🎯 For admins looking to integrate Lightspeed Restaurant (K-Series) with Planday. This integration is only available for customers based in the UK, Germany, the USA and France.

With Planday, you can connect your Lightspeed Restaurant (K-Series - formerly iKentoo) POS system and automatically import sales data. This lets you compare your revenue vs payroll costs and helps you plan your schedules to align with the budget. You can connect different K-Series Business Locations with Planday Revenue units. Follow this setup guide to configure the integration.

Requirement for the integration

Set up Revenue units in Planday

To get this integration working, you must map Planday’s Revenue units with Lightspeed’s Registers/Outlets to fetch revenue data.

Before setting up the integration, create at least one Revenue unit in every Department where you wish to import revenue.

To set up a Revenue unit in Planday, go to Reports > Revenue > Manage revenue > Revenue units.

💡You can create several revenue units within a department.

When setting up a Revenue unit, select the option to Enter daily revenue for every unit you want to map, along with selecting Include in total revenue.

Note: For detailed steps, read Set up revenue with cost centres and budgets.

Set up the integration in Planday

Follow these steps to find, connect and configure the integration.

Find and connect the integration

Once the prerequisites have been completed, go to Settings > Integrations > Overview. Switch to the Point of Sale tab to see all available POS integrations or search for the integration name from the search bar.

Click Connect on the Lightspeed Restaurant (K-Series) tile to start setting up the integration.

This will redirect you to a Lightspeed sign-in page. You must enter your email and password here.

Note: If the window with the Lightspeed K-Series log-in page did not open, make sure your browser is not blocking pop-up windows.

Configure data import settings

In this step, you’ll need to configure the settings for your integration before you activate it.

Overwrite existing revenue data in Planday - Select this option if the integration should overwrite the existing figures in Planday. This should be selected if the budgeted revenue is entered manually in the revenue report, or if the days being fetched have had any changes or updates made to the revenue figures in Lightspeed Restaurant (K-Series).

Include in revenue display

Incl. tax / Excl. tax: Select whether or not you want to include or exclude VAT in the revenue imported from Lightspeed Restaurant (K-Series).
Incl. Service charge / Excl. Service charge: Choose whether or not you want to include or exclude the service charge you’ve set up in Lightspeed.

Note: The product type “service charge” (usually 12.5% of the revenue corresponding to the tips) will need to be created in Lightspeed first.

Import historical revenue on-demand (optional)

The integration to Lightspeed Restaurant (K-Series) allows you to import your daily revenue data from up to 30 days back in time.
You would want to do this, for example, to view revenue compared to labour costs in Planday for the entire payroll period that you are currently in.
This step is optional. The integration will start pulling data from Lightspeed Restaurant (K-Series) every 5 minutes from the date on which you activated the integration. You can also check back anytime if you wish to use the on-demand import function at a later date.

Note: Before you start make sure you have completed the mapping of your Planday revenue units to your Business locations in Lightspeed Restaurant (K-Series) and have activated the integration.

To do an import of historical revenue, follow the steps below.

In Settings > Integrations > Overview, find the Lightspeed Restaurant (K-Series) integration and select Manage
Under the section Import historical revenue, select the number of days in the past you wish to fetch daily revenue data from and select Import.
You will see a progress bar while your revenue is being imported from Lightspeed Restaurant (K-Series). Please wait.

When the import is complete you will see a prompt below the Import button indicating that the revenue was successfully imported.
4. Click Save to exit

Click on Save and continue to link your Lightspeed Business Locations to your Planday revenue units.

Link Planday Revenue units with Lightspeed Business Locations and activate the integration

At least one Revenue unit in Planday is required for this step.

In the tab Accounts and mappings, you can connect the Revenue units in Planday to their corresponding Business locations in Lightspeed Restaurant (K-Series), so the revenue will be imported into the correct departments in Planday and an accurate labor percentage will be calculated. Click on the pencil icon to link your revenue units.

Here you will see all you Lightspeed Floors that you will be able to link to your Planday revenue units by clicking on the dropdowns. (1.)

Note: It’s a good idea to have a one-to-one mapping between Business Locations (sales areas) and revenue units so you can quickly review individual revenue numbers.

When you’re done, click on Apply(2.) ⬆️. You’ll be redirected to the screen with the connected accounts screen under Settings > Integrations > Overview.

Close the window and click on Activate integration to finish the process.
If you have multiple sites, click on Add another account and follow the same steps but for the other Lightspeed Restaurant (K-Series) account. ⬇️

See the imported values

To verify in Planday: Open the Schedule page on Planday. Press the View settings button and turn on the Revenue toggle to reveal earnings values at the bottom of each business day.

Revenue imported for a given Revenue unit is displayed in the Daily revenue pop-up.

Or you can go to Reports > Revenue > View data by days in the top menu and click on the daily revenue link where the same daily revenue pop-up will show.

You can check the source of the revenue data in the Notes of the Daily Revenue.

Be aware that the Notes field contains the timestamp of the revenue import and a label of the revenue source. The shown timestamp reflects the UCT time zone and is not adjusted for your Planday organisation’s location.

To Verify in Lightspeed: The data in K-Series can be checked from your Lightspeed dashboard under Reports > Transactions.

Revenue import details

Integration timing

The integration imports revenue data from Lightspeed every 5 minutes.

Include or exclude tax values

By default, the integration imports Gross values from mapped locations. To import Net values, uncheck the Incl. tax option.

Revenue value

The imported revenue is the sum of the revenue values of all active Business Locations mapped to the Revenue unit from successfully connected Lightspeed accounts.

If any Lightspeed account connection does not work, revenue from the Account’s Business Locations will not count in the revenue imported into the mapped Revenue units.

Note that incomplete revenue values will overwrite correct values imported in the past if a Lightspeed account connection stops working and if you are importing values for several days in the past.

FAQs and troubleshooting

How do I deactivate the integration?

To stop importing revenue, you can remove individually connected Lightspeed accounts by clicking on Manage on the integration’s tile and then on Disconnect. This will stop revenue imports. Revenue previously imported into Planday will not be overwritten.

Alternatively, from the same window, click on Deactivate.

Revenue is not importing

Ensure that the Enter daily revenue checkbox, located in Settings > Revenue, is selected for mapped revenue units.
Verify that Lightspeed Restaurant K-Series Business Locations are mapped to the Revenue units of the relevant Departments.

The account needs to be reconnected

In some instances, authorisation to the connected account can fail, and the account will need to be reconnected. You can see the current status of the connected accounts displayed next to the corresponding account when you open the integration tile.

To reconnect the account, you must click on the Options button in the Integration tile and then on Deactivate.
Click on the Connect Account button and a pop-up window asking you to sign in again will appear. Once you sign in, the connection status will be updated.

Please note: When an account needs to be reconnected, its revenue will not be imported into Planday, meaning that you might notice unusually low revenue shown in the Schedule. To remedy this, click on the Import now button in the Import historical revenue section in the Lightspeed K-Series integration settings.

Can I connect several Lightspeed accounts to the same Planday organisation?

Yes, it's possible. To add another Lightspeed account to your Planday,

go to Settings > Integrations > Overview
find the relevant Lightspeed integration tile and click on Set up
click on Add another account and add the details of that second connection

Then, you can link the relevant revenue units ( corresponding to the departments) to the relevant Business locations.

See related articles:

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