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How to set up the Toast POS integration with CaptiFi
Follow every step below and your Toast orders will be matched back to the guests who signed in to your WiFi, so you can see who actually spends money at your venue and market to them accordingly.
Time needed: about 10 minutes in CaptiFi, plus however long Toast takes to issue your API credentials.
What this integration does
- Your Toast orders are matched to your WiFi guests. CaptiFi reads your Toast orders every 15 minutes and links each one to a guest by email address. There is no phone number fallback. Guests who never signed in to your WiFi stay unmatched, and their revenue shows separately as anonymous.
- You get a Toast Spend dashboard. Matched spend, match rate, average spend per guest, order count, your top spender and a 12-week trend, all filtered to the window you choose.
- Guests are ranked and tiered by spend. Every matched guest gets a tier: VIP, Regular or Casual, based on their total spend with you.
- Spend appears on the guest profile. Open any guest and you see what they have spent alongside their visit history.
- You can email your lapsed high spenders. Filter to guests above a minimum spend who have not visited recently, then send that exact group a campaign.
- You can export the data. Download a CSV of matched guests and spend for the selected window.
CaptiFi never changes prices, takes payments, edits orders or pushes anything into Toast. Order access is read-only.
Before you start
- A Toast account with at least one restaurant location
- Toast API credentials for that restaurant: a Client ID, a Client Secret and the Restaurant GUID (see Part 1)
- A CaptiFi plan that includes integrations (Growth or above)
- Guests signing in to your WiFi with an email address, since email is the only match key
Matching works on the details guests give you
A Toast order can only be linked to a guest if the order carries an email address that matches a WiFi sign-in. Orders taken with no customer email stay unmatched, which is normal and shows up as anonymous revenue rather than an error.
Part 1: Get your Toast API credentials
Toast issues API credentials per restaurant rather than through a self-serve developer console, so this part is a request to Toast rather than something you can click through yourself.
Step 1: Ask Toast for API access
Contact Toast support, or your Toast account manager, and ask for API credentials for a third-party integration. Tell them you need read access to orders for your restaurant. Toast will set up a partner integration and issue credentials.
Step 2: Collect the three values CaptiFi needs
When Toast confirms access, make sure you have all three of these written down:
| Value | What it looks like | Where it comes from |
|---|---|---|
| Client ID | A long identifier string | Issued by Toast with your API credentials |
| Client Secret | A long secret string | Issued by Toast with your API credentials, shown once |
| Restaurant GUID | A UUID such as 1a2b3c4d-... | The identifier for the specific restaurant location |
Keep the Client Secret safe
Treat the Client Secret like a password. Toast normally shows it once. If you lose it, you have to ask Toast to issue a new one.
Step 3: Note which environment you were given
Almost everyone is given production credentials, which read your real orders. Only use sandbox if Toast has explicitly asked you to test against their sandbox first: sandbox credentials read fake data and will never show real guests or spend.
Part 2: Connect Toast in CaptiFi
Step 4: Open the Integrations page
Log in to my.captifi.io and click Integrations in the left sidebar.
Step 5: Find the Toast POS card and click Configure
Scroll down to the provider cards. The Toast POS card sits in the POS group, and lists what the integration does. Click Configure (it reads Manage once Toast is connected).
Step 6: Enter your credentials for the venue
The panel shows one section per venue you manage, so a multi-site group connects each restaurant separately with its own Restaurant GUID. For the venue you are connecting, fill in:
- Client ID from Step 2
- Client Secret from Step 2
- Restaurant GUID from Step 2
- Environment, left on production unless Toast told you otherwise
The Client Secret is write-only: once saved, CaptiFi only ever shows a masked confirmation, never the value back.
Step 7: Save and enable the venue
Save the credentials, then switch the integration on for that venue. The card then shows Connected and how many of your venues it is active on.
Step 8: Wait for the first sync
CaptiFi checks for new Toast orders every 15 minutes, and each check looks at the last 60 minutes of orders (a deliberate overlap so nothing is missed if a sync is delayed). Your first matched orders normally appear within 15 minutes of connecting, but only for orders placed after you connected: this is a live feed, not a historical import.
Part 3: Use the spend data
Step 9: Open the Toast Spend dashboard
Toast Spend appears in the left sidebar once the integration is connected. Pick a window at the top right (the default is the last 90 days).
What each figure means:
| Figure | What it tells you |
|---|---|
| Matched spend | Total value of orders CaptiFi could link to a WiFi guest, in the selected window |
| Match rate | The share of your WiFi guests who have a linked Toast order |
| Anonymous revenue | Toast revenue with no WiFi match, shown against total revenue so you can see the gap |
| Avg spend per guest | Matched spend divided by matched guests, so it describes identified guests only |
| Orders | Matched Toast orders in the window |
| Matched guests | Matched guests against all-time WiFi guests |
| Top spender | Your single highest-spending matched guest, with their total |
A low match rate is normal at first
Match rate only counts guests who both signed in to your WiFi and gave details on an order. A rate in the single digits is common early on, and it climbs as more guests sign in and as staff capture customer details at the till.
Step 10: Read the top spenders table and the tiers
Below the chart, Top spenders ranks your matched guests by total spend, with their order count, last visit and venue. Each guest carries a spend tier:
| Tier | Total spend with you |
|---|---|
| VIP | 200 or more |
| Regular | 50 up to 200 |
| Casual | Under 50 |
Step 11: Email your lapsed high spenders
This is the payoff. Above the table:
- Set Min spend to the threshold you care about, for example 100
- Tick Lapsed only (no visit in 30 days)
- Click Email these guests
CaptiFi turns that filtered list into a saved audience and takes you into the campaign flow, so you are emailing exactly the people who used to spend well and have stopped coming. The audience is a snapshot of the guests you filtered, so it stays stable while you write the campaign.
Step 12: Export the data if you want it elsewhere
Export CSV at the top right downloads the matched guests and spend for the selected window, for your own reporting or accountant.
Step 13: Check spend on an individual guest
Open Guest Visits and click any guest. Their Toast spend appears on the profile next to their visit history, so a staff member looking someone up sees both how often they come and what they are worth: total spent, average order, the last order, the items they order most, and each recent order. See The Guest Profile.
Multi-venue notes
- Credentials are per venue, because a Restaurant GUID identifies one Toast location. Connect each restaurant separately.
- The Toast Spend dashboard respects the venue selector at the top of the dashboard, so you can look at one restaurant or all of them.
- Switching the integration off for one venue leaves the others running.
Troubleshooting
| Issue | Solution |
|---|---|
| The card still says Not connected | The credentials saved but the venue toggle is still off. Open Manage and switch the venue on |
| No orders after 30 minutes | Check the Restaurant GUID belongs to the venue you connected, and that you were issued production credentials rather than sandbox |
| Sync worked, then stopped | Toast credentials can be revoked or rotated by Toast. Ask Toast to confirm the credentials are still active, then re-enter them under Manage |
| Match rate is 0% | Orders are being read but carry no customer email. Ask staff to capture customer emails at the till, and check your splash page asks guests for an email address |
| Spend looks lower than my Toast reports | The dashboard shows matched spend only. Compare against the anonymous revenue figure to see the unmatched remainder |
| A guest's spend looks wrong | CaptiFi matches on email only. A guest who orders under a different email, or gives a phone number and no email, is counted as a separate, anonymous customer |
| The Toast Spend menu item is missing | It only appears once at least one venue has Toast connected and enabled |
Related pages
- Integration Hub: every integration and how the cards work
- Square POS: the same spend matching for Square, if you run both
- Email & SMS Campaigns: sending to the audiences this integration creates
- Guest Analytics: guest profiles, where spend appears per guest