Apaleo is a Property Management System (PMS) designed to streamline and automate hotel operations. Through integration with Lightspeed Restaurant, Apaleo enables you to easily manage and adjust your reservations, see your full revenue including tips, and transfer information between locations.

To use the Apaleo integration, you’ll need an Apaleo account. If you haven’t created an account yet, visit Apaleo to get started. Apaleo integration is only available in Germany, Spain, France, Italy, and Switzerland.

Before initiating setup

Before you can initiate integration between Apaleo and Back Office, you must create accounting groups and payment methods in Back Office, and sub-accounts in Apaleo. See the links below for more information on how to do this.

• Create accounting groups in Back Office.
• Create payment methods in Back Office.
• Create sub-accounts in Apaleo PMS.

Once these are set up, Lightspeed recommends creating a mapping sheet to help guide you through mapping your accounting groups and payment methods to your sub-accounts. You can do this by following these steps:

1. Log in to your Google account.
2. Create a spreadsheet.
3. Separate the sheet into two sections per business location: Lightspeed Restaurant and Apaleo PMS.

Lightspeed Restaurant

1. Create three columns: Accounting groups, Apaleo service type, and Payment method.
2. Enter the names of your Accounting groups.
3. Enter the Apaleo service type.
4. Enter your payment methods.

Apaleo PMS

1. Create three columns: Sub-accounts, Apaleo service type, and Payment method.
2. Enter the names of your Apaleo sub-accounts, corresponding to your Lightspeed Restaurant Accounting groups.
3. Enter the Apaleo service type.
4. Enter your payment methods.

If using an integrated payment processor like Lightspeed Payments, all payment types and their CODE must be created and mapped to Apaleo. We recommend adding the payment type CreditCard in your Apaleo PMS as a fallback payment method, in case the integrated terminal doesn't recognize a named credit card like Visa or Mastercard.

If you are a Cross-Business Location Transfer (CBLT) user, your payment method must also be mapped to ensure the revenue stays at the correct location. CBLT users are those businesses, usually hotels, who have separate physical locations within one business, for example both a Bar and a Restaurant. For these users, we recommend using the payment type Other in your Apaleo PMS.

Once you've finished your mapping sheet, continue with the Apaleo integration in Back Office.

Authorizing the Apaleo integration

Once you have signed up for an Apaleo account, you can authorize the integration with Lightspeed Restaurant.

1. Log in to the Back Office with your Lightspeed Restaurant credentials.
2. From the navigation menu, select Integrations > Hotel PMS.
3. Click More details on the Apaleo integration.
4. Click Authorize to allow Lightspeed to connect to your Apaleo account.
5. Click Log in to Apaleo and enter your Apaleo credentials.
6. Wait for Back Office to display a green Authorized status. 
7. Assign a name to be displayed on your POS device.
8. Choose Charge to room as the payment method type.
9. Assign an Accounting reference (optional).
10. Choose the Apaleo property to be assigned to your Lightspeed Restaurant POS (K-Series) Business location.
11. Click Map sub-accounts.

Mapping sub-accounts

Account mapping allows Lightspeed and Apaleo to seamlessly communicate and share information, specifically to help merge the data in Lightspeed accounting groups with the matching Apaleo sub-accounts.

Types of Mapping

Back Office allows two types of mapping sub-accounts: Accounting groups and Accounting groups per configuration. Accounting groups map Lightspeed Restaurant's accounting groups and Apaleo's sub-accounts 1:1. Accounting groups per configuration allows you to create a separate mapping for each POS configuration.

Follow the steps below to start mapping sub-accounts.

1. Choose your mapping type: Accounting groups for single POS devices, or Accounting groups per configuration for multiple POS devices.
2. Click Map sub-accounts.
3. Follow the instructions in the relevant tab below.

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  1. Click Add accounting group next to an Apaleo sub-account.
  2. In the pop-up window, select the accounting group(s) you want to add to your sub-account. While each Apaleo sub-account can have multiple accounting groups, Lightspeed accounting groups can only connect to one sub-account.
  3. Repeat steps #1-2 above for each of your sub-accounts.
  4. Click Select payment methods to continue to the next steps.

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  1. Click Add accounting group for your first POS device.
  2. In the pop-up window, select the accounting groups you want to add to your Apaleo sub-accounts. While each Apaleo sub-account can have multiple accounting groups, Lightspeed accounting groups can only connect to one sub-account.
  3. Follow the steps above for each of your sub-accounts.
  4. Repeat steps #1-3 above for each of your POS devices.
  5. When finished, click Select payment methods to continue to the next steps.

Payment methods

Mapping payment methods allows Lightspeed and Apaleo to communicate about your payment methods, ensuring that payments are applied accurately.

1. On the Payment methods screen, select all payment methods you use in Apaleo.
2. Click Map payment methods.
3. Click Add payment method.
4. In the pop-up window, select the Lightspeed payment methods to map to the Apaleo payment methods.
5. Click Add selected.
6. Repeat steps #1-5 above for all payment methods.
7. When finished, click Manage settings to continue with setup.

Payment method settings

On this page you can configure settings for your POS device. See the table below for information on each setting.

Mapping to specific Apaleo services

This step is only required if you need to map to a specific Apaleo service, such as Citytax or Accommodation. By default, the Apaleo service type is Restaurant. If you need to map another service, follow the steps below:

1. Log in to the Back Office with your Lightspeed Restaurant credentials.
2. Click on Menu management > Accounting groups.
3. Click Edit on the appropriate accounting group.
4. Choose your specific Apaleo service from the Apaleo service type.
5. Click Save.

Reviewing your setup

When finished with your setup, you can review your configurations and edit if any settings need to be changed. See the steps below for how to review your settings.

Your settings can be edited at a later date if needed.

1. Click Review.
2. Check that you've completed all steps and that the information is accurate.
3. When finished reviewing, click Save.

You must map for each of your locations. Once this is complete, you must refresh the Lightspeed Restaurant app on all POS devices.

Refreshing the Lightspeed Restaurant app

Refreshing the Lightspeed Restaurant app implements your new configurations and ensures that your POS devices have the most up-to-date settings and information.

1. Log in to the Back Office with your Lightspeed Restaurant credentials.
2. Click on Configurations > Devices > Devices.
3. Select all POS devices and click Reconfigure selected devices.

Lightspeed Restaurant and Apaleo should now be fully integrated but we recommend running test charges to ensure all settings are correct. Void these test charges once finished to avoid having false revenue in your records.

What's next?