SevenRooms is a guest experience platform designed to help hospitality businesses encourage repeat customers and increase profits. By integrating with Lightspeed Restaurant, you can sync detailed restaurant purchases from Lightspeed to SevenRooms VMS in real-time, keeping track of your guest profiles, table statuses, and reservation history.

Setting up the SevenRooms integration

The SevenRooms integration setup starts in the Back Office and then moves to SevenRooms.

1. Log in to the Back Office with your Lightspeed Restaurant credentials.
2. From the navigation menu, select Integration Hub > Reservations.
3. Click the tile for SevenRooms.
   

   

4. Click Connect.
5. Click Finish connection in SevenRooms and follow the instructions in the pop-up window.

   

6. The SevenRooms team will complete the set up.

Configuring SevenRooms features

After connecting the integration, you can configure several features to customize how SevenRooms and Lightspeed Restaurant interact. This section covers setting up automatic order creation, viewing reservation data on the POS, managing table statuses, syncing prepayments, and more.

Automatic order creation

When enabled in your reservation integration settings, an order will automatically be opened in the Lightspeed Restaurant POS app whenever you seat a reservation in SevenRooms. Automatic orders are marked with an R on the Tables screen.

Reservations seated across multiple tables will be opened on the first table in numerical or alphabetical order. If an order is already opened at the corresponding table on the POS, then a new order will not be created.

By default, the automatic order is created with an order profile called Reservation under the POS user Reservation_System. You can change which order profile and POS user are used for automatic orders from your reservation integration settings.

Reservation and guest information

You can add a Manage reservations button to your POS menu to view reservation information from SevenRooms in the Lightspeed Restaurant POS app. For each reservation, this allows you to see the:

• Guest's first and last name
• Party size
• Reservation time
• Any notes
• Tags for the reservation and guest

Self-updating table status

In SevenRooms, you can configure a reservation's table status to change when courses are fired to the kitchen in Lightspeed Restaurant. For example, when the fourth or fifth course is fired in Lightspeed Restaurant, you might have the table status change to Dessert in SevenRooms.

1. Open the SevenRooms web application.
2. From the navigation menu, select Settings > Integrations > Point of Sale.
3. Click the three dots icon > Edit.
4. Toggle on Self-updating table statuses.
5. Click Add Mapping to map course numbers from Lightspeed to table statuses in SevenRooms.

   Multiple courses can be linked to a single status. Statuses only progress forward and cannot go back to an earlier state.

   

6. Using the drop-down menu, select one or more courses.
7. Select which reservation status to transition to when the selected course(s) have been fired.
8. (Optional) Repeat for each course that needs to be mapped.
9. Click Save.

Prepayment sync and redeeming deposits on the POS

When a customer makes a prepayment for their SevenRooms reservation, their deposit can be redeemed at the POS toward their order total. In order to use this feature, you’ll need to enable it in the SevenRooms web application and the Lightspeed Restaurant Back Office.

1. Open the SevenRooms web application.
2. From the navigation menu, select Settings > Integrations > Point of Sale.
3. Click the three dots icon > Edit.
4. Toggle on Seamless prepayment sync.
5. Click Save.
6. In Lightspeed Restaurant, follow these steps to enable the Pay by deposit button.

Additional features

The SevenRooms integration includes several other automated features that run in the background to keep your reservation and order data aligned.

• Automatic Paid Table Status: When a reservation with a linked order is paid in Lightspeed Restaurant, SevenRooms will automatically update the status of the reservation to Paid.
• Order Auto-Linking: Orders generated by the integration will be directly linked to the corresponding reservation. For orders not generated by the integration, SevenRooms will attempt to link orders using our standard autolinking window.

Frequently asked questions

• When a customer walks in, they're checked in via SevenRooms and seated at their table. The table is then opened in Lightspeed, and automatically linked via the table number. The check data from the table is pulled every 30 seconds into SevenRooms in order to see live spend. When the customer is finished, they pay their bill with Lightspeed and the table is closed. The host can then mark the table as free in SevenRooms.

• SevenRooms work at the venue level. 1 venue = 1 revenue centre.

• No, servers will need to move the check to the new table within the Lightspeed POS app or create a new check on the table to ensure the check links to the reservation.

• Yes, if a check is already linked to a reservation, it will remain linked if it is moved to another table in the Lightspeed POS app.

• Please reach out to support@sevenrooms.com for any integration questions.