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Onboarding Guide | Toast to Mews - Room Charges (2.0)

By Omniboost

Guide Overview

Welcome to the Toast–Mews integration setup guide. This document outlines the steps required to configure your integration through DataHub, enabling room charge posting to Mews.

To ensure a smooth onboarding experience, please review and complete each section of this guide in the order presented. Following these instructions carefully will help ensure that all systems are configured correctly and operating as expected.

1. Request the Toast integration

To start the setup process, you need to request the integration in two places. Both are required before Omniboost can begin onboarding.

  • Toast Marketplace: request the "Mews powered by Omniboost" integration. This generates the Toast API token needed for onboarding.

  • Mews Marketplace: request the same integration. This generates the Mews API token needed for onboarding.

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

    • You will automatically receive an email from Omniboost DataHub with instructions guiding you through the next required steps.

ℹ️ Note

If you have not done so already, you can find more information on how to submit both requests here: requesting via the Toast Marketplace and requesting via the Mews Marketplace.

2. Integration Setup Requirements

Before you begin, make sure the following are in place:

In Toast, make sure all revenue centers, service charges, sales categories and taxes are configured. You can find more information on this help page: Toast Setup Requirements

In Mews, make sure the accounting categories and services are configured:

Standard Accounting categories

To map revenue from Toast to Mews, you must create accounting categories in Mews. Depending on the level of detail you want in your financial reporting, you can choose one of the following setup options:

Option 1

Maximum Detail

Create accounting categories based on:

  • Revenue Center

  • Meal Period (e.g., breakfast, lunch, dinner)

  • Sales Category (e.g., food, beverage, alcohol)

E.g. "Restaurant Food Breakfast"

Option 2

Detailled

Create accounting categories based on:

  • Revenue Center

  • Sales Category

E.g. "Restaurant Food"

Option 3

Limited Detail

Create accounting categories based on:

  • Revenue Center or Sales Category.

E.g. "Food" or "Restaurant"

Option 4

Create one unified transaction code for all Toast revenue. E.g.

Use this link to learn how: Configure Accounting Category

Services

Create an additional service called 'Room Charge', or multiple services matching your Toast revenue center names in Mews.

Use this link to learn how: Create or delete an additional service

Additional Accounting categories

In addition to your standard accounting categories in Mews, you must create several additional accounting categories to properly handle fallback postings and non-revenue transactions from Toast POS.

These transaction codes ensure that all transactions are correctly recorded, even in cases where standard mappings are missing, instead of turning to errors.

  • A transaction code called 'Fallback Toast'

  • A transaction code called 'Gratuity Toast'

3. 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:

    1. 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.

DataHub login screen

4. 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

  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.

5. 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.

6. Establishing a connection with Toast and Mews

To connect your Toast POS environment to Mews, you will need to enter your Mews Access Token in DataHub.

1. Locate Your Mews Access Token

Follow these steps in Mews:

  • Go to Marketplace

  • Navigate to My Subscriptions

  • Select Toast POS

  • Click Edit

  • In the top-right corner, click the key icon 🔑

This will reveal your Access Token.

Important:

If you do not see the Toast POS integration listed under My Subscriptions, you must first request the “Toast to Mews by Omniboost” integration in the Mews Marketplace.

The Access Token will only be available after this request has been submitted.

You can find more information on how to submit the request in the Mews Marketplace here: How to request the Toast integration in the Mews marketplace?

2. Enter the Access Token in DataHub

  • Copy the Access Token from Mews

  • Paste it into the designated field in Omniboost DataHub

3. Test the Connection

  • Press Test Connection to test the connection

4. Save the Connection

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

7. 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 Mews 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 transaction codes in Mews.

  • Enter a name such as: Toast Tip, Gratuity

This name will be used as a description for the corresponding transaction code.

Enable or disable 'Use Meal Periods'

Choose whether you want to include meal periods (e.g., breakfast, lunch, dinner) in your revenue mapping.

Please refer to the section “Standard accounting categories" for more information.

If you selected Option 1 - Maximum Detail, meal periods must be enabled and configured.

If you chose a less detailed setup (Options 2–4), enabling meal periods has no added value and should be left disabled.

When enabled:

  • You can map revenue in more detail in the mapping page, allowing for more detailed reporting in Mews

    • Example: "Restaurant food breakfast", "Restaurant food lunch", "Restaurant beverage breakfast", "Restaurant beverage lunch"

When disabled:

  • Mapping will be simpler and less work

    • Example: "Restaurant food", "Restaurant beverage"

💡Tip

Only enable meal periods if you plan to map all additional fields and mapping pages required for this higher level of reporting. It increases setup complexity but allows for more granular insights in Mews.

Enable or disable 'Split Tax'

Enable the Split Tax checkbox if you want to split out the different taxes. Otherwise, the system will use the total tax rate.

Configure the 'Set Meal Periods' (only if 'Use Meal Periods' is enabled)

If you have enabled “Use Meal Periods”, you must define your meal periods. Transactions will be assigned to a meal period based on the opening time of the receipt in Toast, and will be mapped accordingly in Mews.

In order to do so please complete the next steps:

  • Click "Add meal period"

  • Select the Toast meal period from the dropdown menu

  • Set the meal period start time. The end time is the same as the start time of the next meal period

Repeat these steps for each meal period you want to configure.

❗Important

Incorrect configuration will result in mapping issues.

8. Configuring PMS Settings

On top of the PMS settings page, you will find two tabs:

  • Default settings

  • Settings per revenue center

Complete the Default Settings first, following the instructions below. These settings will automatically apply to all revenue centers and meal periods.

If needed, you can customize the settings for specific revenue centers by overriding the default configuration in the Settings per Revenue Center tab.

❗Important

If you get an error when accessing the PMS settings, make sure you've created at least one additional service in Mews first.

Default Codes

These settings define where transactions are posted when no specific mapping is applied; for example, when a new sales category is added in Toast but not yet mapped in Omniboost DataHub, or when a new sales item is created in Toast that is not linked to an existing sales category.

  • Default Analysis Code → Select: Fallback Toast

    • Used for revenue items without a mapping

ℹ️ Note

This fallback category acts as a safety net. If mappings are missing or incorrect, transactions will be posted here.

Select Outlets and Services

For each Toast revenue center shown (e.g. Service for Pool, Service for Online Ordering, Service for Dining Room), select the matching service in Mews from the dropdown.

If the service you need isn't listed, create it in Mews first, then refresh the page.

Tip Configuration

Configure how tips are posted in Mews:

  • Tip Code → Gratuity Toast

VAT/Tax Codes

Map your Toast tax rates to the correct tax codes in Mews.

  • For each Toast tax rate, select the corresponding Mews tax code(s)

  • If a Toast tax rate includes multiple Mews tax codes, you must select all relevant Mews tax codes so that the total matches

Examples:

  • 0% → Map to the appropriate 0% tax code (e.g., US-NE-Z (0%))

  • 8.375% → Select all Mews tax codes that together add up to 8.375%

Important:

  • Tax mappings must match your local tax configuration in Mews

  • Incorrect tax mapping will lead to errors

9. Configuring the Mapping

In this step, you'll map all sales categories and service charges from Toast to Mews accounting categories, within Omniboost DataHub.

Navigation Tabs

At the top of the screen, you will see different tabs (e.g., Pool, Bar, Patio, Dining Room, Adjustment, etc.).

  • Each tab represents a (Toast) revenue center, meal period, or adjustment type

  • The first page acts as the default mapping for all tabs that are not configured

  • The “Adjustment” tab acts as the default for all adjustment-related tabs

  • Mapping additional tabs is not mandatory, however, configuring them allows for more detailed and accurate reporting in Mews

  • Any additional tab you configure will override the default mapping for that specific revenue center, meal period, or adjustment type

ℹ️ Note

When using meal periods, you do not need to map the revenue center pages without a meal period assigned. All transactions are assigned to a meal period based on the receipt opening time, so the default revenue center pages without a meal period will not be used.

Categories

All Toast sales categories are listed on the left-hand side of the screen. Map each Sales Category to the corresponding accounting category in Mews.

For each Sales Category (e.g., Beer, Food, Liquor, Wine):

  • Select the preferred Mews accounting category

You can configure this in four different ways, depending on the level of detail you want in your Mews reports (see section standard accounting categories)

Service Charges

All Toast service charges are listed on the left-hand side of the screen. Map all these service charges to the correct Mews service charge accounting categories.

Examples:

  • Delivery Fee

  • Gratuity 10% / 18% / 20%

For each:

  • Select the corresponding Mews service charge accounting category.

❗Important

If you have multiple locations in Toast (e.g., Market, Rooftop), you must configure the integration for each location separately by following the same steps.

You can switch between locations using the dropdown menu in the top-left corner of Omniboost DataHub.

10. Testing the Integration

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

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 number

  • Close the receipt

Verify in Mews:

  • Check the Logs page in Omniboost DataHub

  • Check if the transaction appears correctly in Mews

Test Adjustment (Recommended)

  • Void the receipt in Toast

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

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 Mews, 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 Mews.

11. 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'.

Support

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