Lightspeed/Kounta POS – Bookings Integration

Create a booking in NBI

1. Log into Now Book It Admin: Admin: Now Book It

2. Search for venue using the search function.

3. Select venue by clicking on the name of the venue.

   

4. Click on ‘Open Restaurant’ button.

   

5. When the Restaurant opens, click on the '+' button.

   

6. A booking pop up will appear.

7. Select the below:

   1. booking time (right panel).

   2. Number of people for the booking (if more than the default value).

      

8. Select the ‘Customer’ button.
   NOTE: this button will only appear when the booking time is selected.

   

9. For the customer enter the below data at a minimum:

   1. First Name

   2. Surname

   3. Mobile Phone or Email
      NOTE: The ‘Mobile Phone’ and ‘Email’ fields are what the matching criteria/de-dupe process is based on. See the section ‘Customer creation’ for more information.

      

10. Once the above is entered, click on ‘Save’ button.

    

11. Find the booking created on the Diary.

12. Click on the status of the booking.

    

13. Set the booking to the status ‘Seated’.
    NOTE: The booking will only appear in Lightspeed if the status of the booking is set to ‘Seated’.

Customer creation

There are a couple of rules for customer matching between NBI and Lightspeed. A customer will be created in NBI first and linked in Lightspeed.

• If there is no match to email address or phone between NBI and Lightspeed then a new customer is created in Lightspeed.

• If there is an email address match between NBI and Lightspeed then the customer is linked.

• If there is a name and phone match between NBI and Lightspeed then the customer is linked.

• If the name of the customer is different in NBI but the email or phone number matches in Lightspeed the customer is linked with no changes to the name.

• Walk-ins in NBI don't have customer details (in most cases) so customer details won’t be created in Lightspeed.

Find order in Lightspeed

1. Click on ‘Orders' tab.

   

2. Under the ‘Orders’ tab (selected by default), click on the Order that was created for the booking in the above section.
   NOTE: When a new order appears the number of orders will be highlighted in orange. The order will have a ‘New’ label.

   

3. To find the correct Order the below information will be available from the Booking.

   1. Customer Name (First and/or Last Name).
      NOTE: If a customer is not linked then the order number will appear instead (see below).

   2. Table number.

   3. Time booking was seated.

      

4. If a customer is not linked to an order then the order number will appear instead.

   1. Order number.

   2. Table number.

   3. Time booking was seated.

   

Deposits & Pre-payments

1. If the booking has a deposit or pre-payment, at the time of accepting the customer, seat the booking in the Now Book it Diary. 
   
2. Find the corresponding booking in Lightspeed and accept it.
3. Verify the deposit on the order.
4. Process the remaining balance by adding your stock and complete the order when required.
   
    

Pay for an order

1. Once the ‘Check Out’ button is selected, the Payment pop-up will appear

   

2. Either:

   1. Select a ‘Cash Option’.

   2. Select ‘Split Payment’. See the article ‘Gift card Integration’ for details.
      or

   3. Pay with 'Now Book It Gift Card'. See the section ‘Gift card Integration’ for details.

3. Once payment is complete, a ‘Transaction Successful!’ message will appear.
   For testing purposes, select ‘No Thanks’.

   

4. User will be redirected back to the order.

   

5. A ‘This order has been completed.’ message will appear.

   

6. Go to Now Book It Diary. The booking will have an updated status of ‘Finished’.