How can we help?

Lightspeed’s Help Centre is here to provide support, tips and troubleshooting

The Lightspeed Integration with OpenTable

With OpenTable and Lightspeed you can accept online reservations in OpenTable, and when the customer arrives, seat them at a table in OpenTable and automatically open an order with your guest's details on POS. 

More than just efficient workflows, our integration lets your Host see in OpenTable what customers have ordered in real time and review past reservations. 

 

  • Create better guest experiences with access to guest and staff reservation notes from POS
  • Keep reservation status in sync with progress of orders and payments
  • Get full visibility of what customers purchases and spend in OpenTable

 


What's In This Guide?


Before you begin

You would need:

  • A Manage or Extend Lightspeed POS plan
  • The Tables feature must be enabled and configured 
  • A Core or Pro OpenTable plan
  • The Floorplan feature must be enabled and configured 

Requirements:

  • Table names must be the same in Lightspeed Tables and OpenTable Floorplan
  • A separate device must be used to run Lightspeed and OpenTable

 


Enabling the OpenTable Integration

The OpenTable integration with Lightspeed Kounta POS also needs to be enabled from the OpenTable Guest Centre and Lightspeed Kounta Back Office.

 

Enable in Lightspeed

  1. From the Integrations Page in Back Office, find the OpenTable integration
    Back_Offcie_Integrations.png
  2. Select Enable
    OpenTable_listing.png
    Your OpenTable Status will be pending until you enable in the OpenTable guest centre
    OpenTable_Pending.png

 

Enable in OpenTable

  1. Login to your OpenTable Guest Centre

  2. Open the menu in the top left corner and select Integrations
    OT_GC_Integrations.png
  3. Select Lightspeed Point of sale
    Enable_OT_1.png
  4. Select Sign in to Lightspeed
    Enable_OT_2.png
  5. If you have multiple Sites in Lightspeed, make sure you choose the correct site to be connected integrated with OpenTable
    Enable_OT_3.png

 


Managing reservations and orders

Starting Orders in OpenTable

  1. Open a reservation and leave notes to help staff in service
    OT_Customer_and_Staff_notes.PNG
  2. When ready, seat a reservation or walk in at a table in OpenTable
    OT_Seating_reservation.PNG
  3. The corresponding table will be opened on POS
    LS_Open_table.png
  4. The guest name and their notes, as well as staff notes can be found in the Order Notes on POS
    LS_Guest_details.png
  5. Sent items on POS, will be tracked from OpenTable 
    LS_Items.png

    To see the order details in OpenTable, open the reservation and select the amount in the top right corner next to the mobile number (only available in the iPad App).

    OT_Items.PNG
  6. The table will move to the Paid status after payment is collected on POS
    OT_Finished.PNG
  7. Select the Finished status to make the table available for the next booking

Starting Orders in Lightspeed POS

  1. Open a new order on a Table from POS
    LS_Tables_.png
  2. Select the number of guests
    LS_Guest_Count.png
  3. Place and send items as usual
    LS_Items_.png
  4. Find the corresponding booking and place on the same table in OpenTable
    OT_Seating_reservation.PNG

     

    Orders with matching criteria for the number of guests and
    booking time will automatically merge

    LS_order_sync.png


    Note: If an order does not merge, you will need to do so manually from the Orders screen. Be sure to merge into the OpenTable order which can be identified with the logo.
    LS_Merge.png


Guest and Staff Notes

Requests and notes left by guest when they make a booking and notes made by staff are passed through to the POS and are visible in the Order Notes.

 

We recommend that staff remove these notes before sending orders to production as the notes may confuse the kitchen or bar.

 

Notes_Warning.png

 


How do orders sync between Lightspeed and OpenTable

Moving Tables

Sometime guests like to move tables and perhaps have some more friends join them. When you move a reservation to another table or update the number of guests in OpenTable updates will be sync automatically with your POS.

 

However, if you move tables in POS first, you will need to manually update OpenTable to match. We recommend that staff consult the host before moving guests to another table as the host will have full visibility of all bookings in OpenTable, while the staff using POS will only be able to see reservation and orders in progress.

 

When using Courses

In OpenTable there are three course statuses, Starter (1), Main Course (2) and Dessert (3). However, in Lightspeed POS you can create as many courses as you want in addition to the Now course.

To keep the OpenTable status in sync with an order progress in Lightspeed, we have aligned the courses between the two like this.
OpenTable_Courses_Syncing_Diagram.jpg

Once items are called on POS for a specific course, the corresponding status in OpenTable will be updated. Allowing staff to see which tables are soon to be free and which could benefit from more attention or need to be notified that another booking is expected. 

 

When not using Courses

If you are not using courses, bookings in OpenTable will stay in the Seated status until the order has been paid and closed in Lightspeed POS. Then the booking will be updated to Paid.

 


 

Frequently Asked Questions 

What happens if I don't have a profile in Lightspeed POS for a Customer?

A profile will be created for guests in Lightspeed automatically. The customer profile will be created in Lightspeed when the customer makes their reservation.

 

What if someone doesn't show up for their reservation?

OpenTable allows you to collect credit card details and charge customers who do no show up for their reservation.

For more info, please see this OpenTable guide:
Manage your own Cancellations and No-shows

 

What other reservation platforms does Lightspeed Kounta integrate with?
At this point in time, only OpenTable. 

 

 

Was this article helpful?
1 out of 1 found this helpful