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Lightspeed K-Series → RMS Cloud | Onboarding guide
Lightspeed K-Series → RMS Cloud | Onboarding guide

This document provides a step-by-step guide for setting up the integration between Lightspeed K-Series and RMS Cloud in our system, Datahub.

Vincent Verschueren avatar
Written by Vincent Verschueren
Updated over a month ago

Guide Overview

This guide provides detailed instructions on setting up and configuring your integration between Lightspeed K-Series → RMS Cloud via Datahub. It includes 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 the Lightspeed Backend settings:

    • After configuring some Lightspeed settings in Datahub, we'll need to adjust certain settings in the Lightspeed backend.

  • Configuring RMS Cloud Settings:

    • Detailed instructions for setting up and configuring your RMS Cloud settings in Datahub.

  • Configuring the mapping:

    • Clear guidance for configuring POS product categories to correspond with sundries in RMS Cloud.

  • Configuring the credit notes mapping:

    • To be able to perform refunds between these two systems, we use a separate mapping that involves RMS Cloud sundries. This mapping is crucial for processing refunds correctly.

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:

Important: This integration only supports room charges. Direct payments will not be processed to RMS Cloud with this integration at this time.

Integration Setup Requirements

RMS Cloud

To establish the integration between Lightspeed K-Series and RMS Cloud, the following steps and information are necessary:

Sundries

Prior to starting the integration process, the following sundries must be created:

  • Fallback Revenue

  • Fallback Payments

    • These fallbacks ensure no data is lost if new product categories or payments are not mapped correctly. For more information, refer to this article: Fallback Ledgers
      ​

  • Tips/Gratuity

  • Service Charge

  • Service Charge w/Tax

Furthermore, it is essential to link your product categories and payment methods from Lightspeed to a sundry from RMS Cloud. For instance, if you have a product category named Beer, ensure that there is a sundry named Beverages or Alcohol. Any payment methods that may be in RMS Cloud other than room charge can go to Fallback Payments.

Lightspeed K-Series

To configure the Lightspeed K-Series integration, the following information is needed:

Login Credentials

  • To set up this integration, it is necessary to log in using your Lightspeed credentials to establish a connection with your POS system.

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. 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.

  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.

  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.

  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.

  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 the sliders and press Authorize

  4. Troubleshooting:

    • If You Encounter a Server Error:

      • 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.
​

POS/Lightspeed 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 K-Series to RMS 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, Trinkgeld (in German), or any term of your choice.

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

Important: Please click on 'Next step/Save' before proceeding.

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 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 labelled “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.

Configuring RMS Cloud (PMS) Settings

We've completed the configuration of the Lightspeed (POS) settings. The next step is to configure the RMS Cloud (PMS) settings. This part is simpler compared to the POS setup, and it ensures proper mapping and handling of various charges and payments.

Step-by-Step Instructions

  1. Select a Default Analysis Code:

    • Select the Fallback Revenue sundry that you've created.

      • Purpose: The Fallback Revenue serves as a safety measure in case a new product category is created in Lightspeed and is not mapped in Datahub.

      • Example: If you add a new menu item in Lightspeed and forget to map it, the revenue will still be captured under this default code.

  2. Select a Default Payment Code:

    • Select the Fallback Payments sundry that you've created.

      • Purpose: Similar to the Fallback Revenue, the Fallback Payments serves as a precaution for payments, though it won't be actively used since the integration currently supports only room charges.

  3. Select a Service Charge Code:

    • Select your Service Charge sundry.

      • Purpose: This sundry is designated for service charges. Even if you don't utilize service charges currently, it needs to be configured for the integration.

  4. Select a Service Charge Code with VAT:

    • Select the Service Charge w/Tax sundry.

      • Purpose: Similar to the Service Charge sundry, but it includes taxes. Even if this isn't currently used, it must be filled in for the integration.

  5. Select a Tip Code:

    • Select the Tip sundry category.

      • Purpose: This is where your tips/gratuities will be posted.

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

Configuring the mapping between Lightspeed K-Series and RMS Cloud:

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

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. Simply make sure the first one is filled in and it'll be used as a default.

  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 RMS Cloud sundries.

  3. Create Logical Mappings:

    • Connect the product categories from Lightspeed to the corresponding RMS Cloud sundries.

    • Ensure there's logic in your mapping to facilitate accurate data transfer and recording.

  4. Example Mapping Scenarios:

    • Scenario 1: Direct Category Mapping

      • If you have a Lightspeed product category named "Hot Drinks" (connected to products like Hot Chocolate, Coffee, Tea), ensure there's an RMS Cloud sundry named "Hot Drinks". Map the Lightspeed "Hot Drinks" category to this sundry.

    • Scenario 2: General Category Mapping

      • Alternatively, you could create a general RMS Cloud sundry named "Drinks" and map multiple Lightspeed product categories (e.g., Hot Drinks, Cold Drinks, Soft Drinks) to this single sundry.

    • Scenario 3: Simplified Mapping

      • For simplicity, you could map all Lightspeed product categories related to food and beverages to a general RMS Sundry named "F&B (Food and Beverage)".

  5. 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 Category: Hot Drinks

    • RMS Cloud Sundry: Hot Drinks

  • Lightspeed Product Category: Soft Drinks

    • RMS Cloud Sundry: Drinks

  • Lightspeed Product Category: Desserts

    • RMS Cloud Sundry: F&B or Food

Credit Note Mapping:

  • In addition to mapping Lightspeed Product Categories to Sundries, we also need to set up a mapping between Lightspeed Product Categories and credit notes in RMS Cloud to handle refunds. On your mapping page, above the POS and PMS Categories, you'll find Lightspeed Floors—these are the small grey boxes (the blue one indicates the floor you're currently on).
    ​

    For each Lightspeed Floor, there is a section labeled 'Credit Notes.' In the example below (see visual guide), one of the Lightspeed Floors is Restaurant, Cellar, and Bar/Lounge. Each of these floors has a corresponding 'Credit Notes' section. In this section, you'll need to link a Lightspeed Product Category to an RMS Cloud Credit Note.
    ​

    For example, if you’ve already mapped a 'Food' Lightspeed Product Category to an RMS Cloud Sundry called 'Food' on your first mapping page, you will now need to map that same Product Category to a new RMS Cloud Sundry labeled 'Food - Credit Note.' This sundry should be set up as a credit note.

    These additional mappings are located next to your Lightspeed Floors, so be sure to complete them if you intend to process refunds.

Additional Tips

  • Experiment: Don't worry about getting it perfect on the first try. Feel free to experiment with different mappings to see what works best for your business.

  • Consistency: Ensure consistency in naming and categorizing for easier tracking and reporting.

  • Consult: Reach out to your Omniboost agent for assistance or if you need help with complex mappings.

  • Payment Methods: Map any payment methods that appear in the mapping to Fallback Payments. These won't be used since there is no full revenue push; it is room charge only.

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 and RMS Cloud. 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

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

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