Requirements

Before you can begin setting up the integration, please ensure the following steps are completed.

Toast integration Request:

To start the setup process, you must first request the “Toast to Guesty by Omniboost” integration via the Toast Marketplace.

This step is required for two reasons:

  • It allows Omniboost to receive the necessary credentials and information from Toast

  • It automatically triggers the onboarding process on the Omniboost side

If you have not done so already, you can find more information on how to submit the request in the Toast Marketplace here: How to request the Toast integration in the Toast Marketplace?

Accessing DataHub

To access DataHub, follow these steps:

  1. Obtain Login Credentials:

    • After requesting the integration in the Toast Marketplace you will receive your person login credentials via email. If you haven't received them, kindly request them from your designated contact at Omniboost or send an email to 'pos-support@omniboost.com'

  2. Navigate to DataHub:

  3. Enter Your Credentials:

    • Use the email and password provided Omniboost

  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.

Setting Up Two-Factor Authentication (2FA)

When logging into Omniboost DataHub for the first time, you will be prompted to set up Two-Factor Authentication (2FA).

This step is required and must be completed carefully, as you will need your 2FA device each time you log in going forward.

  1. Download a 2FA Application

    • Install a 2FA application on your smartphone, such as:

      • Google Authenticator [LINK]

      • Microsoft Authenticator [LINK]

  2. Scan the QR Code

    • Open your 2FA app

    • Select the option to add a new account

    • Scan the QR code displayed on the DataHub screen

    This will link your account and start generating authentication codes.

  3. Generate and Enter 2FA Code

    • Your 2FA app will generate a new code every 30 seconds

    • Enter the current code into the DataHub screen to verify your setup

  4. Save Recovery Codes

    • Carefully store the recovery codes shown on the screen

    • These codes allow you to regain access if you lose your phone or 2FA app

Important

You will need your 2FA app every time you log in to DataHub.

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, click the Connect button to begin configuring the integration.

Establishing a connection with Toast and Guesty

To connect your Toast environment to Guesty, you will need to enter your Guesty API Key in DataHub.

1. Locate Your API Key

Follow these steps in Guesty:

  • Go to "Integrations"

  • Navigate to "Marketplace"

  • Select "Toast"

  • Click "Connect"

  • Copy the API key (integration token) from the Pop-up

Important:

The Guesty API Key is only valid for 4 hours.

If the Toast integration in the Guesty Marketplace was connected more than 4 hours before establishing the connection in Omniboost DataHub, please follow the steps below:

  • If you already have an active Toast → Guesty integration via Omniboost: Email pos-support@omniboost.com and inform the support team that this Toast environment should be connected to the existing Guesty environment

  • If you do not have an active integration yet: Disconnect the Toast integration in the Guesty Marketplace and click Connect again to generate a new API Key

2. Enter the API Key in DataHub

  • Copy the API key from Guesty

  • Paste it into the designated field in Omniboost DataHub

3. Test the Connection

  • Press Test Connection to test the connection

    • If the the connection was successful, your Guesty API Key works and Omniboost is able to connect to your Guesty environment

    • If this was unsuccessful please check your Guesty API Key again or send an email to pos-support@omniboost.com for help

4. Save the Connection

  • If the Connection test was successful, please press Next Step to save the connection and start with the configuration

Configuring Pos Settings

Configuring the 'On Room Payment Type'

  • Select the payment type that represents room charges (typically named Room Charge)

  • This ensures that these transactions are recognized and sent to Guesty as revenue only (not as payments)

If you do not see the Room Charge option in the drop down menu, please do send an email to 'pos-support@omniboost.com'.

Fill in the 'Tip Name'

Define the description used for tip-related accounting categories in Guesty.

  • Enter a name such as:

    • Toast Tip

    • Gratuity

This name will be used as a description for the Guesty invoice item and corresponding accounting category.

Please press Next Step to continue.

Configuring Pms Settings

Enable or disable 'Group Invoice Items'

Choose how you want receipts from Toast POS to appear in Guesty.

  • Enabled:
    Sends one consolidated line per receipt, using the Receipt Description as the header

  • Disabled:
    Sends each individual sales item as a separate line

Fill in the 'Receipt Description'

Enter the reservation’s invoice item description that should appear for receipts from Toast POS in Guesty.

This description will be used:

  • As the line description when Group Invoice Items is enabled

  • As the header or label for charges on the invoice

Example: Restaurant Charge, Bar Charge, Room Service

Select Additional Fee Categories

You must map each Toast revenue center to the correct Additional Fee Category in Guesty.

For each revenue center (e.g., Dining Room, Bar, Patio):

  • Select the corresponding Additional Fee Category from Guesty

Testing the Integration

You can now test the integration using a Toast POS handheld or terminal with a checked-in room in Guesty.

How to run a test:

  • Create a new receipt on a Toast handheld or terminal

  • Select the payment method Room Charge

    • Note: this may be located under “More payment options”

  • Search for and select the correct room

    • Search by either 'room number' or 'last name'

  • Close the receipt

Verify in Guesty:

  • Check that the transaction appears correctly in the Guesty reservation

Test Adjustment (Recommended)

  • Void the receipt in Toast

  • Verify that the transaction is also voided or adjusted correctly in Guesty

All transactions and potential errors can be reviewed in the logs within Omniboost DataHub, accessible from the left-hand menu.

Important:

If you need to modify a receipt in Toast after the room charge has already been sent to Guesty, you must void the entire receipt, make the necessary changes, and create a new room charge.

Updating an existing receipt will not be reflected correctly in Guesty.

If you encounter any issues, contact pos-support@omniboost.io for assistance.

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