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

1. 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.
2. 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.
3. Guests are ranked and tiered by spend. Every matched guest gets a tier: VIP, Regular or Casual, based on their total spend with you.
4. Spend appears on the guest profile. Open any guest and you see what they have spent alongside their visit history.
5. 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.
6. You can export the data. Download a CSV of matched guests and spend for the selected window.
7. Matched orders earn Rewards points. At a venue in a live Rewards programme, each closed order matched to a member earns points at your programme's rate, once per order, in the venue's programme currency. See Points from Toast and Square orders.
8. Staff can redeem CaptiFi rewards at the Toast till, once Toast approves CaptiFi. With till redemption on, staff look a guest up under Rewards on the Toast till and put their CaptiFi reward on the check as a discount. See Redeem CaptiFi rewards at the Toast till.

The order sync reads orders and never writes to Toast. CaptiFi never changes prices, takes payments or edits orders. With till redemption on, the Toast till asks CaptiFi which rewards a guest holds, and Toast applies the discount the member of staff picks.

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:

1. Set Min spend to the threshold you care about, for example 100
2. Tick Lapsed only (no visit in 30 days)
3. 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.

Redeem CaptiFi rewards at the Toast till

Waiting for Toast's approval

Till redemption opens once Toast approves CaptiFi as a loyalty partner. Until then the Redeem rewards at the Toast till section does not show on the Toast POS card. Staff redeem on the CaptiFi Redeem screen and type the Toast check number in Till check number, so each redemption can be matched to its check on the redemptions CSV. This page will say what to ask Toast for when the approval comes through.

With till redemption on, staff redeem a guest's CaptiFi Rewards on the Toast till, from the Rewards button Toast uses for loyalty programmes. The reward goes on the Toast check as a discount and CaptiFi records the redemption against that check, so nobody needs the Redeem screen or a separate staff phone at that venue.

What you need

• Toast connected and switched on for the venue (Part 2 above)
• A live Rewards programme with the venue in it and switched on under Rewards → Setup
• Toast's approval of CaptiFi as a loyalty partner (see the note above)

Step 14: Turn till redemption on in CaptiFi

Open Integrations, click Manage on the Toast POS card and scroll to Redeem rewards at the Toast till. Switch Till redemption on for the venue. When the switch is greyed out, the line under the venue says what to fix first, for example adding the venue to your Rewards programme.

Switching it on asks Toast to confirm that the Client ID and Client Secret saved for the venue reach the restaurant in its Restaurant GUID. If Toast says no, the switch stays off and a message says why: check the details from Part 2 and try again. Changing the venue's Client ID, Restaurant GUID or environment later turns till redemption off for that venue until you switch it on again. A venue that is on but shows Paused until this is fixed has a line saying what to do; when it says Toast has not confirmed the restaurant, switch till redemption off and on again so Toast is asked.

Turning it on adds a terminal called Toast till for the venue on Rewards → Terminals. Every redemption made at the Toast till is recorded against it, so it appears on Redemptions and in the settlement report like any other till. Toast signs its own requests to CaptiFi, so this terminal has no API key or PIN, and it is switched on and off from the Toast integration only.

Step 15: Redeem at the till

1. On the Toast till, open the check, tap Rewards, then Look Up Customer
2. Scan the QR code on the guest's reward or on their rewards page, type the reward code or their member number, or search by the email address or phone number they joined with. A search by name alone finds nobody, so staff never see a list of other members
3. The guest's CaptiFi rewards are listed with what each takes off this check. A reward that cannot be used yet is greyed out with the reason, such as a minimum spend not reached
4. Tap Redeem next to the reward. The discount goes on the check
5. Take payment as usual. When Toast confirms the payment, CaptiFi marks the reward redeemed, with the Toast check as its reference

A reward redeems at the Toast till when Till API is ticked under How it can be redeemed on its offer, which it is unless you untick it. See How it can be redeemed.

Points for Toast checks

Each paid check with a CaptiFi member on it earns points once, on the check total, at your programme's rate and in the venue's programme currency. Toast tells CaptiFi about every check once it is paid. While till redemption is on for a venue, the Toast order sync stops awarding points for that venue, so a sale never earns twice, and an order that earned through the sync before you switched over is not counted again. Redeeming a reward earns nothing on top: the points come from the check.

When a check is voided

When staff void a check, or take a CaptiFi reward off it, Toast tells CaptiFi. The redemption is voided and the guest gets the reward back for another visit, provided it is still the same trading day. CaptiFi counts a trading day as running to 05:00, so a check voided at 01:30 still reverses a reward redeemed at 22:00 the evening before. After that, a manager can void the redemption from Rewards → Redemptions, where the reward stays used unless the account owner restores it. Points the voided check earned are taken back.

Good to know

• Rewards come off the whole check, and the CaptiFi rewards on one check never take off more than the check. A percentage is worked out on what the guest owes after any discount of your own, such as a happy hour
• A free item or custom reward comes off at the Discount at a Toast till on its offer, usually the item's menu price. What it costs you per reward stays your cost, for the Exposure and Settlement reports. An offer with no till discount shows greyed out at the till and can still be redeemed on the CaptiFi Redeem screen
• Each tap of Redeem uses one go of a reward
• A reward can be on one open check at a time. Put it on a second check and the till refuses it there until the first check drops it or is paid. A check left open and untouched lets go of the reward after four hours
• Toast does not run loyalty programmes while a restaurant is offline. During an outage, redeem on the CaptiFi Redeem screen
• Turning till redemption off, or disconnecting Toast, stops redemptions at that venue's Toast till at once. A check voided after that is not reversed in CaptiFi, so void the redemption from Redemptions

If Toast rejects your sign-in details

Toast can revoke or rotate the credentials it issued you. When Toast rejects the saved Client ID, Client Secret or Restaurant GUID, CaptiFi pauses syncing for that venue until you re-enter them, and tells you in three places:

• The Toast Spend page shows a warning at the top naming the venue and the time orders stopped being matched, with a link to the Integrations page.
• The Toast POS card on the Integrations page, and the top of its Manage panel, carry the same warning.
• The venue's account owner receives one email, with the subject "Toast has stopped syncing for" followed by the venue's name, at most once a week.

Your other venues keep syncing. To restart the paused one:

1. If Toast rotated your credentials, ask Toast for the current ones.
2. Open Integrations, click Manage on the Toast POS card and find the venue named in the warning.
3. Re-enter the Client ID, Client Secret and Restaurant GUID, then save.

The warning clears once the details are saved, and syncing resumes at the next quarter hour. Each sync still reads only the last 60 minutes of orders, so orders placed while syncing was paused are not matched afterwards.

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. When Toast has rejected them, the Toast Spend page and the Toast card say so: see If Toast rejects your sign-in details. Otherwise 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
Staff see no CaptiFi rewards under Rewards on the Toast till	Check that Toast has switched the CaptiFi loyalty integration on for the restaurant, that Till redemption is on for the venue, and that the venue is live in your Rewards programme
A guest cannot be found at the till	Search by the email address or phone number they joined with, or scan their reward QR code. Names are not searched
A reward is greyed out at the till	The line under it gives the reason, for example a minimum spend, a reward not valid at this venue, or an offer with Till API unticked

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