Lightspeed Restaurant

Virnika connects to Lightspeed Restaurant K-Series. Phone orders go straight to your POS as to-go orders, just like your online orders. Your menu, prices and item availability stay in sync automatically.

Your Virnika onboarding specialist sets up the connection for you. You only need to approve access in Lightspeed and confirm a few settings.

Before you start

• A Lightspeed Restaurant K-Series account, with your location set up to accept online orders.
• A Lightspeed login that can approve access for your business.
• An order profile for delivery, if you offer delivery. Its takeaway mode should be set to Delivery.

Setup

1. Approve the connection

   You’ll sign in to Lightspeed and approve access for Virnika. Your onboarding specialist will walk you through it.

2. Confirm your location

   We show the Lightspeed locations your login can reach, and you confirm which one this store is. If you have more than one business in Lightspeed, each location is labeled with its business name.

   Once you confirm, we register for order and stock updates from Lightspeed and pull in your menu.

3. Choose order profiles

   Pick the Lightspeed order profile for pickup orders, and one for delivery orders. For delivery, pick a profile whose takeaway mode is Delivery. If you skip this, orders use your location’s default profile.

4. Choose how paid orders are recorded

   Lightspeed records payments but doesn’t process cards. If callers pay over the phone, the order needs a payment method in Lightspeed to record the payment against. Most restaurants make one called “Virnika” or “Phone Orders”. Tell your onboarding specialist which one to use.

   Caution

   The payment method must exist on your register. After you create a new one, reload the register’s configuration so it can find it. Otherwise paid phone orders can’t be recorded.

   Orders paid at pickup don’t need a payment method. They arrive unpaid, with ** PAY IN STORE ** in the order note.

5. Check your menu and place a test order

   We go over the imported menu with you, including items, modifiers, combos and prices. We also set your menu hours in Virnika, since Lightspeed doesn’t share them. Then we place a test order to make sure it reaches your POS the way you expect. After that, you’re ready to go live.

What syncs from Lightspeed

• Menu: every menu on your location, with items, modifiers, production instructions, combos and prices. Refreshed every 30 minutes, and right away when we first connect.
• Out-of-stock items: when you 86 an item in Lightspeed, Virnika stops offering it right away. When you bring it back, Virnika offers it again.
• Tax: uses each item’s default tax from Lightspeed. For paid orders, Lightspeed’s own total is used so the payment matches what the register expects.

Note

Make menu changes in Lightspeed, not in Virnika. Changes show up within about 30 minutes. Out-of-stock changes show up right away.

How orders arrive

• Orders are sent as to-go orders, using the pickup or delivery order profile you chose. They include the caller’s name and phone number. Delivery orders include the address.
• Every order note starts with PHONE ORDER. Pay-at-pickup orders also say ** PAY IN STORE **.
• Orders can be placed for as soon as possible or for a later time.
• Paid orders record the payment, including the tip, against the payment method you chose.
• Discounts are applied to the items on the order.
• Each order is sent once. If the same order is resubmitted, Lightspeed doesn’t create a duplicate.
• Lightspeed tells Virnika when an order is accepted, ready for pickup, canceled or failed.

Limitations

• Lightspeed doesn’t share menu hours. We set them in Virnika for you.
• Orders can’t be edited or canceled from Virnika once they reach the POS. Make changes on the POS.
• If the Lightspeed connection expires or access is removed, it has to be approved again before menus sync and orders go through.

Troubleshooting

Orders aren't reaching my POS

Check that your Lightspeed location is set up for online orders and is accepting them right now. Lightspeed rejects phone orders the same way it rejects online orders. Orders can also fail if an item was sold out at the time. If orders still don’t come through, contact help@virnika.ai.

A menu change isn't showing up

Menu changes sync every 30 minutes. If a change still hasn’t shown up after an hour, contact us. The Lightspeed connection may need to be approved again.

Paid phone orders aren't being recorded

Check that the payment method we use exists on your register, and reload the register’s configuration. If the amount doesn’t match what Lightspeed expects, the order is rejected. Contact us and we’ll look into it.

Delivery orders aren't marked as delivery

Without a delivery order profile, delivery orders use your location’s default profile. Pick a delivery profile whose takeaway mode is Delivery. Ask your onboarding specialist to set one.

Need help?

• Virnika support: help@virnika.ai
• Lightspeed support: for online ordering, order profiles and payment method settings, contact Lightspeed Restaurant support.

POS integrations overview

Getting started