Doshii Integration

What the integration does

• Bookings must exist in Now Book It, on the correct table, before the integration can link them to POS activity.
• When an order is opened on a table in the POS, the matching booking in Now Book It automatically changes to Seated.
• When an order is completed and paid in the POS, the matching booking changes to Finished, and the booking length adjusts to match how long the table was actually occupied (if this is less than your venue's default booking duration).
• Sales data from the POS is linked to the booking and customer profile in Now Book It, and total spend can be viewed on the Dashboard.
• Status changes made by the POS show an integration icon next to the time in the diary, so you can see at a glance that the change came from the POS.
• Exact functionality may vary depending on your POS provider's own integration with Doshii.

Booking statuses

Doshii sends one of five statuses from the POS: Cancelled, Pending, Accepted, Rejected or Complete. Now Book It translates these as follows:

Note: which of these statuses are sent depends on your POS provider's integration with Doshii, so some venues may see a more limited set.

How statuses and sales data flow

Seating a booking

When a table is opened in the POS and items are added, Now Book It automatically:

1. Changes the matching booking's status to Seated.
2. Links all sales made on that table to the booking.

For example, if a booking for Bob Beltcher is on table 13 in Now Book It, opening table 13 in the POS will seat that booking and start linking sales to it.

Finishing a booking

When a table is closed and paid in the POS, Now Book It automatically:

1. Changes the matching booking's status to Finished.
2. Pushes all sales data for that table to the customer's profile.
3. Updates the booking length to reflect the actual time the table was occupied, if this is shorter than the default duration.

Timing rules

• A booking will only pick up POS activity once the venue's current time is 5 minutes past the booking's start time.
• A finished booking will only snap to the actual finish time in the diary once it has run for at least 30 minutes.

Best practice: let the POS lead

For the most accurate sales data, it's best to let tables be opened and finished from the POS, rather than manually in Now Book It.

• Seating a booking in Now Book It causes no issues — sales data will still flow through once the table is opened and items are added in the POS.
• Finishing a booking in Now Book It before the table is closed in the POS can cause the booking to reopen. If more items are added in the POS after this, the booking will change back to Seated until the table is closed in the POS, at which point it will change to Finished again and push through all the sales data.

Starting a booking early

Opening a table early in the POS, before the booking is due to start, won't allocate sales data or trigger a status change if there isn't yet space for it in the diary timeline.

To bring a booking forward, manually set it to Seated in the diary up to 45 minutes before its scheduled start time. This snaps the booking to the timeline straight away, so POS statuses and sales data can flow through immediately.

Finishing a booking late with another booking following

If your diary has back-to-back bookings on the same table, Now Book It will automatically extend the current booking until the table is closed in the POS. This keeps the sales data with the correct booking and customer, rather than pushing it onto the next booking on that table.

Walk-ins

Walk-ins created in the Now Book It diary will still trigger status changes from the POS, but won't capture sales data unless a customer profile is added.

• Walk-ins have no customer details by default, so there's no sales data to attach to a profile.
• If you add a customer profile while creating the walk-in, sales data will be captured against that customer.
• Adding customer details after the walk-in has already been created won't enable sales data capture — the customer profile needs to be added at the time the walk-in is made.

Moving or voiding items in the POS

• Moving items to a different table moves the sales data to the booking on that table, provided a booking exists for it in Now Book It.
• Cancelling or voiding items removes them from the booking's sales data.
• Removing or voiding all items from a table closes that table in the POS, which in turn finishes the matching booking in Now Book It.

Moving tables between the POS and Now Book It

If you move a booking to a different table in the POS, move it to the same table in Now Book It. Make sure the new table is free in Now Book It, with no other booking that could pick up the sales data already started in the POS.

Merging tables in the POS

When tables are merged in the POS, all items are allocated to the destination table (the table you're merging into).

• Now Book It treats the destination table as the master and closes off that booking once the table is finished.
• The other, merged-from table will still show as Seated in Now Book It and needs to be closed off manually.
• All sales data from the merge is linked to the destination table's booking.

Limitations

• Table numbers must match exactly. Now Book It matches POS activity to bookings using table numbers only - section names aren't recognised by Doshii. Table numbers must be unique across all sections and identical in both systems. See Setting up your venue below.
• Updates aren't instant. Now Book It checks for updates periodically rather than receiving them the moment they happen, so there may be a short delay between an action in the POS and it showing in the diary.
• No gift card sync. Doshii doesn't support Now Book It gift card redemption.
• No walk-in creation. Doshii can't create a booking in Now Book It, and Now Book It can't create an order in the POS - bookings and orders still need to be created directly in each system.
• No automatic table moves. If a booking is moved to a different table, this needs to be updated manually in both Now Book It and the POS to keep sales data in sync.