Import POS users by uploading a spreadsheet to create or edit multiple user accounts at once. You can also export a spreadsheet list of your current POS users to quickly review who has access to the POS and their settings.

Importing POS users

Importing users from a spreadsheet file is a quick way to add or edit multiple POS users at once. To import users, you’ll need to upload a CSV (Comma-Separated Values) file that replicates our user import template.

Preparing your file for import

Generate a template by exporting already existing users in the POS user list via the export function. When uploading your spreadsheet, the file must be in .CSV format and match the template provided by the export function.

Once imported, users cannot be deleted. If a user profile was created in error, it must be deactivated or edited instead.

1. Log in to the Back Office with your Lightspeed Restaurant account credentials.
2. From the navigation menu, select POS > Users.
3. Select Export in CSV. The file will automatically download to your computer.
4. From your Downloads folder, double-click the POS users list.csv file. It should open in the spreadsheet software on your computer, such as Excel or Numbers. To import the file to Google Sheets, open a blank spreadsheet and click File > Import > Upload, then follow the instructions to upload your file.
5. (Optional) Add any missing columns, such as PIN code or business location. These will need to be mapped manually once you import the file.
6. Fill out the columns for each new user to be added, or edit the existing columns to change the details for user accounts that have already been created.
7. After entering your item information, save it as a .CSV file.

   • Saving .CSV files in Google Sheets

     Click the File menu, and select Download from the menu. In the sub-menu, choose Comma Separated Values (.csv). A download will start automatically, and the .CSV file will be saved to your computer's default downloads folder.

     

   • Saving .CSV files in Excel

     Click the File menu, and select Save As. In the Save As dialog box, pick a location to save the file. Finally, choose CSV (Comma delimited) as the file type, and finish saving the file.

Importing and editing users through the import wizard

The import wizard allows you to add or edit multiple users at the same time.

1. Log in to the Back Office with your Lightspeed Restaurant account credentials.
2. From the navigation menu, select POS > Users.
3. Select Import.
4. Click the Browse button.
5. Select the import file from your computer.
6. Select the user settings to be edited or created through this import.
   1. If the first row of your import file does not contain the column names, then deselect the first slider, The first line contains the column names.
   2. Confirm the columns included in your file. By default, all columns will be activated. If there are some columns on the CSV table that should not be imported, then they can be disabled here.
      
7. Map the user settings to be edited or created through this import.
   1. If the first row of your import file contains the column names, you can click Map columns with identical names or manually assign columns via the dropdown menu. You can assign each column to the corresponding name individually. After successful assignment, the name of the first line turns from grey to black.
   2. If the first row of your import file does not contain the column names, then deselect the first slider, The first line contains the column names. You will need to manually assign columns via the dropdown menu. You can assign each column to the corresponding name individually. After successful assignment, the name of the first line turns from grey to black.
   3. If there are columns included in your import file that are not required, you can hide these columns by clicking the eye icon. If you want to undo this, the columns can be shown again via step 7.
   4. Once the columns of your import file have been successfully mapped, a banner will appear saying you can proceed to the next step. Select Continue to the next step.
      
8. In the tab titled Additional parameters, confirm what additional changes the import can make to your user settings, if any.
   1. To confirm if the import can add users to POS configurations, select Automatically add users to the POS configurations.
   2. If a user is missing from the import file, you can have their account automatically deactivated by selecting Deactivate all missing users.
   3. To make changes to all users across all business locations, select Update users across all business locations, not only the current one.
   4. To test your import without making any changes to any user profiles, select Dry run.
   5. Select Continue to save your settings.
      
9. Review and complete your import. Your file has now been prepared and is ready to be imported. Click Confirm submission to complete the import wizard.
   

The changes made through the import wizard will now be reflected in the user accounts.

Exporting POS users

The exporting POS users function allows you to save and print employee documentation beyond the Back Office. You can only export your data in CSV format.

1. Log in to the Back Office with your Lightspeed Restaurant account credentials.
2. From the navigation menu, select POS > Users.
3. Click Export. The file will download automatically to your computer.

What’s next?