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Now Book It and Square integration

This guide covers setting up bookings and payments through Square, and redeeming gift cards at the point of sale.

What the integration does

  • When a booking is set to Seated in Now Book It, an order with the customer's details (if available) is created in Square.
  • Once an order is checked out in Square, the matching booking changes to Finished in Now Book It.
  • Sales data is sent to Now Book It and included in the Reporting Dashboard.

Requirements

  • Table names must match. A table named "1" in your Square floor plan must also be named "1" in your Now Book It layouts.
  • You must be subscribed to the Square for Restaurants Plus Plan.
  • Seated Status must be turned on in Square:
    1. Go to your Square Dashboard.
    2. Select Settings.
    3. Select Device Management.
    4. Select Service Settings.
    5. Select Seated Status.
    6. Toggle Seated Status to On.

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. A booking pop-up will appear.
  4. Select: a. The booking time (right-hand panel). b. The number of people, if more than the default value.
  5. Select the Customer button. Note: this button only appears once a booking time has been selected.
  6. Enter at least the following customer details: a. First name. b. Surname. c. Mobile phone or email. Note: the mobile phone and email fields are used for matching and de-duplicating customer records.
  7. Click Save.
  8. Find the booking on the Diary.
  9. Click the booking's status.
  10. Set the status to Seated. Note: a booking will only appear in Square once its status is set to Seated.

Opening the table in Square POS

  1. Log in to Square.
  2. Enter the user's passcode.
  3. Clock in, if required.
  4. Once a table is seated in your Now Book It Diary, it will show bright purple in Square to indicate it hasn't been opened yet.
  5. Click the table to start adding products to the order, per course. a. The Guest tab shows the table's pax, Now Book It tags, booking notes, and any pre-payment or deposit made.
  6. Click Save to send the order to the printer. This returns you to the table plan.
  7. Once all products are selected, click Pay at the bottom of the page to open the payment screen.

Deposits and pre-payments

Pre-payments must be manually discounted from the Square POS.

  1. If a pre-payment (deposit, full payment, etc.) has been added to the Now Book It booking, and the table is seated, the payment is noted under the Guest details in Square.
  2. Click Actions, then Discounts.
  3. Manually enter the correct deposit or pre-payment amount and press the tick.
  4. Check that the deposit has been entered correctly.

Paying for an order

  1. Once Check Out is selected, the payment screen will appear.
  2. Choose one of the following: a. Select a cash option. b. Select Split Amount (see Splitting payments below). c. Select Gift Card (see Redeeming a Now Book It gift card in Square below).
  3. Once payment is complete, options to provide a receipt will appear. For testing purposes, select No Thanks.
  4. A Thanks pop-up will appear — click to exit.
  5. You'll be returned to the table plan.
  6. Go to the Now Book It Diary — the booking status will have updated to Finished.

Now Book It gift cards in Square

Now Book It's online gift card platform also integrates with Square, so customers can buy digital gift cards through a venue's website and redeem them in-store using Square.

What the gift card integration does
  • Customers purchase a digital gift card from the venue's website.
  • The gift card's Now Book It ID number and balance are stored in Now Book It.
  • When a customer pays with a gift card in-store, wait staff enter the gift card's ID through the POS screen in Square.
  • Customers can redeem either a partial or the total balance of a gift card.
  • Customers can split payments between a gift card and cash when purchasing in-store.
  • Venues can use the Now Book It ID of a gift card to perform a balance check.
  • Transaction details are sent in real time and stored in the Now Book It gift card management portal.

Please note:

  • Top-ups aren't available through the integration.
  • Refunds can't be processed through the integration.
  • Balance checks must be completed on the Now Book It Gift Card Management page.
Redeeming a Now Book It gift card in Square

Fully redeeming a gift card

  1. After opening the table in Square POS, add your products to the order.
  2. Select Pay.
  3. Select Gift Card.
  4. Enter the gift card number: a. If the customer has their gift card PDF, enter the number shown on it in full, including dashes but excluding spaces (for example, 03138-00040683-TEST). b. If not, find the number in Now Book It: go to Giftcards > Management, select the gift card, then select and copy the NBI card number.
  5. Paste the gift card number into Square and select Charge.
  6. A pop-up will appear asking whether to add a tip — in this case, select no tip for testing purposes.
  7. The gift card's balance is displayed, confirming the purchase can be charged.
  8. Click Charge card and continue to charge the card.
  9. The gift card's balance is shown again, along with any payment still due (for example, $20.80).
  10. In Now Book It, go to Giftcards > Management and select the card used — its status will now show as Redeemed, with notes confirming it was redeemed through Square.

Partially redeeming a gift card

  1. Create a new order in Square and select Checkout, making sure the order total is less than the gift card's balance.
  2. Select Gift Card as the payment method.
  3. In Now Book It, go to Giftcards > Management and copy the NBI gift card ID you'll use to pay for the order (for example, a $100 gift card being used against a $52.90 order).
  4. Paste the gift card number into Square and select Charge.
  5. A pop-up will appear asking whether to add a tip — in this case, select no tip for testing purposes.
  6. The gift card's balance is displayed, confirming the purchase can be charged, along with the remaining balance after the order.
  7. A Thanks! message confirms the transaction was successful, and you're returned to the floor plan.
  8. In Now Book It, go to Giftcards > Management and find the card used — its status will now show as Partially redeemed, with the remaining balance displayed.

Splitting payments

  1. Create an order in Square and select Pay.
  2. Select Split Amount as the payment method.
  3. Choose how to split the payment: a. Split by amount — enter the payment amount in the field provided. b. Split into equal payments — choose from the options shown (2, 3, 4, or custom).
  4. The payment is split according to your chosen option, and the first payment is shown. a. For each payment, choose to pay by gift card or cash, or edit the amount if needed.

Checking a gift card balance in Square

  1. From the Square Dashboard, click the three lines in the top-left corner and select Giftcards.
  2. Check that the Location and Date filters are correct — click the triangle icon and choose the filters on the right.
  3. You can also search using the last four digits of the card number.
  4. Select the card number you need to see its balance and previous redemption dates.