Lightspeed Integration

With the integration between Lightspeed and Formitable working with real-time reservations is more easy and robust, your availability will always be up-to-date and you can link cash register data to your guests. Tickets and gift vouchers are also displayed in the comments section in Lightspeed.

When you install the app, we will link your Lightspeed account with Formitable. You will receive an email from support@formitable.com, typically within 1 business day, that your integration is active. Afterwards you can immediately set everything up and start working.

Connect to lightspeed

Set up the Lightspeed app

In the app settings you can choose which tasks the integration will carry out for you.

Create walk-in. If active, Formitable automatically places a walk-in on the table on which you open a receipt if there is no reservation at that time.

Check-in reservations. If active, Formitable automatically checks in a reservation that is on the table on which you open a receipt. (in Match deviation you can set the margin when looking for a reservation on the relevant table)

Match deviation. With this setting you can specify the margin in minutes in which Formitable searches for a reservation on a table. If this setting is set to 20 minutes, a guest may be 20 minutes late or early and Formitable will take this into account when checking in a reservation.

If you open a receipt outside this margin, Formitable will create a walk-in on the relevant table. If a guest arrives too late or early, it is imperative that you adjust the reservation in Formitable to the correct time before you open the ticket in Lightspeed. If, for example, you only work with 1 shift per night, you can easily increase this margin.

Connecting tables to Lightspeed

When the integration is active, it is necessary that you link your POS tables to the tables in Formitable.

Go to Settings › Tables and click Sync POS tables at the bottom left. Based on the table name, Formitable will try to automatically link tables.

Check all tables to make sure that all tables are properly linked. You can click Confirm per table or per area to Confirm the link.

Don't have an area with tables in Formitable yet? You can choose to create one, based on your POS plan, automatically by clicking on Create area.

Workflow

Synchronization. Formitable synchronizes reservations and changes with Lightspeed every minute. If a reservation is made in Formitable, you will find it instantly in Lightspeed under Extra › Reservations. In the comments field you will find information about a possible ticket or gift voucher ans other guest remarks.

Open receipt. By changing the status of a reservation from To Check to Seated, you immediately open a receipt in Lightspeed and Formitable automatically checks in the reservation. This is the recommended way of working and is least error-prone.
You can also open a receipt directly on the relevant table. Formitable will look for the right reservation, but then Lightspeed will not process the guest remarks, tickets and gift vouchers.

Change tables. As long as no receipt has been opened in Lightspeed, you can change tables in Formitable. You will see the change almost immediately in the Reservation screen in Lightspeed.
After you have opened a receipt, we'll link the receipt to the reservation in Formitable. From that moment, Formitable assumes that the cash register is leading in the table planning. If you place the voucher in Lightspeed on another table, you will see this change reflect in Formitable within a minute.
If you change the table of a reservation in Formitable after opening a receipt, this change will automatically be reverted because the receipt is still on the original table in Lightspeed.

Close receipt. As soon as you finalise the receipt in Lightspeed, the reservation will be automatically checked out in Formitable. This way your table will be immediately available for new guests. Formitable will link the receipt from the cash register to your reservation. The receipt can be found in the Activity tab of a reservation. This way you can easily see which menu your returning guests have previously eaten with you. In future releases we will make this data available throughout Formitable.

Pointers

  1. Before you start working, carefully check all settings so you know which actions can occur
  2. Formitable synchronizes every minute with Lightspeed. It can therefore take a little time before a change becomes visible.
  3. This integration is currently in beta. Undesirable results can occur. We would appreciate it if you would inform us about this at developers@formitable.com.

Happy to help

Need help? E-mail support@formitable.com or call +31202384171. You can also use WhatsApp. The WhatsApp number is the same as the telephone number.

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