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Lightspeed Restaurant (K Series) integration – Setup guide with Planday
Lightspeed Restaurant (K Series) integration – Setup guide with Planday

Automate importing your revenue data from Lightspeed Restaurant (K-Series) into Planday.

Written by Maud
Updated over a week ago

🎯 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.

Requirements for the integration

For this integration to work, you must complete two prerequisites in Planday.

1. 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 Settings > under the Reports heading, press Revenue > Create.

💡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, as shown in the screenshot below.

Planday EN Screenshots for HC.001.png

💡 For detailed steps, read the Revenue in Planday article.

2. Create Shifts on business days where revenue should be imported

Revenue can only be imported into the business days of your schedule. To create a business day in your schedule, ensure that there is at least one Shift for the given day where you wish to import revenue.

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.

Lightspeed K series connect-new.png

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

Connect Lightspeed account

Connect one or more Lightspeed Restaurant (K-Series) Accounts by pressing the Connect account button.

connect account button lightspeed.png

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

After signing in, you will then be redirected back to Planday in Settings > Integrations > Overview. Locate the Lightspeed Restaurant (K-Series) and click on Connect again. The green status icon 🟢 will inform you that the connection is set up correctly.

💡 In case of issues with the connection, a dedicated status message and light will be displayed in front of the account. You can click on the status to read more or take further action if required.

Configure data import settings

When at least one account is connected successfully, complete the integration setup by specifying other settings and mappings.

Overwrite existing data - 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).

Import revenue data

  • 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.

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

Link Planday Revenue units with Lightspeed Business Locations

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

Over to the right, you should see an overview of the Revenue units created for your business in Planday. In the dropdown next to the name of each Revenue unit, choose the corresponding Business Locations in Lightspeed Restaurant (K-Series), so that the revenue from the selected business locations is imported into the correct departments in Planday in order to calculate accurate labour percentages.

mapping business locations.png

💡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.

Activate the integration

Lastly, select Activate at the bottom of your screen. Now the integration will start importing your revenue data into the corresponding revenue units automatically from Lightspeed Restaurant (K-Series).

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.

💡 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.

  1. In Settings > Integrations > Overview, find the Lightspeed Restaurant (K-Series) integration and select Manage

  2. 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.

  3. 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

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 > Per day 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.

Lightspeed K series transactions.png

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 individual 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 there is at least one Shift on the Schedule for each day where revenue should be imported.
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 Manage button in the Integration tile and then on Disconnect.
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.

⚠️ 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 Connect

  • click on Connect 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.

Need more help?
Please search for answers in the 🔍 Help Center or watch our ▶️ video tutorials.
Contact our support team via the blue icon at the bottom if you have more questions.

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