Hungry Howie's Cartwheel Onboarding

Toast <> Cartwheel Setup

Step 1: Activate the Cartwheel Integration in Toast

Log in to your Toast account and navigate to the Integrations section of Toast Web using the left-hand navigation menu. Then, select Integrations management > Browse & purchase integrations.

Search for "Cartwheel". Once you find it, click Add Now.

Step 2: Enable Self-delivery in Toast

In the Toast account, navigate to the Takeout & Delivery section. Then find Toast Online Ordering > Delivery.

Click "My own delivery drivers" under the question "How do you want to deliver orders to guests?"

This will trigger an email notification to the Cartwheel team to set up your Toast on Cartwheel.

Step 3: Enable Toast Integration via Cartwheel Support or Onboarding Manager

We will activate your integration on our side and let you know.

Step 4: Sync Cartwheel Drivers with Toast

In the Toast Integrations section, you have the option to automatically import drivers from Toast by selecting Create Drivers. This will import employee information from Toast and set them up as drivers in Cartwheel.

Navigate to Properties → Global Settings → Integrations → Toast Properties → Sync Drivers. You can select which roles in Toast should be eligible for driver creation in Cartwheel, giving you more flexibility in how drivers are managed across systems.

You can also enable the Automatically Create New Drivers option. When enabled, Cartwheel will check Toast every 30 minutes and:

• Create new drivers in Cartwheel if they've been added in Toast.
• Deactivate drivers in Cartwheel if they've been removed from Toast.

Important: If a driver was created through the Toast integration but later disabled in Cartwheel, Cartwheel will not notify Toast of this change. In such cases, you'll need to manually remove the driver in Toast.

Then, open the Driver List below — a window will appear showing whether any drivers are missing information on the Toast side. If they are, the driver cannot be created until the missing details are filled in within Toast.

Once all the required information is complete, confirm the action — the drivers will be added to Cartwheel, and they'll receive a text message with their password.

By creating drivers in Cartwheel through the Cartwheel ↔ Toast integration, Toast will provide unique employee IDs for these drivers. When you assign a driver in Cartwheel, we'll link this information with the respective order by matching the Toast employee ID with the Toast order ID. This data will then be relayed back to Toast, allowing them to associate the driver with the order in their system — giving you the ability to efficiently manage driver payouts at the end of each day.

Note: If a driver delivers for multiple locations, you'll need to create separate profiles for them and assign each profile to the appropriate location in Toast. Additionally, make sure their Toast driver profile is fully completed, including their phone number and email address.

Log into Cartwheel

Web Browser

The web version of Cartwheel is mainly used by managers to control settings, monitor orders, and view reports.

You should have received your Cartwheel account credentials, but if you haven't:

1. Try clicking the "Forgot Password" button on the login screen. If you have an account, you'll be prompted to create a password.
2. Contact your Cartwheel administrator who can create your account and provide a password.

Dispatch App

Download the Cartwheel Dispatch App.

You'll be prompted for a company name:

Note: The Cartwheel Dispatch App is designed for use on both tablets and phones. To ensure optimal performance and compatibility, we recommend keeping your device updated to the latest available operating system version before proceeding with installation.

Delivery Model

Cartwheel supports three delivery models to match the way your operation works. You can set a default model at the Global level, and override it per Team or Pick-up Location — so different locations or teams can operate under different models within the same account.

Where to find it: Properties → Global Settings → Dispatch Management → Delivery Model

Self Delivery (In-House Delivery Fleet)

All orders are delivered by your own drivers. You'll also have the option to manually request a DoorDash Drive driver when needed.

Hybrid Delivery Fleet

Orders are split between your in-house drivers and a DSP based on rules you define. See Setting Up Hybrid Delivery to configure the forwarding rules.

All 3rd Party — DoorDash

All orders are dispatched to a third-party Delivery Service Provider (DSP). See DSP Selection to set up your delivery provider.

Setting the Model per Team or Pick-up Location

The model set at Global level applies by default across your entire account. If some teams or locations operate differently, you can override it at a lower level.

• Per Team: Properties → Teams → [select team] → Delivery Model
• Per Pick-up Location: Properties → Pick-up Locations → [select location] → Delivery Model

Dispatch App

Order Management

From the Cartwheel Dispatch App, you have several order management options:

• Cancel delivery
• Send to DoorDash Drive
• Assign it to a driver

Driver Assignment

When assigning drivers, you can easily identify key details:

• Driver's name
• Distance to pick-up location
• Online or offline status indication
• Number of active orders assigned to the driver (displayed as a circle)

Completed Orders

You can find completed orders in the Completed tab. In addition to the information listed in Order Details, the following is also available:

• Completed time
• Customer review (if applicable)

Driver Steps

Cartwheel supports two tracking options to give customers real-time visibility into their order's location and status.

The Cartwheel Driver App will be the preferred option for Hungry Howie's unless a special arrangement has been requested.

Cartwheel Driver App

Cartwheel's Driver App for mobile phones provides drivers the ability to accept orders and tracks the order's location and status, giving customers a precise, real-time view of where their order is.

When a Toast driver account is synced in Cartwheel, the driver will receive a text message with a link to download the Cartwheel Dispatch App. Once the driver downloads the app, they will be prompted to enter a "company name" and then their phone number. Cartwheel will text a verification code.

Accepting and completing orders in the Driver App

GPS Tracking Device (Particle brand tracker)

This tracking device can be used to track the location of the driver, giving the customer the precise location of their order while automatically updating the order status based on the device's location.

Cartwheel supports Particle tracking devices for teams that want to track drivers without requiring a phone or the Driver App. Particle's Tracking System is a platform that sends location data from a tracker device to a management console.

With the Particle integration, Cartwheel can:

• Show driver location on the Dispatcher map (using the tracker's coordinates)
• Automatically set a driver to Visible / On Shift when a device is assigned
• Optionally automate pickup and completion status changes based on movement

Before You Start

• Devices must be available in your Cartwheel environment (your team will typically connect Particle devices on the Particle side first).
• Only assign devices to the correct Cartwheel Team before assigning them to drivers.

1. Assign Tracking Devices to a Team

Go to: Properties → Global Settings → Integrations → Tracking Devices

1. Select one or multiple devices
2. Click Assign to Team
3. Select the appropriate Team and click OK
4. Click OK again when finished

To remove a device from a team, select it and click Unassign.

2. Optional Automation Settings

In the same Tracking Devices section, you can enable:

• Auto-pickup: Automatically marks orders as Picked Up when the driver leaves the pickup location.
• Auto-complete Orders: Automatically marks orders as Completed when the driver leaves the drop-off location.

How it behaves: when an order is assigned to a driver with a device, tracking begins. As the driver starts moving and leaves the pickup area, the order can switch to Picked Up. After arriving at drop-off, staying briefly, and then moving away, the order can switch to Completed.

3. Assign a Device to a Driver (Day-to-Day Workflow)

Go to: Dispatcher Map → Tracking Devices tab

1. Select the device you want to use
2. Click Assign
3. Choose the driver and click OK

After assignment:

• The driver is automatically set to Visible in Cartwheel
• Cartwheel starts updating the driver's coordinates from the device
• When you hover over the driver icon on the map, you'll see the device ID shown before the driver's name

Order Status Updates (Manual vs. Automatic)

• Manual updates: Order statuses can always be updated manually (we can provide limited dashboard access for teams that only need status controls).
• Automatic updates: If Auto-pickup / Auto-complete are enabled, statuses can be updated automatically based on device location.

Device Limitations

Tracking devices can have location accuracy limitations that Cartwheel cannot control. This is normal for GPS/cellular trackers:

• Weaker performance inside buildings
• Reduced accuracy in tunnels, dense urban areas, or places with poor GPS reception

Best practice: devices should be kept in the driver's vehicle for better sky visibility and more stable signal.

Important: Driver App Login Behavior

If a driver who has a tracking device assigned logs into the Cartwheel Driver App, they will be automatically unassigned from the tracking device. This prevents double-tracking and ensures only one active tracking method per driver at a time.

Reporting

To regenerate a report with desired information, follow these simple steps:

1. Navigate to Reports > Run Reports.
2. In the list of available reports, select the one that suits your requirements.

3. Choose the time period and pick-up locations (Zone) for which you wish to analyze the data and click >> Run Report.
4. The report will download in the browser in .xls format.

Scheduled Reports

A new module is available that offers users the ability to create scheduled reports. With this module, you can effortlessly generate reports and schedule them for automatic delivery to your email on specified days. To create such a report, contact support@trycartwheel.com.

Learn about the available report types in our article by following this link.

Resources

• Cartwheel Support Center
• Cartwheel Driver App One Page Guide (Manual Assigned Orders)
• Cartwheel Driver App One Page Guide (Self-Assigned Orders)