Congratulations! You’ve set up your menus and items. Now that your menus are created, we’ll focus on getting the rest of your account set up. In this section, learn how to set up device profiles and create or edit floor plans, users, customers and account settings.
An important element in setting up your account is in configuring the settings for the POS (K) app devices. While we discuss how to connect to POS devices within the hardware module, we recommend setting up POS device profiles when configuring your account on the Back Office. This is because many elements of Lightspeed Restaurant (K Series) can be linked to a POS device profile, such as menus, users, floor plans and printers.
Device profiles, or POS device configurations, can be understood as a collection of settings set up from the Back Office and applied to your POS devices. Device profiles allow your POS devices to access a specific grouping of settings for when they’re using the POS (K) app.
POS device configurations allow you to customize your POS app flows according to your different business needs. For example, a business may operate table service and/or pay-at-order counter service. Depending on the business workflows and needs, you can configure a device profile, so these settings are automatically applied to the assigned device accessing the POS app. You can create multiple device profiles for your business, but a device can only be assigned to one device profile at a time.
In the articles about configuring device profiles, learn about the settings you can apply to POS devices according to your establishment’s business needs. Once you have created and configured your device profiles, you can assign elements such as a floor plan, users and menus to the profile.
Now that you have created your items and menus for the POS, you’ll want to add a floor plan with tables for each area of your establishment. A table is used for processing orders on the app. If your restaurant does not dine-in, you may choose to skip this step since you can create an order without a table on the POS (known as Direct Sale mode). If creating a floor plan and tables, you can determine the number of seats for each table so bills for that table can be divided among several guests per corresponding seat.
For more information on customizing your floor plan and tables, see About floor plans and tables.
Lightspeed Restaurant (K Series) users are considered to be anyone within your organization that will be using the system with regularity. In the Back Office, there are two types of users: Back Office and POS users, and each can have specific permissions or be assigned to particular user groups.
- Backoffice users: Add Back Office users for anyone that you wish to edit and access the Back Office,
- POS users: Add POS users for anyone permitted to use the POS app.
To help organize your system and speed up the user creation process, note that POS users can be assigned to a user group. User groups allow you to easily manage various POS user permissions (user roles). For instance, a user group could include “Servers” which includes all POS users that can process orders. Another user group could include “Managers” which would include users with advanced permissions, such as enabling discounts or voiding a payment. Add user groups, user group roles and then assign POS users to the groups so they automatically have configured permissions depending on their role at your establishment.
Almost there! Let’s talk about customers - the folks that make your business viable.
It’s useful to create profiles representative of your customers on Lightspeed Restaurant (K Series) to save contact details, gain insights into frequently ordered products and set up rewards or invoicing. You can add customers to the Back Office or POS, but you can bulk add or view detailed customer information from the Back Office. Once a customer profile is created, POS users can attach that customer to a sale so your business has more detailed analytics of consumer data. As always, it’s always important to ask a customer’s permission before adding their contact details to Lightspeed Restaurant and only use this information in the context of the K Series app.
The Customers page of the Back Office is where you can add, import, edit, export or delete customer information. To access this page, log in to the Back Office and go to the Customers tab on the navigation menu. This page displays a list of customer profiles that have been added to Lightspeed Restaurant. Each name on the list represents a customer profile contains information such as their contact details. To search for a customer, use the search bar at the top of the Customers page or scroll down the list. You can select the Actions dropdown to edit a customer, view their gift cards, favourite products or past transactions.
To learn more about adding and managing customers from the Back Office:
Alright, your account set up is almost done! Let’s talk about settings.
An important element in configuring your K Series account includes Back Office settings. The Lightspeed K-Series Back Office offers settings that can be individually adjusted to fit your needs. In this section, we’ll discuss how to configure account profiles, business settings and reporting settings.
Account profiles (order types)
When configuring Lightspeed Restaurant, you’ll most likely need to create account profiles. Account profiles can be understood as an order type or order tag. When attaching an account profile to an order, the settings for the order tag are automatically applied to the sale. Some common account profiles include “Takeaway” or “Happy hour.” As such, account profiles help identify the order type and any special pricing or tax rules that should be included. Please note, that once an account profile is created, it cannot be deleted. View order settings for more information on adding, editing or assigning account profiles.
Define important parameters related to your establishment by entering your Business details in the Business settings sections.
To help organize reports, configure business shifts. Business shifts refer to a grouping of time at your establishment that are used to define shift reports. For example, you may wish to create shifts such as breakfast, lunch and dinner to be defined as your shift reports. You can create as many shifts as desired following this guide.
Please note that shifts configured from the Back Office are displayed on reports to represent processed orders during a designated time of your business day. On the POS app, POS users must open a sales period to process orders on the POS. A sales period can only be created manually by a user. Business shifts represent predefined groupings of time at your business represented as Shift reports, while sales periods are created manually by POS users to unlock the POS app, represented as Period reports.
Setting up automatic reports is a useful feature on the Back Office that sends specified reports to your email. This is a helpful feature to stay on top of important reports, rather than manually checking your Back Office for report updates. Access our article on reporting automation to set when a report or several reports should be generated and sent from the Back Office to your email address.
Once your menus and account set up are complete, you can configure printers and payment processing settings. See Hardware and payments.
All set! Once your account is all set up from the Back Office, train staff on the Restaurant POS app. Learn how to clock in, process orders and payments. See Restaurant POS (K) app.