This article details how to manage POS devices from the Back Office Devices page (Configuration > Devices > Devices). It covers everything from viewing basic POS device information to updating device settings, such as making a device passive. Learn how to reload POS devices to sync changes from Back Office and how to disable, audit, and export your devices.

To learn more about the role POS devices play in your Lightspeed Restaurant setup, see our About POS devices article.

Understanding POS device details

The Devices page provides a comprehensive overview of both basic and advanced details associated with your POS devices. Basic details are readily visible on the table of POS devices, while advanced details require expanding each device row by clicking the + symbol.

Basic POS device details

Basic details of your POS devices, visible directly on the Devices page table, include the device name, status, last activity, and more. Each column can be sorted and filtered to locate specific devices more efficiently.

Device: Name of the device. This can be changed by editing the POS device.

Active: If Yes, the POS device is currently connected to your account. If No, the POS device was disabled from your account and is currently inactive. To view inactive POS devices, uncheck the Hide inactive devices box above the table on the page.

Last activity: When the device was last used.

Device state: This indicates whether the POS app is actively being used. Potential states include:

• Running: The Restaurant POS app is currently open on the POS device.
• In background: The POS device is powered on, but an app other than Restaurant POS is open.
• Disconnected: The Restaurant POS app is not open or the POS device is powered off.

Configuration status: This indicates the device's sync status with the Back Office and whether updates are needed or the device is current. Potential statuses include:

• OK: The POS device is in sync with the Back Office.
• RELOAD REQUESTED: The device is waiting to download updates made in the Back Office.
• RELOAD NEEDED: Changes were made in the Back Office that have not yet synced to the POS device. Reload the POS device from the Back Office or from the POS itself to fully sync the device with your account.

Configuration: The POS configuration used by the device, which controls how it operates. You can change which configuration is selected by editing the POS device. To edit the settings of the configuration itself, click the configuration name.

Last configuration status: Date and time of last device configuration upload.

Application version: Displays the currently installed application version. If you have multiple POS devices at your business, they should all be using the same POS app version.

Device name: The device’s name as it appears on your device’s iOS settings.

Device type: POS device or Customer display, depending on the type of connection code used to connect the device.

Actions: From here, you can edit POS device settings, disable unneeded devices, or audit a given device.

Advanced POS device details

Advanced POS device details, revealed by clicking the + next to a device, offer deeper insights into a device’s operation. While not all details may be present for each device, they are important for troubleshooting and management.

ID: The device's identification number.

OS version: Shows the current version of the Apple operating system.

Altitude: The current elevation levels of the device, shown in meters.

Address: Approximate physical address where the POS device is located. 

App upgraded: A timestamp of the last time the Lightspeed Restaurant app was updated via the App Store.

App reloaded: A timestamp of the last time the Lightspeed Restaurant app was synced with Back Office.

Model name: Model of the iOS device.

BSSID: Stands for Basic Service Set Identifier. It is the MAC address of the wireless access point (AP) or router that identifies a specific Wi-Fi network in a given area.

Device time zone: Indicates the time zone synced with the iPad settings. Your iPad and Back Office must be in the same time zone.

Client version: The current release version of Lightspeed.

App configured: A timestamp of when the Lightspeed Restaurant app was installed.

Location: Displays the GPS coordinates of the device.

IP address and SSID: Shows network information. If you have a Lightspeed network, you’ll have an SSID based on your business location number (such as ikentoo-125610613538818) and a specific IP range.

Device time: Current time set on the device.

App installed and started: When the app was last installed and updated on the device.

serverVersion: Current release or edition of server-side software.

Editing POS devices

Edit your POS devices to control their settings, such as changing a device from active to passive, assigning printers and payment terminals, and configuring other features. This ensures that each POS device aligns with your operational needs.

1. From the Devices page, click Edit next to a POS device.

   

2. Configure the POS device settings as desired.
3. Select Update to apply your changes.

Understanding POS device settings

POS device settings are categorized into the following sections: Device Information, Printing Configuration, Account sharing, and Takeaway options. Each section covers a different aspect of device management.

Device information

Device information settings include the device's name, its designated floor plan and hardware, and the POS configuration it uses.

Device: Shows the given device name. The name has an 8-character limit and must be unique.

Default floor plan for this device: Select a floor plan to appear by default when staff access the Tables screen, or choose None.

Default POS configuration: The current POS configuration in use. You can change the selected configuration from here or in the Restaurant POS app. 

Payment terminal: Allows you to connect your device to a payment terminal that you've previously added to the Back Office.

Customer display device: If set up, select a customer-facing display to pair with this POS device.

Printing configuration

Printing configuration settings enable you to assign the printing profiles used for receipts and notes sent from that device, ensuring efficient order processing and customer service.

Printer profile for customer receipts: Select the printing profile you want to use for receipts generated on this POS device.

Printer profile for printing notes: Select the printing profile you want to use for order tickets generated on this POS device. 

Account sharing

Account sharing settings dictate how the order data flows across the POS devices on your network. This is where you can set devices to be active or passive. 

Account sharing role: Determines whether the device is active or passive. For more details on active and passive devices, see About POS devices.

Account sharing role options include:

• Active device: The device will be an active POS device. We recommend using one active POS device per location and configuring other POS devices as passive.
• Passive device: The device will be a passive POS device. Note that if you only have one active device and switch it to passive, you will lose all open orders on that device.
• Preferred active device: When you have multiple active devices, this represents the main active device. Data will attempt to transfer to this active device, but if there's an issue, it will be redirected to a different active device.
• Forced active device: When you have multiple active devices, this device will be the only active device to exchange data with the Back Office.

Takeaway options

Takeaway options settings manage how takeaway orders are processed, including collection code management and daily resets. Collection codes are unique identifiers for each order.

First collection code to use: Enter a number to use as the first collection code of the day. 

Total count of collection codes to use: Number of collection codes the POS will use before resetting to the first code.

Reset collection code every day: Controls whether the collection code will reset at the beginning of each sales period.

Reloading POS devices

Reloading POS devices is necessary for applying updates made in the Back Office and ensuring all devices are synchronized with the latest settings. You can reload one POS device or multiple at the same time.

• Reloading individual POS devices

  1. From the Devices page, click the reload icon in the Status column for a POS device.

     Don’t see the reload icon? It means there are no Back Office updates to deliver to your devices.

     

  The status of the device(s) will change to Remote reload requested until the reload has been processed at the POS. When it’s complete, the status will change to OK.

  

• Reloading multiple POS devices

  1. From the Devices page, click the checkbox next to each POS device you want to reload.

     Don’t see checkboxes? It means there are no Back Office updates to deliver to your devices.

  2. Select Reconfigure selected devices to reload those devices.

     

  The status of the device(s) will change to Remote reload requested until the reload has been processed at the POS. When it’s complete, the status will change to OK.

  

Disabling POS devices

Disable a POS device from your account if you no longer need it for your business. When a POS device is disabled, the Restaurant POS app will stop working on that device unless you reconnect the device to your account.

Before disabling a POS device, make sure it’s connected to the internet and its orders are finalized to prevent potential data loss.

1. From the Devices page, click Disable next to a POS device.

   

2. Review the warning on the prompt about closing open accounts / orders.
3. Click Disable again to confirm.

When the Restaurant POS app is opened on the disabled device, it will send data to the Back Office and then return to its launch screen. Other POS devices will automatically reload themselves.

Auditing POS devices

If you want to check the basic actions performed on a POS device (such as a POS user opening a sales period or clocking in) you may choose to audit the device. This will display an events log for the selected POS device.

1. From the Devices page, click Audit next to a POS device.

   

2. Review the audit log for the given device.

   

Exporting POS devices

Export your POS devices if you want to maintain an offline record of your devices' names, configurations, and other details. POS devices can be exported as a PDF or spreadsheet file.

1. From the Devices page, click Export in the upper right.
2. Select an export format from the dropdown: PDF, CSV spreadsheet, or XLSX spreadsheet.

   

3. Wait for the export file to download, then open it from your computer’s downloads folder.

The export file contains your POS devices and their basic details. The column names will differ slighty from what is shown in the Back Office. 

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