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Kounta (Lightspeed O Series)

Now Book It's integration with Lightspeed Kounta lets bookings made in Now Book It flow straight into an order in Lightspeed and lets you redeem Now Book It gift cards directly through the POS.

What the integration does

  • When a booking in Now Book It is set to Seated, an order (with customer details, if available) is created in Lightspeed.
  • When the matching Lightspeed order is checked out, the booking status in Now Book It automatically updates to Finished.
  • Lightspeed sends your customers' sales data back to Now Book It.
  • Once enabled, staff can also redeem Now Book It gift cards in Lightspeed — in full, in part, or split with another payment method.

Getting set up

To enable the integration, contact the Now Book It support team at help@nowbookit.com.

Creating a booking in Now Book It

  1. Log in to Now Book It Admin.
  2. Click Open Restaurant.
  3. Once the restaurant is open, click the + button.
  4. A booking pop-up will appear.
  5. Select:
    a. The booking time, in the right-hand panel.
    b. The number of people, if more than the default.
  6. Select the Customer button.
    • Note: this button only appears once a booking time is selected.
  7. Enter the customer's details — at a minimum:
    a. First name
    b. Surname
    c. Mobile phone or email
    • Note: mobile phone and email are what Now Book It uses to match and de-duplicate customers. See How customers are matched below.
  8. Click Save.
  9. Find the booking on the diary.
  10. Click on the booking's status.
  11. Set the status to Seated.
    • Note: the booking will only appear in Lightspeed once its status is set to Seated.

How customers are matched

A customer is always created in Now Book It first, then linked to a customer in Lightspeed. A few rules decide how that match happens:

  • If there's no match on email or phone between Now Book It and Lightspeed, a new customer is created in Lightspeed.
  • If the email address matches between the two systems, the customer is linked.
  • If the name and phone number both match between the two systems, the customer is linked.
  • If the customer's name differs between Now Book It and Lightspeed but the email or phone number matches, the customer is linked — the name in Lightspeed isn't changed.
  • Walk-ins in Now Book It usually don't have customer details, so in most cases no customer is created in Lightspeed for them.

Finding the order in Lightspeed

  1. Click the Orders tab (selected by default).
  2. Click the order created for the booking.
    • Note: a new order shows as a highlighted number on the Orders tab, with a New label.
  3. To find the right order, match it against the booking using whichever of the following is available:
    a. Customer name (first and/or last name) — if no customer is linked, the order number appears instead.
    b. Table number.
    c. Time the booking was seated.

Deposits and pre-payments

  1. If the booking has a deposit or pre-payment, seat it in the Now Book It diary at the time you accept the customer.
  2. Find the matching booking in Lightspeed and accept it.
  3. Verify the deposit shown on the order.
  4. Add the remaining items to the order and complete it as normal once the customer's ready to pay the balance.

Taking payment for an order

  1. Select Check Out to bring up the payment pop-up.
  2. Either:
    a. Select a cash option, or
    b. Select Split Payment or Now Book It Gift Card — see Gift card integration below for both.
  3. Once payment is complete, a "Transaction Successful!" message appears.
    • For testing purposes, select No Thanks.
  4. You'll be redirected back to the order.
  5. A "This order has been completed" message appears.
  6. Go to the Now Book It diary — the booking will now show as Finished.

Gift card integration

Once enabled, staff can redeem Now Book It gift cards directly through Lightspeed — including full and partial redemptions, split payments, and real-time balance checks.

Prerequisites

  • Your venue is on Lightspeed Kounta O-Series, with admin access to add-ons.
  • The gift card integration is enabled on your Now Book It account — contact help@nowbookit.com if you're not sure.
  • Your Now Book It gift cards have been activated.

Limitations

  • Top-ups and refunds aren't currently supported through this integration.
  • All gift card transactions are final once redeemed.
  • Gift card balances can only be checked, not edited, from the POS.

Redeeming a gift card in full

Use this when the purchase total is equal to or less than the gift card's value.

  1. Open the sale in Lightspeed Kounta POS and select Checkout.
  2. Select Now Book It Gift Cards as the payment method.
  3. If the customer has their gift card PDF, use the number on it — either:
    a. Enter the full gift card number, including dashes (for example, 00151-00784513-TEST).
    b. Enter the last four digits of the gift card number.
    c. Scan the barcode on the gift card.
  4. Paste the Now Book It gift card number into Lightspeed and select Confirm.
  5. A "Transaction Successful" message confirms the purchase is complete.
  6. In Now Book It, go to Gift Cards > Management and find the card used. Its status will show as Redeemed, with a note confirming it was redeemed through Kounta.

Redeeming a gift card partially

  1. Open the order in Lightspeed Kounta POS and select Checkout.
  2. Select Now Book It Gift Cards as the payment method.
  3. Enter the gift card number for the card being used to pay part of the order.
    • For example, a $50 gift card used against a $47.30 order.
  4. Paste the gift card number and select Confirm.
  5. A "Transaction Successful" message is displayed.
  6. In Now Book It, go to Gift Cards > Management and find the card used. Its status will show as Partially redeemed, with the remaining balance displayed.

Splitting payment between a gift card and another method

Use this when the order total is more than the gift card's balance.

  1. In Lightspeed, select Checkout.
  2. Select Split Payment as the payment method.
  3. Select Split, and manually adjust the amount in each field if needed.
  4. Select Checkout next to the first line, then choose Now Book It Gift Cards as the payment method.
  5. In Now Book It, go to Gift Cards > Management and copy the ID of the gift card being used.
  6. Paste the gift card number into Lightspeed and select Confirm.
    • A screen confirms the part-payment has been made with the gift card.
  7. Select Checkout next to the remaining unpaid line, and select the cash option matching the amount left to pay.
  8. A "Transaction Successful" message confirms the purchase is complete.
  9. In Now Book It, the gift card will show as Partially redeemed, with the remaining balance displayed.

Checking a gift card balance

  1. From the POS hamburger menu, select Add-ons > Gift Cards.
  2. Select Now Book It Gift Cards.
  3. Enter the Now Book It card number and select Check Balance.
    • Note: adding funds isn't available through this integration.
  4. The card's status and balance are displayed.