This article details how to manage POS devices from the Back Office Devices page (POS > 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. To view advanced details, click the arrow next to the device name.

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.

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

Device mode: Indicates whether the POS device is Active or Passive based on its account sharing role.

Last activity: When the device was last used.

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

• Connected: 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.

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.
• Remote reload requested: The device is waiting to download updates made in the Back Office.
• Reload required: 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: 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 type: POS or Customer display, depending on the type of connection code used to connect the device.

Three dots: From here, you can disable unneeded devices or audit a given device.

Advanced POS device details

Advanced POS device details, revealed by clicking the arrow 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.

Device ID: The device's identification number.

Model name: Model of the iOS device.

IP address: Shows the current IP address of the POS device on your network information.

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

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

SSID: The name of the network your POS device is connected to.

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

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

Device time: Current time set on the device.

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

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.

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 the name of a POS device to edit it.

   

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

Understanding POS device settings

POS device settings are categorized into the following sections: Basic information, Printing configuration, Account sharing, Take out options, and Transaction tags. Each section covers a different aspect of device management.

Basic information

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

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

Default floor plan: 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: 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.

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

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

Do not print from floor POS devices: Enable this setting to bypass floor plan printing profiles and print receipts to the printer assigned to this device or its configuration. For example, this allows a Host station to always print to its own printer while roaming POS devices follow floor plan rules.

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: The device will be an active POS device. We recommend using one active POS device per location and configuring other POS devices as passive.
• Forced: When you have multiple active devices, this device will be the only active device to exchange data with the Back Office.
• Passive: 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: 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.

Take out options

Take out 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. 

Last collection code 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.

Transaction tags

Create tags associated with specific POS devices for reporting purposes. You can then filter sales reports by tag to assess which sales were made with a particular POS device.

Reloading POS devices

Reloading syncs the Restaurant POS app with changes you make in the Back Office, such as menu updates, POS settings changes, or user updates. If you don’t reload, the Restaurant POS app may continue using outdated information, which can cause issues like incorrect prices or settings. You can reload a device from the Restaurant POS app or multiple devices remotely from the Back Office.

Reloading a device in Restaurant POS

When you save changes in the Back Office, the Restaurant POS app shows that a reload is available. You can then reload the device in three ways:

• Reload from notifications
• Reload from the status menu
• Reload from the Control center

Your iPad must be connected to Wi-Fi for the Restaurant POS app to receive reload notifications from the Back Office.

In each area, the reload icon changes color when a new configuration is available:

• Orange reload icon: Updates are available. Reload to sync changes from the Back Office.
• Blue reload icon: The Restaurant POS app is up to date.

Reloading from notifications

1. In the Restaurant POS app, go to Register.
2. Tap the notification bell at the top of the screen.
3. Under the reload icon, tap Reload.
4. In the pop-up, tap Yes to confirm the reload.

Reloading from the status menu

1. In the Restaurant POS app, tap Status to the right of the Settings tab.
2. In the status menu, tap the orange reload icon.
3. In the pop-up, tap Yes to confirm the reload.

Reloading from the Control center

1. In the Restaurant POS app, go to Settings > Control center
2. Under Status, tap Reload device.
3. In the pop-up, tap Yes to confirm the reload.

Reloading a device remotely in the Back Office

You can also check a device’s reload status in the Back Office. This helps you identify which devices require a reload. You can reload multiple devices at a time.

1. From the Devices page, find the device you want to reload.
2. In the Device state column, confirm the device state is Connected:
   • Connected: The Restaurant POS app is running and can receive a reload request.
   • In background: Open the Restaurant POS app on the device to make it active. The device state will update to Connected.
   • Disconnected: Restore the device’s Wi-Fi connection and open the Restaurant POS app to make it active. The device state will update to Connected.
3. In the Status column, check the device status:
   • OK: The app is up to date, and changes are synced.
   • Reload required: Changes are available. Reload to sync them.
   • Remote reload requested: The Back Office sent a reload request, but the Restaurant POS app hasn’t applied it yet. This can happen if there’s an active order or transaction. The Restaurant POS app will apply the reload once the order or transaction is complete.
4. Click the checkbox next to each device you want to reload.
5. Select Reload devices.

The device status changes to Remote reload requested until the Restaurant POS app applies the reload. Once the Restaurant POS app reloads, the device status updates 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 the three dots next to a POS device and select Disable.

   

2. Review the warning on the prompt about closing open orders.
3. Click Disable device 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.

Reviewing POS device activity

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 the three dots next to a POS device and select Activity.

   

2. Review the audit log for the given device.

   

What's next?