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Onboarding Guide | Lightspeed K-series to Opera Cloud

By Omniboost

Updated over 3 weeks ago

Guide Overview

This guide offers comprehensive instructions on establishing and customizing the integration between Lightspeed K-series and Opera Cloud through DataHub to be able to post room charges. It comprises the following sections:

  • Accessing DataHub:

    • Instructions on how to log in to our system, DataHub.

  • Configuring POS (Lightspeed K-series) Settings:

    • Step-by-step guidance on configuring your POS settings in DataHub.

  • Configuring PMS (Opera) Settings:

    • Step-by-step guidance on configuring your PMS settings in DataHub.

  • Configuring the mapping:

    • Precise instructions for aligning POS product categories with transaction codes from Opera Cloud.

  • Testing the integration:

    • After configuring the integration, you'll be able to test the integration.

  • Common issues:

    • While testing and using the integration, you may come across some common issues.

To access DataHub, you'll also require an Authenticator app on your phone for the 2FA. We recommend using one of the following free apps:

Integration Setup Requirements

Before you're able to start connection these two systems to each other and continue with the onboarding, the following information must be ready:

Access to DataHub:

  • You must have a DataHub account ready before proceeding. Credentials are sent from no-reply@omniboost.io. Please check your inbox to confirm you have received them.

Test room in Opera Cloud:

  • Create a test room in Opera Cloud before starting the onboarding process. This allows you to test the integration immediately after completing onboarding.

Transaction codes within Opera Cloud:

  • A transaction code called ‘Fallback Lightspeed’

  • A transaction code called ‘Fallback Payments Lightspeed’

  • A transaction code called ‘Service Charge Lightspeed’

  • A transaction code called ‘Gratuity Lightspeed’

  • A transaction code for your local tax (Not needed if you use VAT)

    Use this link to learn how to create a transaction code: Configuring Transaction Codes

Important: If you create a new transaction code or want to use an existing one, ‘Manual Posting’ needs to be enabled.

Access 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.

  2. Navigate to DataHub:

    • Open your web browser and go to https://datahub.omniboost.io/

  3. Enter Your Credentials:

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

    • Password: Enter the password you received in the email.

  4. Select “Remember Me”:

    • Check the Remember me box to save your login details for future access.

  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. 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 Microsoft Authenticator 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.

  1. 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.

  2. 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.

  3. 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.

  2. Click “Start Setup”:

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

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.
      ​

  2. Log In with Your Credentials:

    • Enter your Lightspeed K-Series login credentials when prompted.
      ​

  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 Opera cloud integration.
      ​

  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 Opera cloud.

  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.
​

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.
      ​

  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
      ​

  3. Select PMS Server:

    • Set the PMS Server to Other|
      ​

  4. Review Additional Options:

    • Carefully review any other available options related to this payment method to ensure they meet your business requirements.
      ​

  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.

Step 2: Configuring PMS (Opera) Settings

  1. Configure “Default Analysis Code”:

    • Enter the Default Code Fallback Lightspeed you created in Opera Cloud.

      • Example: If a new item is added in Lightspeed without mapping, the data will default to this code.

  2. Configure “Default Payment Code”:

    • Enter the Default Code Fallback Payment Lightspeed you created in Opera Cloud.

  3. Configure “Folio Window Number”:

    • Enter the folio number that will be used for room charges, 1 by default.

      • Example: There are multiple folios you can send charges to in the guest folio in Opera Cloud. Fill in the window number that you want the room charges to end up in within the guest folio.

  4. VAT/TAX Inc.:

    • Enable the check box ‘VAT/TAX inc.’ if VAT/TAX is included in the price (commonly used in Europe)

  5. Auto Balance Account:

    • Disable the check box if you are not using the ‘Full Revenue Push’ feature

  6. Use Package Allowance:

    • Enable the check box ‘Use Package Allowance’, if you are using package allowances. Package allowance is a fixed amount given to hotel guests for services like meals and if any amount exceeded is charged to the guest's folio

  7. Configure Payment Accounts:

    • If you are NOT using the ‘Full Revenue Push’ feature use the default code 'DON’T USE PAYMENT ACCOUNTS'

  8. Configuring the VAT/TAX Buckets:

    • Select the TAX transaction code (for example ‘Sales tax’).

  9. Configure Service Charge Code:

    • Select the service charge code ‘Service Charge Lightspeed' that you created and do the same for the ‘Service Charge With Vat Code’ field

  10. Configure Tip Code"

    • Select the tip code ‘Gratuity Lightspeed' that you created

  11. Configure the “Receipt description”:

    • Add a description that will appear on receipts in Opera Cloud.

      • Example: Use your hotel name, restaurant name, market name, or a similar identifier in the ‘Receipt Description’ field.

Step 3.1: Configuring the mapping (without 'Meal Periods')

You can map everything to a transaction code (such as ‘Room Charge’) or you can have more detailed mapping, where you map everything separate. Please note that if you are not using the ‘Full Revenue Push’ feature, you can map all Payment Methods to ‘Fallback Payment Lightspeed’.

  • Click ‘Save Mapping’ at the bottom of the screen and make sure all fields are selected, otherwise you can't save

Important: If your property has multiple floors or revenue centers and you apply the same settings for all, the system will automatically implement these settings across all floors—even if they aren’t visibly displayed.


If you prefer to map separately for each floor, update them individually using the floor buttons at the top.

Additionally, if you have other Lightspeed locations (e.g., Market, Rooftop), ensure you set up the integration for each location following the same process as this one.

Step 3.2: Configuring the mapping (with 'Meal Periods')

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

Step 4: Testing the Integration

You can now test the integration using a Lightspeed handheld or terminal with either an available room or a test room. All transactions and any errors can be viewed in the logs within the Omniboost DataHub, accessible on the left side of the screen.

Important: Make sure to void your invoice when you are done testing. This will also automatically configure in Opera Cloud. Learn how in the following article: Void Items, Payments, and Checks

If you ever want to change an item in Lightspeed after the room charge has already been sent through, please void the entire receipt and change the item that needs to be changed and make the new room charge (updating the receipt does not work).

If you encounter any issues, contact pos-support@omniboost.io for assistance.
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Future Possibilities

  • View detailed check on the guest folio in Opera Cloud.

You will receive an email notification when this feature become available.

Common issues

If you are not receiving any transaction codes in our system, please check the following settings in Opera Cloud.

Menu > Administration > Enterprise > Opera Controls > Cashiering > Transaction Code by User Role

Make sure this setting is marked as inactive.

If a Lightspeed popup displays “No guest found,” it’s likely because the room charge is not enabled in Opera Cloud.
​

How to resolve this issue:

  • Go to the ‘Check In Reservation’ of the guest in Opera Cloud and have a look at the ‘Payment Instruction’ settings and see if ‘No Post’ is disabled.

If you encounter any other issues, please reach out to pos-support@omniboost.io for further assistance.

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