Lightspeed K-Series settings: the Settings, Advanced and Locations tabs explained

Once the Lightspeed K-Series integration is installed, its page has 3 tabs that decide how Leat behaves on your POS: Settings, Advanced and Locations. This article goes through every setting on them, what each status on the Locations tab means and what to do about it, and the popup you get when Lightspeed has new locations.

To open the page, go to Apps → Integrations in the Business Dashboard and open Lightspeed K-Series under Installed in the sidebar. For the installation itself, see Installing the Lightspeed K-Series integration.

Changes on the Settings and Advanced tabs only take effect after you click Save at the bottom of the tab. Reload your POS devices afterwards so the Leat web extension picks them up.

Settings tab

Scanning and discounts

Camera orientation decides which camera of the POS device scans a guest's QR code: Front or Back.

Discount strategy decides how a reward or voucher ends up on the check:

Use Lightspeed discounts: the reward or voucher is given as a discount you created in Lightspeed and linked to it in Leat.
Use negative price items: the reward or voucher is added to the order as a separate line with a negative price. This needs an item with the SKU LEAT-DISCOUNT-ITEM and the price type Manually-entered negative price in your Lightspeed back office.

How to link a discount to each reward and voucher is covered in Setting up reward and voucher discounts for Lightspeed K-Series.

Email

These are for guests who don't have their QR code with them.

Allow users to identify themselves using their email address: staff can look a guest up by typing their email address in the Leat web extension, instead of scanning a card or wallet pass.
Allow users to claim rewards when identified with email address: you can only turn this on once the setting above is on.

Gift card payments

Allow tips using giftcards: when a gift card's balance covers the whole bill, staff are asked whether to keep the rest on the card or add it as a tip. This isn't available when Take gift card and prepaid balance off as a negative-price item is on (see the Advanced tab).
Refund gift card payments for returned orders: puts the balance back on the card when an order is returned.

Troubleshooting

Debug mode logs extra detail from the POS. Only turn it on when support asks for it.

Advanced tab

Contacts

How to handle contacts decides what happens when an order comes in with the email address of a guest who isn't a contact yet. It only applies when Allow users to identify themselves using their email address is on.

Existing customers only: the order is only linked to a contact who already exists with that email address.
Create if not exists: a new contact is created with that email address, and the order is linked to it.
Ignore all: no contact is looked up or created by email address.

Staff can edit contact attributes: when it's off, staff can still see a contact's profile on the POS but can't change their attributes.

Terminal

Use "Five" integration: shows the Five payment and identification options in the Leat web extension. Only turn it on if your restaurant uses Five.
Show on-screen keyboard: shows a keyboard on the POS screen for typing in the Leat web extension.
Is allowed to register by email: when staff look up an email address that isn't a contact yet, they can create the contact on the spot. When it's off, staff get an error instead.

Gift cards and prepaid

This section decides what guests can do with their balance on the POS. Under Giftcards you can select Top up and Redeem, and under Prepaid you can select Top up and Pay. All 4 are on by default.

When you deselect one, staff no longer see it after scanning a card:

With only one option left for a gift card or prepaid, staff skip the choice and go straight to that option. For example, with Redeem deselected, scanning a gift card opens the top-up screen.
With both deselected, staff see the message that gift cards (or prepaid) have been turned off.

Take gift card and prepaid balance off as a negative-price item is for fiscal setups that can't book a gift card as a payment. When it's on, the gift card or prepaid balance comes off the check as a line on the LEAT-DISCOUNT-ITEM item, instead of as a payment on the LGC payment method. You then need the LEAT-DISCOUNT-ITEM item in Lightspeed, with the price type Manually-entered negative price. Tipping with a gift card isn't possible this way.

Locations tab

The Locations tab lists every Lightspeed location with 3 columns:

Lightspeed location: the location's name and ID in Lightspeed.
Business profile: the business profile in Leat that the location's orders are recorded against. To change it, pick another business profile and click Submit.
Orders: whether orders from that location reach Leat.

What each status means

Receiving orders: Leat received an order from this location in the last 7 days. Below it you see Last order and how long ago that was. Nothing to do.
Quiet: this location sent orders before, but none in the last 7 days. If the location was closed, that's expected. If it's been open, check with Lightspeed that real-time notifications are still on for it.
Waiting for first order: the location is linked, but it was added in Lightspeed less than a day ago and hasn't sent an order yet. Give it a day.
No orders received: the location is linked, but Leat has never received an order from it. Lightspeed most likely still has to turn on real-time notifications for it. Click Email Lightspeed in that row.
Not linked: the location isn't linked to a business profile, so its orders are ignored. Pick a business profile for it and click Submit.

If any linked location has No orders received, a banner at the top of the tab says how many linked locations aren't sending orders to Leat and names them. Its Email Lightspeed button writes one email for all of them.

Email Lightspeed

Email Lightspeed opens a ready-made email to k-series.support@lightspeedhq.com in your email client. It asks Lightspeed to turn on real-time notifications for Leat, and already contains the location IDs, your real-time notification URL and the condition Lightspeed needs. Send it as it is. A person at Lightspeed has to set this up, so allow some time for a reply.

When Lightspeed has new locations

When you add a location in Lightspeed later, Leat finds it at the next data sync. To sync now, open the Sync tab and click Sync items & discounts.

If the sync found locations Leat didn't know yet, a popup shows New Lightspeed locations found with the names of those locations. Orders from them don't reach your loyalty program until Lightspeed turns on real-time notifications for them, so the popup has a ready-made email for that:

Click Send email to open it in your email client, or copy it into your own email and send it to k-series.support@lightspeedhq.com.
Click Got it to close the popup. It doesn't show again for that sync.

Then open the Locations tab, link each new location to a business profile and click Submit. Until you do, its status is Not linked and its orders are ignored.

For other problems, see Lightspeed K-Series: Integration Troubleshooting.