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vinCreative Integration

Now Book It's integration with vinCreative lets bookings made in Now Book It flow straight into your vinCreative POS as orders, complete with customer details — so your front-of-house and CRM data stay in sync automatically.

Watch a full walkthrough of the integration here: vinCreative | Now Book It

What the integration does

  • When a booking is set to Seated in Now Book It, an order — with customer details, if available — is created in vinCreative.
  • When that order is checked out in vinCreative, the matching booking automatically changes to Finished in Now Book It.

Getting set up

Contact the Now Book It support team or your Account Manager to confirm the integration. Our integrations team will then create an API key and pass it to vinCreative to complete the connection.

Creating a booking in Now Book It

  1. Log into Now Book It Admin.
  2. Select Open Restaurant.
  3. Select the + button to start a new booking.
  4. A booking pop-up will appear. Enter the following: a. The booking time, in the right-hand panel. b. The number of guests, if more than the default.
  5. Select Customer. 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: mobile phone and email are the fields vinCreative uses to match and de-duplicate customers — see Opening the table in vinCreative below.
  7. Select Save.
  8. Find the booking on the diary and select its status.
  9. Set the status to Seated. Note: a booking will only appear in vinCreative once it's set to Seated.

Opening the table in vinCreative

Once a booking is seated in the Now Book It diary, its details push through to the vinCreative CRM and the two are linked — the table will show as in use on your vinCreative POS.

  • If the customer's email or mobile number already exists in the vinCreative CRM, their existing contact details are used and shown against the table.
  • If the email and mobile number belong to two different contacts, vinCreative defaults to the contact matched by email.
  • If neither the email nor the mobile number is found in the CRM, a new contact is created and linked to the table.
  • Walk-ins are added to the vinCreative CRM too, provided a name and email are entered for the walk-in at the time it's created.

To take an order:

  1. Select Orders, in the bottom right of the screen.
  2. Seated tables display as in use, in orange. Select the table number to start the order.
  3. Choose the products for the order and send them through as usual.

A few things you can do from the order screen:

  • See who the table's linked to — the customer's name is shown in the top right.
  • Change the linked customer — select the down arrow next to the name and choose a different customer.
  • Update customer details — select the pencil icon to edit the details saved in your CRM.
  • Add a new customer — select Create customer from the drop-down arrow.

For anything else on running the POS — including checking out, parking orders, or processing refunds — see the Table Service POS guide on the vinCreative help desk.

Gift card redemption

  • Customers buy a digital gift card from your venue's website.
  • The gift card's Now Book It ID and balance are stored in Now Book It.
  • When a customer redeems a gift card in-store, wait staff enter the card ID through the vinCreative POS screen.
  • Customers can redeem part or all of a gift card's balance, and can split payment between a gift card and cash.
  • Transaction details are sent through in real time and stored in the Now Book It gift card management portal.
  • Gift card top-ups and refunds can't be processed through the integration.

Fully redeeming a gift card in vinCreative POS

  1. Open the table in vinCreative POS — the order's products will be listed.
  2. Create the order and select Checkout.
  3. If the order total is more than the gift card's balance, select Split Payment first and set a custom payment amount.
  4. Select Custom, enter the gift card amount, then select Giftcard Payments.
  5. Select Now Book It Giftcard.
  6. Enter the gift card number in full, including dashes and spaces (for example, 03138 - 00040683 - TEST), as shown on the customer's gift card PDF.
  7. Select Validate Gift Card.
  8. If the card validates successfully, select Accept Gift Card Payment. Note: an unsuccessful validation will show an error instead.
  9. A confirmation of the gift card payment will display.
  10. Take payment for any remaining balance by cash or EFTPOS.
  11. To confirm the redemption, go to Giftcards > Management in Now Book It and find the card used. Its status will show as Redeemed, with a note confirming it was redeemed through vinCreative.