Bepoz Integration

What the integration does

Shows bookings on SmartPOS, either as a list or on the table floor plan.
Displays customer booking details on SmartPOS.
Creates a local customer account in Bepoz for any customer who isn't already a Bepoz member.
Shows payments and deposits already made against a booking.
Lets you create a walk-in from either SmartPOS or Now Book It, with the walk-in appearing automatically in both systems.
Syncs course status between Bepoz and Now Book It (for example, Entree, Mains, Dessert).
Syncs table transfers within a section, whether the move is made in Bepoz or Now Book It.
Sends sales information to Now Book It when a table is closed in Bepoz.
Supports redemption of Now Book It gift cards and vouchers on SmartPOS.

Note: transferring a table to a different table group is currently only supported when the move is made in the Now Book It diary. Support for this from SmartPOS is coming in a future release.

Getting set up

Your Bepoz integration is set up by Bepoz, who will configure your API keys and map your Now Book It services, layouts and statuses into SmartPOS before the integration can be used.

Once this is done, buttons for your Now Book It sections and services will appear on SmartPOS.

Viewing and seating a booking on SmartPOS

When a booking is created in Now Book It, it appears on SmartPOS under its matching section and service.
Select the relevant section on SmartPOS (for example, Rooftop) to see the day's bookings for that section, listed in time order.
Select a booking to open the table and seat the customer when they arrive.
Add the order items to the table and select Save & Send. a. These items are sent back to Now Book It and stored against the booking and customer profile. b. The booking now shows as Seated in both Now Book It and SmartPOS.
Repeat step 4 to keep adding items to the table as the booking continues.
When you're ready to close off the booking, open the table again on SmartPOS and select Pay.
Select a payment method to complete payment. a. If the table is paying but staying seated, select No when asked whether to close the table — this keeps the booking as Seated until they leave. b. If the table is finished, select Yes to close the table and complete the booking.
If you kept the table open, select it again when the customers leave and choose to close the booking at that point.

All items purchased against a booking are stored in Now Book It and can be viewed under Dashboard > Guests.

Course status updates

Course statuses (such as Entree, Mains and Dessert) are mapped and synced between the two systems.

On SmartPOS, use the mapped course away function buttons (for example, Mains Away) to move a booking through its courses.
Changes made in Now Book It are reflected on SmartPOS as the booking progresses — for example, changing a booking to Seated in Now Book It will also show as Seated on SmartPOS.

Partially seated bookings

If your venue uses a Partially Seated status, this can be mapped in SmartPOS along with a setting to control whether opening a table automatically seats the booking.

If Auto Seat is turned on, opening a booking on SmartPOS automatically changes its status to Seated.
If Auto Seat is turned off, opening the table on SmartPOS does not change the booking's status in Now Book It — it stays as Unconfirmed, Confirmed or Partially Seated until updated.

A few things to keep in mind:

Bepoz checks Now Book It for the latest booking statuses each time the operator opens the booking list on SmartPOS.
If a booking's status is later updated in Now Book It (for example, from Partially Seated to Seated), this will show on SmartPOS the next time the booking list is opened.
The only way to update a booking's status from SmartPOS is using the mapped course away function buttons.

Walk-ins

Note: if you use the Standby list or Waitlist features in Now Book It, those bookings won't appear on SmartPOS until they're moved off the list and allocated a table. Once a table is assigned, the booking will appear on SmartPOS as normal.

Creating a walk-in from SmartPOS

Select the relevant section on SmartPOS, then select the Walk-in button — or use the floor plan view to open the specific table you'd like to use.
Choose a table from the list of available tables.
- Only tables without an existing booking in Now Book It are shown, so there's no risk of double-booking a table.
- Tables set up as Walk-in only under Layouts in Now Book It are marked as True in this list.
Enter the customer's name, if you have it, or label the table Walk-in.
Enter the number of guests (pax) for the table.

The walk-in is now created and seated in Now Book It automatically.

Creating a walk-in from Now Book It

A walk-in created in Now Book It appears immediately on SmartPOS, under the section and service you've assigned it to.

Select the walk-in from the list on SmartPOS to start adding items to the table.
Completing and closing the booking follows the same steps as any other booking.

Bookings with payments in Now Book It

If a booking has had a full payment or deposit taken in Now Book It, this is automatically applied to the matching order in SmartPOS.

As soon as you open the table on SmartPOS, the pre-payment appears against the booking.
As items are added, the pre-payment is deducted automatically, leaving only the remaining balance to be paid when the table is closed.

Splitting bills in SmartPOS

Open the table you'd like to split, and select the Split Bill button.
Enter the number of ways you'd like to split the payment.
On the split payment screen, allocate a payment amount to each customer.
- Any pre-payment made through Now Book It is also accounted for here.

Moving tables

Table transfers can be made from either SmartPOS or Now Book It, and work for both single and joined tables.

To transfer a table from SmartPOS:

Open the table you'd like to move.
Select More Table Functions.
Select Transfer to Table.
Enter the table number you'd like to transfer to — only tables that are currently free can be selected.
Confirm the tables you're transferring from and to.
Choose whether to notify the kitchen of the change.

The transfer is completed the next time the table is opened to add further items, and the move is reflected in both Bepoz and Now Book It.

To transfer a table from Now Book It: moving the table in Now Book It instantly moves it in SmartPOS as well. The booking will appear under its new table and section, and you'll see the same Performing local transfer message the next time you open it to add items.

Note: transferring a table to a different table group is currently only supported from the Now Book It diary — support for this from SmartPOS is coming soon.

Redeeming Now Book It gift cards in SmartPOS

Gift cards need to be configured as part of your integration setup before this button will appear on SmartPOS.

When the customer is ready to pay, select the Now Book It gift card button on the payment screen.
Enter the full gift card number, or just the last four digits.
- If there's more than one match, add more digits (five, six, seven, and so on) until the card is uniquely identified.
What happens next depends on the gift card balance:
- Equal to the amount owing: the bill is paid in full, the gift card is fully redeemed in Now Book It, and the table can be closed.
- Less than the amount owing: you'll be asked to take the remaining balance via another payment method before closing the table. The gift card is fully redeemed in Now Book It.
- More than the amount owing: the gift card is partially redeemed in Now Book It, and the customer is emailed an updated gift card with their remaining balance. The table can then be closed.