Toast’s Customer Onboarding Team Optimizes their Workflows with TaskRay

About Toast

Toast provides a restaurant management platform that combines point of sale, hardware, software, and payment processing with a suite of third-party integrations to help restaurateurs improve operations, grow revenue, and delight guests.

Industry: SaaS, Restaurant

Before TaskRay

• ​Toast used a single custom object in Salesforce for managing and tracking customer onboarding projects, customizing it with additional fields as needed.
• ​Rapid company growth necessitated a more sophisticated tool that could integrate with their existing technology, such as Salesforce Field Service Lightning and Cirrus Insight.

After TaskRay

• ​With TaskRay, Toast’s customer onboarding team can manage more customers efficiently and in a more structured way, improving workload management and team capacity.

How Toast Uses TaskRay

Toast relies on multiple teams and processes to bring customers live on their platform. They have built an onboarding project creation flow within TaskRay to help assess each type of customer (onsite or remote), determine what team should be working with that customer, and then generate a TaskRay template based on those criteria.

TaskRay tasks help guide the onboarding team through a set of activities, such as kick-off calls, site surveys, menu build-outs, POS setup, and training. Toast also uses Salesforce Field Service Lightning to create onsite appointments and then create tasks in TaskRay to reflect the date and time of those appointments, keeping everything organized and on platform.

Why TaskRay?

While the customer onboarding process can follow a specific set of criteria, each Toast customer comes with unique needs and challenges. They needed a tool that would provide a templatized process and the ability to customize along the way.

After evaluating several tools, Toast identified TaskRay as the customer onboarding solution that met both their requirements and price. TaskRay enabled them to migrate from their old process while keeping all of their data on the Salesforce platform.

Toast’s Pain Points Before Implementing TaskRay

Before TaskRay, Toast was managing and tracking customer onboarding projects using a single custom object in Salesforce, adding different fields along the way for customization. But with their company’s rapid growth, they needed a more sophisticated tool that could plug into the other technology they rely on to execute onboardings — like Salesforce Field Service Lightning and Cirrus Insight.

Results

While Toast’s customer onboarding timeline is driven by the customer needs, they’ve measured initial success on how many customers a customer onboarding team member can manage at a given time.

According to Toast, “With TaskRay, workloads have been easier to manage and our customer onboarding team can manage more customers in a more structured way.”

Customer Onboarding

"We wanted to be able to dynamically generate a different customer onboarding experience based on a specific segment and TaskRay could do that."

— Matt Merola, Senior Program Manager, Toast

Why Toast Loves TaskRay

• ​On Salesforce: Keeping their onboarding process on the Salesforce platform was crucial for Toast. Salesforce + TaskRay provides a single source of truth for all teams.
• ​Templates: Each Toast customer is unique, but the customer onboarding process still includes a standard set of tasks that can be repeated and tweaked based on needs and timeline.
• ​Views: The Toast team can work in many of TaskRay’s different views. From My Work to Plan View to Kanban, TaskRay provides a workspace for every type of onboarding specialist.
• ​Resource Planning: The workload that each team member can handle has significantly increased with TaskRay. And, forecasting ensures teams are set to scale with new business.