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 from RMS Cloud.
Configuring the Credit Note mapping:
Clear guidance for configuring POS product categories to correspond with credit notes from RMS Cloud
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:
Apple: Google Authenticator
Apple: Microsoft Authenticator
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
To establish the Lightspeed K-Series → RMS Cloud integration, the following information is necessary:
1. Sundries within RMS Cloud
Prior to starting the integration process, the following sundries must be created within RMS Cloud:
An sundry category for: Fallback Revenue
An sundry category for: Fallback Payments
An sundry category for: Gratuity/Tips
An sundry category for: Service Charge
An sundry category for: Service Charge w/Tax
During onboarding, it is crucial to link your product categories and payment methods from Lightspeed to corresponding RMS Cloud sundries and credit notes. For example:
If you have a product category named "Beer," ensure an sundry such as "Beverages," "Alcohol," or any preferred term is created.
For payment methods like Visa, create an sundry named "Visa" or "Credit Card."
These sundries must be created prior to onboarding, as they are essential for the mapping process. This setup ensures a logical and seamless flow between your two systems.
2. Credit Notes within RMS Cloud
To successfully process refunds through this integration, it is essential to establish a separate mapping specifically for credit notes. For every sundry utilized in the integration, you must also create a corresponding credit note.
Example:
Lightspeed Product Category: Beverages
RMS Cloud Sundry: Beverages
RMS Cloud Credit Note: Beverages - Credit Note
Creating this mapping is crucial, so please ensure you review it thoroughly before proceeding with the mapping process. Furthermore, if you encounter any issues with refunds, the problem is likely related to the credit notes.
Access Datahub
To access Datahub, follow these steps:
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.
Navigate to Datahub:
Open your web browser and go to https://datahub.omniboost.io
Enter Your Credentials:
Email: Input the email address you used to create the account.
Password: Enter the password you received in the email.
Select “Remember Me”:
Check the
Remember mebox to save your login details for future access.
Click “Login”:
Press the
Loginbutton to proceed.
Note: For a visual guide, please refer to the image below for further information:
Setting Up Two-Factor Authentication (2FA)
Log In to Datahub:
Ensure you are logged in to Datahub with your credentials.
Initiate 2FA Setup:
Locate and click on the
Enablebutton to start the Two-Factor Authentication (2FA) setup process.
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.
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:
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.
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.
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.
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
Access the Next Screen:
After successfully creating your user and setting up Two-Factor Authentication (2FA), you will be directed to the next screen.
Click “Start Setup”:
On this screen, find and click the
Start setupbutton to begin configuring the integration.
Configuring Lightspeed K-Series (POS) Settings
To integrate Lightspeed with RMS Cloud, it is essential to first establish a connection with Lightspeed. Please follow the steps below to proceed:
Connect to Lightspeed K-Series:
On the setup screen, locate and click the
Connectbutton to start the connection to Lightspeed K-Series.
Log In Using Your Credentials:
When prompted, input your Lightspeed K-Series login details.
Authorize:
After logging in, select all the sliders and click
Authorize.
Troubleshooting:
If you experience a Server Error:
Verify that your password is entered correctly.
If you believe your password is correct but still encounter issues, attempt to log in using an incognito or private browsing window to avoid any caching problems.
Note: For a visual reference, please see the image below for additional information.
Configuring Lightspeed K-Series (POS) 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:
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 or any term of your choice.
This description will be used to send the tips you receive in RMS Cloud.
By following these structured steps, you can ensure that your Lightspeed K-Series settings are configured correctly for seamless integration with RMS Cloud.
Note: For a visual guide, please refer to the image below for further information.
Configuring the Lightspeed Backend Settings
To ensure a smooth integration between Datahub and Lightspeed, follow these structured steps to configure the Lightspeed backend settings:
1. Navigate to the Lightspeed Backend
Log In: Access your Lightspeed backend.
2. Access the Configuration Settings
Main Menu: From the main menu, navigate to
Configurations.
3. Navigate to Payment Methods
Settings: Click on
Settings, then find and selectPayment methods.
By following these steps, you will successfully configure the necessary settings in your Lightspeed backend for the integration with Datahub.
Note: For a visual guide, please refer to the image below for further information.
Adjusting Payment Method Settings in Lightspeed
To configure the Room Charge payment method in the Payment Methods section of the Lightspeed backend, follow these detailed steps:
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 you cannot find it, 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
Savebutton to save your changes.
Note: For a visual guide, please refer to the image below for further information.
Configuring RMS Cloud (PMS) Settings
After completing the configuration of the Lightspeed (POS) settings, the next step is to configure the RMS Cloud (PMS) settings. This section is simpler compared to the POS setup and ensures proper mapping and handling of various charges and payments.
Select a Default Analysis Code:
Choose the
Fallback Revenuesundry that you've created.Purpose: The
Fallback Revenueserves 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.
Select a Default Payment Code:
Select the
Fallback Paymentssundry that you've created.Purpose: Similar to the
Fallback Revenue, theFallback Paymentsserves as a precaution for payments, though it won't be actively used since the integration currently supports only room charges.
Select a Service Charge Code:
Choose your
Service Chargesundry.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.
Select a Service Charge Code with VAT:
Select the
Service Charge w/Taxsundry.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.
Select a Tip Code:
Choose the
Tipsundry 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.
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.
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.
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.
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)".
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
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.
Important: If you are having trouble locating a sundry in your mapping created within RMS Cloud, please verify whether the sundry is linked to a property within RMS Cloud. If it is connected, disconnect it, and you should be able to find it again.
Note: For a visual guide, please refer to the image below for further information.
Configuring the Credit Note mapping between Lightspeed K-Series and RMS Cloud:
We have successfully mapped the RMS Cloud sundries to the corresponding Lightspeed product categories and payment methods. Additionally, we need to establish a mapping between the Lightspeed product categories and RMS Cloud Credit Notes. This step is essential for processing refunds within this integration.
Access Mapping Settings:
Begin by accessing the mapping settings in Datahub. At the top of the page, you will find your Lightspeed floors. Additionally, each Lightspeed floor has a corresponding Credit Note page.
Example: If you have a Lightspeed floor named "Terrace" and another named "Restaurant," you will also find pages in the floor section labeled ‘Terrace - Credit Notes’ and ‘Restaurant - Credit Notes’. These specific pages are essential for this step.
Mapping Overview:
On the left side, you will see the product categories from Lightspeed, while on the right side, there is a drop-down menu featuring your RMS Cloud sundries and credit notes. In this step, our primary focus will be on the credit notes.
Create Logical Mappings:
Link the product categories from Lightspeed to their respective RMS Cloud Credit Notes. It is essential to implement a logical mapping to ensure precise data transfer.
Furthermore, confirm that these Credit Notes are correctly established as credit notes within RMS Cloud.
Example Mapping Scenarios:
If you have a Lightspeed product category named "Hot Drinks" (connected to products like Hot Chocolate, Coffee, Tea), ensure there's an RMS Cloud credit note named "Hot Drinks - Credit Note".
This approach will enable you to efficiently process refunds for these categories.
Review and Adjust:
Action: Review the mapping to ensure it aligns with your business needs.
Note: 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.
Important: If you cannot locate a credit note, first verify whether it is linked to a property within RMS Cloud. If it is, proceed to disconnect it.
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 more details. In this case, instead of using 'Beverage - Credit Note' as the example, the client has opted for 'Beverage - Refund' as the preferred term for the credit note.
