To use the OpenTable integration, you'll need an OpenTable account. If you haven’t created an account yet, visit OpenTable to get started.

About OpenTable

OpenTable is a reservation platform helping you to manage and seat reservations in your restaurant. This way, you can shorten waiting times and use the maximum capacity of your restaurant.

The OpenTable integration with Lightspeed Restaurant synchronizes OpenTable guest and reservation data to Lightspeed and sends financial data back to OpenTable.

When you seat a reservation in OpenTable, it will appear on your Lightspeed Restaurant table layout, and the status is updated in OpenTable as the meal progresses in Lightspeed Restaurant until the receipt is fully paid. The table status updates in the following sequence: seated, starter, main, dessert, paid.

The OpenTable integration features

• Enriching your data: The OpenTable integration allows you to match all information about a guest's dining experience back to reservations in OpenTable.
• Smoothing transitions: The moment a guest is seated in OpenTable, the guest and reservation information is immediately transferred to the POS.
• Sending table status updates: The Course Mapping feature keeps your OpenTable Floor Plan up-to-date with the latest status of tables.

Enabling the OpenTable integration

For the OpenTable integration to function properly, the table numbers in OpenTable must exactly match the table numbers in Lightspeed Restaurant.

1. Log in to the Back Office with your Lightspeed Restaurant credentials.
2. From the navigation menu, go to Integration Hub > Reservations.
3. Click the OpenTable tile.
4. Click Connect.

   

5. Click Finish connection in OpenTable to open a new browser tab. The new browser tab will load the OpenTable Guest Center, where the integration can be enabled.

   

6. Log in to the OpenTable Guest Center with your OpenTable credentials.
7. Select the restaurant you'd like to connect to the OpenTable integration.
8. From the OpenTable website, click Integrations.

9. Select Lightspeed K from the list of integrations.

   If a green check mark appears on the Lightspeed K tile, then the selected OpenTable restaurant is already integrated with another Lightspeed account. The integration must be manually disabled from the already connected restaurant, or by OpenTable.

10. Follow the on-screen instructions to link your Lightspeed Restaurant account with your OpenTable account.
11. Adjust integration settings as needed.
12. Refresh your POS devices.

Understanding the OpenTable integration settings

Once you've enabled the integration, continue setting up the OpenTable integration by configuring its settings.

Overview

The Overview section contains key details about your OpenTable integration. From here, you can copy your Connected account ID to give to OpenTable's support team if you need to troubleshoot the integration.

Pay by Deposit

The Pay by Deposit section allows you to add a Pay by deposit button to your POS menus so you can apply deposits linked to your reservations directly from the POS.

1. (Optional) Click Show all menus to add a button to multiple menus.
2. Click Add button for the menu you wish to add a Pay by deposit button to.

   

3. Choose a main screen or create a new main screen.
4. Click Add button.

Manage Reservations

The Manage Reservations section allows you to add a Reservation button to your POS menus so you can manage reservations directly from the POS.

1. (Optional) Click Show all menus to add a button to multiple menus.
2. Click Add button for the menu you wish to add a Reservation button to.

   

3. Choose a main screen or create a new main screen.
4. Click Add button.

   

Order Settings

From this section, configure how OpenTable handles orders on the POS.

• Open orders for seated customers: Toggle on to automatically open an order in the POS when a reservation is marked Seated.
• Open orders for walk-in customers: Toggle on to automatically open an order in the POS when seating a walk-in party. This option is only available when Open orders for seated customers is toggled on.
• Multi-table support: Toggle on to automatically link all tables selected in the reservation to the same order on the POS.
• Assign devices to open reservations orders: Choose one or more devices to automatically be assigned to open reservation orders. If no device is selected, the order will be automatically assigned to the first available active device.
• Select order profile: Click the dropdown menu to choose the order profile associated with open reservations orders. Check Use POS default order profile settings to use the same order profile as orders opened directly on the POS.
• Select POS User: Click the dropdown menu to choose the POS user associated with open reservations orders.

Reservation Status Updates

For OpenTable to receive automatic table status updates as the meal progresses, map statistic categories from Lightspeed Restaurant to OpenTable statuses.

1. Click +Add to add a statistic category to each course.

   

2. Select the statistic categories you'd like to add to each course.
3. Click Save changes.

   

Using the OpenTable integration

The OpenTable Guest Center web app lets you manage your reservations. Check, modify, and seat guests using OpenTable, and see their reservations appear in Lightspeed Restaurant.

Managing reservations in OpenTable Guest Center web app

Guests can book reservations by using the OpenTable app, by calling the restaurant, or by simply walking in and asking for a table. The workflow in the OpenTable Guest Center varies depending on how the reservation is booked.

To learn more about managing reservations in OpenTable Guest Center web app, check out Learn how to use your product.

Managing reservations in Lightspeed Restaurant POS

After seating a reservation in the OpenTable Guest Center, the Lightspeed Restaurant POS will mark their table as occupied, as well as create a check for the table.
From there, follow the usual workflow for serving customers by taking their order and processing their payment. All data, like adding items or creating the bill, in the Lightspeed Restaurant POS will be sent to the OpenTable Guest Center in real-time.

To manage reservations in Lightspeed Restaurant POS:

1. Log in to the Lightspeed Restaurant POS app.
2. In Tables view, select the table where the reservation is seated to open and view their order.
3. Tap Select and add items to their order.
4. Process their payment at the end of the meal.

Once the payment is processed in Lightspeed Restaurant POS, the table status will update to 'paid' and an itemized receipt of their meal will be available in the OpenTable Guest Center. Guests can also view their receipts in the OpenTable app under their reservation history.

Disabling the OpenTable integration

If you decide to stop using the OpenTable integration, then you could easily disable it from the Back Office. The integration will also be disabled on OpenTable's side. Your previous settings will save, so you could re-enable the OpenTable integration at any point in the future.

Frequently asked questions

Subscription

• No, the OpenTable integration is free for merchants with existing Lightspeed and OpenTable accounts.

Setup

• If you disabled the OpenTable integration before December 2022, then you need to connect OpenTable and request that they remove the integration from their system before reactivating it in Lightspeed Back Office.

• When the auto-check creation setting is enabled, all checks are assigned to this order profile by default, even if another order profile is scheduled.
  To avoid having the scheduled amount profile overridden, disable auto-check creation in the Back Office.
  To modify the default order profile for checks opened by OpenTable in the Back Office, go to the business location under Integration Hub > Reservations > OpenTable.

• We strongly recommend keeping Lightspeed Restaurant POS open on one of your devices to avoid delays in opening checks on the POS. The device assigned to receive orders for reservations can be set in the Back Office for the business location under Integration Hub > Reservations > OpenTable.
  Your master device must run the Restaurant POS app during the shift, but you can switch there between applications on other devices.

Reservations

• The OpenTable integration transfers the guest's full name, email, and phone number from OpenTable to the Lightspeed POS app.

• If auto-check creation is enabled, then the check will be opened when the party is marked as partially seated in OpenTable.

• If auto-check creation is enabled, then a check will be opened on the table with the lower numeric value when you merge two tables for a reservation.

• The OpenTable integration doesn’t currently support viewing upcoming reservations.

• When a reservation is canceled in OpenTable, the corresponding check will be voided in the POS, and the table status will be updated in OpenTable.

• The OpenTable integration doesn’t currently support waitlist management.

Orders

• The OpenTable integration doesn’t currently support sending orders from OpenTable to the kitchen display system.

• Any modifications made to an order in OpenTable won’t be synced to the POS. To update the order, you’ll need to manually update it in the Restaurant POS app.

• If two items are sent with different table status mappings in the same course, then the later table status will be used. For example, one item has the statistic group Salad and is mapped to the Starter status, while another item has the statistic group Burger and is mapped to the Main status. If both items are sent in the same course, then the table status in OpenTable will be set to Main.

Checks

• If auto-check creation is enabled, then all checks split from the initial check will be displayed in OpenTable.

• Voided checks are displayed alongside the original check in the OpenTable Guestbook.

• If a guest receives a check after their meal, then that means email notifications are turned on. To turn off email notifications, disable this setting in the Back Office.

• The OpenTable integration doesn’t currently support automatic check closing. You must manually close checks in OpenTable to free up the table.

• If you switch tables in OpenTable when auto-check creation is enabled, then the data sync will continue to work, but you’ll need to manually move the check to the new table.

• Tips added after payment in the Restaurant POS app won’t display on the check shown in OpenTable.

Troubleshooting

• There are two possible reasons opened checks don’t appear in the POS after seating in OpenTable:
  First, your table numbers in OpenTable don't match your table numbers in the POS. If your table numbers are labeled alphanumerically in OpenTable (for example, T5), then they won’t be mapped to the POS. To fix this issue, check your table numbers in the POS tasks and edit them accordingly making sure they’re the same in both systems.
  Second, the device set up to receive reservations doesn't have the Restaurant POS app open. To fix this issue, ensure that the Restaurant POS app is running on your master device.