With the training users feature, new employees can practice processing orders without affecting your restaurant's sales totals, allowing them to get hands-on experience at the POS.

To help your training users learn the Restaurant POS app, check out our training checklist once they're set up.

Setting up training users

Training users can process transactions in the Restaurant POS app that are kept separate from actual customer orders in most Lightspeed reporting. This allows new employees to practice using Lightspeed without affecting the restaurant's sales data.

Creating a training POS user group

User groups organize your POS users and allow you to manage permissions for multiple users at once. Creating a POS user group for training users keeps them separate from fully-trained employees and gives them all training permissions.

1. Log in to the Back Office with your Lightspeed Restaurant account credentials.
2. From the navigation menu, select POS > User groups.
3. Click Create a group.
4. Enter an easily identifiable name for the new group, such as Training.
5. Select Trainee under Group type. You will not be able to configure permissions for this group.
6. Click Save to finish creating the user group.

Assigning POS users to the training group

When you assign POS users to a training group, they receive all of the training permissions automatically configured for that group. Assign POS users to the training group you previously created to allow them to access the POS in training mode.

Only POS users who have already been added to Lightspeed can be assigned to a user group.

1. Log in to the Back Office with your Lightspeed Restaurant account credentials.
2. From the navigation menu, select POS > User groups.
3. Click the three-dot menu in the Training group row and select Edit members.
4. Click + Add member and choose from the dropdown menu, or search for a specific username.
5. (Optional) Repeat step 4 as needed to add additional users to the training group.

When the employee has finished training, remove them from the user group by repeating steps 1-3, clicking Remove from group, and then re-assigning them to a different group. If the employee remains in the training group, their orders will not be counted as real sales.

Generating PIN and QR codes for training users

Training users must have a PIN and QR code to log into the POS. Training users do not appear on the POS home page of Lightspeed Restaurant and cannot log in to the POS without both codes. PIN and QR codes can be set up when you create a user, or you can edit a user's profile to add them.

1. Log in to the Back Office with your Lightspeed Restaurant account credentials.
2. From the navigation menu, select POS > Users.
3. Navigate to the training user you wish to edit and click their username, or click the three-dot menu and select Configure.
4. In the POS access section, add a PIN code. This code can be 4-6 digits.
5. Check the QR code box to generate a QR code, then click Download QR code image. You can print the code, save it as a PDF, or save it as a PNG.
6. Click Save.

Using training mode on the POS

Once a user profile for the trainee has been created, the employee can log into the Restaurant POS app to practice taking orders. Before logging in, make sure a normal POS user with the proper permissions has opened a sales period.

1. From the Home screen of the Lightspeed Restaurant app, tap Scan QR code.

   

2. Scan the user’s QR code using your device’s camera.
3. Enter the PIN code for the user.
4. Tap Yes to acknowledge that you are entering training mode and sales will not be committed.

   

5. Once the user is finished training, log out to return to the Home screen. Logging out ensures that additional transactions are not accidentally processed under the training account.

POS reporting on training orders

Training orders are kept separate from most POS reports in the Lightspeed Restaurant app and do not affect your cash drawer.

Receipts

Receipts for transactions created in training mode are labeled with ### INVALID RECEIPT ### and ### TEST RECEIPT ###.

POS reports

POS reports can be viewed or printed from the Lightspeed Restaurant app and give an overview of sales, payments, receipts, and more.

Printed POS report: In the full printed POS report, training transactions are included in:

• The total count of Valid receipts.
• A separate Training accounts row under Statistics.
• A separate Training accounts row under Sales.

Back Office reporting on training orders

Orders processed in training mode are kept separate from actual sales data in most Lightspeed reports, or are omitted from the report altogether.

Sales reports

Business reports (EMEA): The Business report (EMEA) offers a detailed overview of earnings, business activity, and other financial information, including a variety of display views that sort and highlight data according to your needs. Training transactions are included in the following views:

• Classic view: Training sales appear in a separate section titled Items entered in training mode.
• Condensed view: Training sales appear in the Order type section and in the Summary section under Rounding total and Training total.

Business reports (NOAM): The Business report (NOAM) offers a quick overview of earnings, business activity, and other financial information. Training transactions are included in the following sections:

• The Rounding Total and Training Total rows in the Summary section.

Staff report: The Staff report provides sales data for each staff member who used the POS during the selected period. Training sales are included in:

• The Order type section.
• The Rounding Total and Training Total rows in the Summary section.
• The Accounts open and Accounts paid rows in the Accounts section.

Device reports: The Device reports shows sales data according to the POS device used to process the sale. Training transactions are included in:

• The Order type section.
• The Rounding Total and Training Total rows in the Summary section.
• The Accounts open and Accounts paid rows in the Accounts section.

Staff reports

Labor report: The Labor report displays shift data for a specific period by staff members, including tips, sales, discounts, hours worked for each employee, service charges, and voids.

• All training transactions are included in the training user’s labor report.

Order reports

Receipt report: The Receipt report displays all receipts created over a specific period of time, including those that were canceled, corrected, or generated while in training mode.

• All sales processed in training mode appear in a light grey font.

All accounts report: The All accounts report details all created orders, including open, canceled, voided, fixed, and orders created in training mode.

• All sales processed in training mode appear in a light grey font.

What’s next?