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Onboarding Guide | Lightspeed L-Series to Mews

This document provides a step-by-step guide for setting up an integration between Lightspeed L and Mews in our platform, DataHub.

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Guide Overview

This guide provides detailed instructions on setting up and configuring the integration between Lightspeed L-Series → Mews via DataHub. It includes the following sections:

  • Accessing the DataHub:

    • Detailed steps on accessing our system, the DataHub.

  • Connecting to Lightspeed L-Series

    • Steps to connect Lightspeed L-Series to DataHub.

  • Configuring POS (Lightspeed L-Series) Settings:

    • In-depth guidance on setting up your POS configurations within the DataHub.

  • Configuring the Lightspeed Backend settings:

    • Following the configuration of specific Lightspeed settings in the the DataHub, adjustments are required in the Lightspeed backend.

  • Configuring Mews Settings:

    • Elaborate instructions for configuring and customizing your Mews settings in the the DataHub.

  • Configuring the mapping in DataHub:

    • Precise instructions for aligning POS product categories with accounting categories from Mews.

Please follow each section to ensure a smooth and effective integration setup. If you have any questions during the onboarding process, please reach out to your Omniboost agent or send an email to pos-support@omniboost.io

Integration Setup Requirements

To establish the Lightspeed L-Series → Mews integration, the following information is necessary:

1. Accounting Categories within Mews

Prior to starting the integration process, the following accounting categories must be created within Mews:

  • Fallback Revenue

  • Fallback Payments

  • Tips/Gratuity

  • Service Charge (If applicable)

    • Note: This accounting category is relevant only if service charges are configured in your Lightspeed system.

Additionally, during the onboarding process, it is essential to link your product categories and payment methods from Lightspeed to an accounting category. For example, if you have a product category named "Beer," ensure there is an accounting category named "Beverages" or "Alcohol." Similarly, for payment methods like Visa, create an accounting category named "Visa" or "Credit Card." Please ensure these categories are created before onboarding, as you will need them during the mapping process.
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2. Additional Service within Mews

A specific additional service must be established to perform room charges. This service can be named "Room Charge," but you can also create multiple services for different floors within Lightspeed.
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3. Outlets within Mews

Outlets should only be created if you plan to enable direct payments like cash or card transfers to Mews. The outlet name can be customized based on your Lightspeed floors, if you have them, to segregate revenue by floor.

Access the DataHub

To access DataHub, follow these steps:

  1. Obtain Login Credentials:

    • Ensure you've been provided with login credentials by an Omniboost support agent. If you haven't received them, kindly request them from your designated contact at Omniboost.
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  2. Navigate to DataHub:

  3. Enter Your Credentials:

    • Email: Input the email address you used to create the account.

    • Password: Enter the password you received in the email.
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  4. Select “Remember Me”:

    • Check the Remember me box to save your login details for future access.
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  5. Click “Login”:

    • Press the Login button to proceed.

Note: For a visual guide, please refer to the image below for further information.

Setting Up Two-Factor Authentication (2FA)

  1. Log In to DataHub:

    • Ensure you are logged in to DataHub with your credentials.

  2. Initiate 2FA Setup:

    • Locate and click on the Enable button to start the Two-Factor Authentication (2FA) setup process.

  3. Follow the Instructions:

    • Follow the on-screen instructions to complete the 2FA setup. This involves linking your account with an authentication app (e.g., Google Authenticator, Authy) on your phone and entering a verification code.

  4. Complete Setup:

    • Once the 2FA setup is complete, confirm any additional steps or settings as prompted.

Important: Enabling 2FA is a crucial step to enhance the security of your account. Make sure to follow all instructions carefully to ensure that 2FA is properly configured. If you skip this step, you won’t be able to log in again. If you accidentally do this, please reach out to pos-support@omniboost.io

Steps to Set Up 2FA

  1. Scan the QR Code:

    • On the screen where you clicked Enable, you will see a QR code.

    • Download a 2FA app such as Google Authenticator or Authy on your smartphone.

    • Open the app and use it to scan the QR code displayed on the screen. This QR code will set up your 2FA codes.
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  2. Generate and Enter 2FA Code:

    • The 2FA app will start generating a new authentication code every 30 seconds.

    • Enter the current code from your app into the provided field on the DataHub screen to complete the setup.
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  3. Save Recovery Codes:

    • Make sure to note down the recovery codes displayed on the screen.

    • These recovery codes can be used to access your account if you lose access to your 2FA app.
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  4. Complete Setup:

    • Follow any additional prompts to finalize the 2FA setup.

Important: Ensure you store your recovery codes in a safe place. They are essential for accessing your account if you ever lose access to your 2FA app.

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.
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  2. Click “Start Setup”:

    • On this screen, find and click the Start setup button to begin configuring the integration.

Note: For a visual guide, please refer to the image below for further information.

Connecting to Lightspeed L-Series

  1. Connect to Lightspeed L-Series:

    • On the setup screen, find and click the Connect button to initiate the connection to Lightspeed L-Series.

  2. Log In with Your Credentials:

    • Enter your Lightspeed L-Series login credentials when prompted.

      • Important: Log in using the header-master account.

  3. Authorize:

    • Once logged in, select all the sliders and press Authorize

  4. Troubleshooting:

    • If you encounter a Server Error, ensure your password is correct, and if the issue persists, try logging in using an incognito or private browsing tab to bypass potential caching issues.

Note: For a visual guide, please refer to the image below for further information.

Configuring POS (Lightspeed L-Series) Settings:

Now that you're logged in with Lightspeed, you'll arrive at the configuration screen. Below, you'll find explanations of the settings and what information to input, using a user-friendly example for clarity:

  1. Select Your Lightspeed Company:

    • Begin by choosing the Lightspeed company that aligns with the specific business location where you'll be using the Lightspeed L-Series to Mews.

  2. Select the 'On Room Payment Type':

    • In this step, you'll need to select the payment type associated with Room Charges. In most cases, this button is called Room Charge or On Room

      • You can verify this in your Lightspeed back office by navigating to:

        • Configurations → Settings → Payment methods

  3. Configure 'Tip Name':

    • Depending on your preferences, customize the description for tips. It can be named Tips, Gratuity, Trinkgeld (in German), or any term of your choice.

      • This description will be used to send the tips you receive in Mews.

  4. Select your 'Discount Categories':

    • Choose all the discount categories available in your Lightspeed environment.

      • It's crucial to select these to avoid creating an unbalanced accounting report.

  5. Configuring 'Meal Periods':

    • Within this integration, it's possible to work with Meal Periods, which you can set up by time frame. (See example below of a correctly set up meal period table, the second image)

      • Using Meal Periods: If you want to use this feature, you will need to create an outlet for each meal period in Mews per floor to make this split.

      • Not Using Meal Periods: If you do not want to use this feature, simply leave the box unchecked and continue with the next steps.

Note: For a visual guide, please refer to the image below for further information.

Configuring Mews (PMS) Settings

The following steps entail configuring the PMS settings, specifically for Mews. Below is a detailed guide to assist you through this process.

  1. Select an Accounting Category for the Default Analysis Code:

    • Within this dropdown, choose the Fallback Revenue that was requested to be created.

      • Purpose: This serves as a safety net if a new product category is added in Lightspeed but isn't mapped in the DataHub. If data appears in this category, log back in and update your mappings.

  2. Select an Accounting Category for the Default Payment Code:

    • From this dropdown, opt for the Fallback Payments that was requested to be established.

      • Purpose: This acts as a safeguard for incorrectly mapped payment methods in the DataHub, ensuring no data is lost. If data appears in this category, log back in and update your mappings.

  3. Selecting the correct Outlet:

    • Select the appropriate outlet from the dropdown for each corresponding floor in Lightspeed. For example, choose the outlet "Restaurant" under the floor/configuration "Restaurant," and do the same for "Lounge."

  4. Selecting the Additional service:

    • A specific additional service must be selected to process room charges. This service can be named "Room Charge," but you also have the option to create multiple services and choose different ones for each outlet.

  5. Selecting the Tip Code:

    • From this dropdown, designate the accounting category where Tips/Gratuities will be allocated to.

  6. Selecting the Service Charge Code:

    • In most scenarios, you can also designate the Tip Code here.

      • The Service Charge applies only in regions where it’s included in the bill. If used, create an accounting category in Mews named "Service Charge."

  7. Configuring the Tax/VAT Codes:

    • In the top-left section, locate the Tax/VAT percentages. Select the corresponding percentage from the dropdown to ensure accurate alignment.
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      • Example:

        • 0% dropdown → 0%

        • 9% dropdown → 9%

        • 21% dropdown → 21%

Note: Upon completing the above steps, kindly click on Submit and proceed with the subsequent actions.

Configuring the Mapping Between Lightspeed and Mews

Now that the configuration of Lightspeed L-Series (POS) settings and Mews (PMS) settings is complete, the final step involves configuring the mapping. This step ensures that transactions and data from Lightspeed L-Series are accurately categorized and recorded in Mews.

1. Access Mapping Settings

  • Proceed to the mapping settings in the DataHub.

    • At the top, you will find your Lightspeed floors. Each floor can have its own mapping, or you can use the same mapping for all floors by setting the first floor mapping as the default.

2. Mapping Overview

  • Left Side: Displays the product categories from Lightspeed.

  • Right Side: Contains a drop-down menu with your Mews accounting categories.

3. Create Logical Mappings

  • Link the product categories from Lightspeed to the corresponding Mews accounting categories.

    • Ensure there is a logical structure in your mapping to facilitate accurate data transfer and recording.

Example Configuration

  • Lightspeed Product Category: Hot Drinks

    • Mews Accounting Category: Hot Drinks or Drinks

  • Lightspeed Product Category: Soft Drinks

    • Mews Accounting Category: Drinks

  • Lightspeed Product Category: Desserts

    • Mews Accounting Category: F&B or Food

Additional Tips

  • Experiment: Do not hesitate to experiment with different mappings to find the most suitable one for your business.

  • Consistency: Maintain consistency in naming and categorizing for smoother tracking and reporting.

  • Consult: Reach out to your Omniboost agent for guidance or assistance with complex mappings.

Final Steps

Upon completing the mapping configuration, review all settings for accuracy. Once satisfied, proceed to test the integration to confirm the correct flow of data between Lightspeed L-Series and Mews. This testing phase helps identify any potential issues and ensures seamless operations going forward. For any required assistance, kindly contact your Omniboost representative or email pos-support@omniboost.io

Additionally, you're always able to go back to the DataHub and change things if necessary.
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Note: For a visual reference, see the image below with a simple mapping example.

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