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Onboarding Guide | Lightspeed K-Series to Stayntouch

This document provides a step-by-step guide for setting up the integration between Lightspeed K-Series and Stayntouch in our system, DataHub

Updated over 2 weeks ago

Guide Overview

This guide offers comprehensive instructions on establishing and customizing the integration between Lightspeed K-Series → Stayntouch through the DataHub. It comprises the following sections:

  • Accessing the DataHub:

    • Detailed steps on accessing our system, the DataHub.

  • Configuring POS (Lightspeed K-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 Stayntouch Settings:

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

  • Configuring the mapping in DataHub:

    • Precise instructions for aligning POS product groups with charge codes from Stayntouch.

Kindly adhere to each section meticulously to ensure a seamless and efficient integration setup.

Integration Setup Requirements

To establish the Lightspeed K-Series → Stayntouch integration, the following information is necessary:

1. Accounting Categories within Stayntouch

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

  • Paymaster account in Stayntouch called Lightspeed

  • A charge code called Fallback Revenue Lightspeed

  • A charge code called Fallback Payments Lightspeed

  • A charge code called Service Charge Lightspeed

  • A charge code called Gratuity Lightspeed

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

Configuring Lightspeed K-Series (POS) Settings

  1. Connect to Lightspeed K-Series:

    • On the setup screen, find and click the Connect button to initiate the connection to Lightspeed K-Series.
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  2. Log In with Your Credentials:

    • Enter your Lightspeed K-Series login credentials when prompted.
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  3. Authorize:

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

Troubleshooting: If you encounter a server error. please double-check that your password is correct. If you’re confident that the password is accurate but still facing issues, try logging in using an incognito or private browsing tab to bypass any potential caching problems.

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

Lightspeed Settings (POS)

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 K-Series to Stayntouch integration.
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  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, or any term of your choice.

      • This description will be used to send the tips to Stayntouch.

  4. Use Meal Periods

    • Within this integration, it’s possible to work with Meal Periods, which can be configured based on specific time frames. If you’d like to use this feature, simply enable the corresponding checkbox.

  5. Select Meal Periods

    • If you’d like to use this feature, please ensure that you have 24-hour coverage, meaning that each new meal period should begin exactly when the previous one ends. (See example below of a correctly set up meal period table.)

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

Now that the Lightspeed settings are configured in the DataHub, we need to make some adjustments in your Lightspeed backend. Follow these steps:

  1. Navigate to the Lightspeed Backend:

  2. Access the Configuration Settings:

    • Go to Configurations from the main menu.
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  3. Navigate to Payment Methods:

    • Click on Settings and then find and select Payment methods

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

Adjusting Payment Method Settings in Lightspeed

Now that you are in the Payment Methods section of the Lightspeed backend, follow these detailed steps to configure the Room Charge payment method:

  1. Locate the Room Charge Payment Method:

    • Scroll through the list of payment methods to find the one associated with room charges. It might be labeled "Room Charge" or similar.

    • If not, create a new payment method for Room Charges

  2. Set Payment Method:

    • Ensure the Payment Method is set to Charge to room
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  3. Select PMS Server:

    • Set the PMS Server to Other|
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  4. Review Additional Options:

    • Carefully review any other available options related to this payment method to ensure they meet your business requirements.
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  5. Save Settings:

    • Once all settings are correctly adjusted, scroll down to the bottom of the page.

    • Click the Save button to save your changes.

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

Configuring Stayntouch (PMS) Settings

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

  1. Select an charge code for the Default Analysis Code:

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

      • Purpose: The Fallback Revenue acts as a safety net in case a new product category is generated in Lightspeed but not mapped in the DataHub. If any data lands on this category, please log back in and check your mapping.
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  2. Select an charge code for the Default Payment Code:

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

      • Purpose: Similar to the Fallback Revenue, Fallback Payments acts as a precaution for payment methods that are inaccurately mapped in the DataHub to prevent data loss.
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  3. Selecting the correct Payment Account:

    • Here, you can select the paymaster you’ve already created (paymaster "Lightspeed"). If you prefer to map each payment type separately, you can create a separate paymaster for each payment method.

  4. Select Timezone

    • Ensure you select the correct timezone for your property.
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  5. Selecting the Tip Code:

    • From this dropdown, designate the charge code where Tips/Gratuities will be allocated to.
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  6. Selecting the Service Charge Code:

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

      • The Service Charge is applicable only in regions where it is included in the bill. If utilized, kindly create a charge code in Stayntouch named Service Charge.
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  7. Selecting the Service Charge with VAT Code:

    • In most scenarios, you can also specify the Service Charge charge code here. If you do not use this option, please assign the Tip charge code here.

      • The Service Charge is only relevant in regions where it is included in the bill. If used, kindly establish an charge code in Stayntouch called Service Charge.

  8. Select VAT/TAX Inc.:

    • Enable the check box ‘VAT/TAX inc.’ if VAT/TAX is included in the price (commonly used in Europe)
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Note: Upon completing the above steps, kindly click on Submit and proceed with the subsequent actions.

Configuring the mapping between Lightspeed K-Series and Stayntouch:

Now that we've completed the configuration of Lightspeed K-Series (POS) settings and Stayntouch (PMS) settings, the final step is to configure the mapping. This ensures that transactions and data from Lightspeed are correctly categorized and recorded in Stayntouch.

Step-by-Step Instructions

  1. Access Mapping Settings:

    • Navigate to the mapping settings in DataHub. At the top, you'll see your Lightspeed floors. Each floor can have its own mapping, but you can also use the same mapping for all floors by setting the first floor's mapping as the default.
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  2. Mapping Overview:

    • On the left side, you'll find the product categories from Lightspeed.

    • On the right side, you'll find a drop-down menu with your Stayntouch charge codes.
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  3. Create Logical Mappings:

    • Connect the product groups from Lightspeed to the corresponding Stayntouch charge codes.

    • Ensure there's logic in your mapping to facilitate accurate data transfer and recording.
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  4. Example Mapping Scenarios:
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    • Scenario 1: Direct Category Mapping

      • If you have a Lightspeed product groups named "Hot Drinks" (connected to products like Hot Chocolate, Coffee, Tea), ensure there's an Stayntouch charge code named "Hot Drinks". Map the Lightspeed "Hot Drinks" category to this charge code.
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    • Scenario 2: General Category Mapping

      • Alternatively, you could create a general Stayntouch charge codes named "Drinks" and map multiple Lightspeed product groups (e.g., Hot Drinks, Cold Drinks, Soft Drinks) to this single charge code.
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    • Scenario 3: Simplified Mapping

      • For simplicity, you could map all Lightspeed product group related to food and beverages to a general Stayntouch charge code named "F&B (Food and Beverage)".
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  5. Configuring the mapping (with meal periods)

    1. Please map all the floors on top that are linked to the meal periods, you do not need to map the first ones. Go back to 'Step 1' if you want to know how to setup the meal periods.

      • Click ‘Save Mapping’ at the bottom of the screen and repeat this for the other floors with the meal periods

  6. Review and Adjust:

    • Review the mapping to ensure it aligns with your business needs.

    • You can revisit and adjust the mapping at any time as your business evolves or as you find more efficient ways to categorize your transactions.

Example Configuration

Here's an example configuration:

  • Lightspeed Product Group: Hot Drinks

    • Stayntouch Charge code: Hot Drinks

  • Lightspeed Product Group: Soft Drinks

    • Stayntouch Charge code: Drinks

  • Lightspeed Product Group: Desserts

    • Stayntouch Charge code: F&B or Food

Final Steps

After configuring the mapping, review all settings to ensure accuracy. Once satisfied, you can proceed to test the integration to confirm that data flows correctly between Lightspeed K-Series and Stayntouch. This will help identify any potential issues and ensure a smooth operation moving forward. If any assistance is needed, please reach out to your contact at Omniboost or e-mail pos-support@omniboost.io
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Note: For a visual guide, please refer to the image below for further information.


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