Lightspeed R Integration - Configuration

Bike Rental Manager (BRM) and Lightspeed R seamlessly integrate to provide a unified experience for both rental and retail operations.

You can run BRM and Lightspeed R side by side in your browser for efficient management. Please note that BRM does not integrate with the Lightspeed iOS iPad app version.

Configuration Process for Integrating Bike Rental Manager and Lightspeed R 

The integration of Bike Rental Manager (BRM) and Lightspeed R involves four simple steps: 

1. Configure Lightspeed R Inventory
   Start by setting up a 'rental item' in your Lightspeed R inventory. This step establishes the inventory bridge between BRM and Lightspeed R. 

2. Create BRM Button on Lightspeed R Register: Sale Tab
   Add a BRM button to the "Sale" tab in the Lightspeed R register. When clicked during a sale, this button opens BRM, where rental details and pricing information are captured. Upon returning to Lightspeed R, a new sale item representing the rental will appear.
   (You can also start the transaction in BRM and initiate a Lightspeed R transaction, which will return you to Lightspeed to complete the sale.) 

3. Connect BRM to Lightspeed R
   Link your BRM account to your Lightspeed R account to enable seamless communication between the two platforms. 

4. Connect BRM Users to Lightspeed R
   Connect each BRM user who requires access to the integration. The first user is automatically connected based on your current BRM login when completing step 3. 

1. Configure Lightspeed R Inventory

To process rentals in BRM, you’ll need to create a 'rental item' in your Lightspeed R inventory.

1. In Lightspeed R, go to Inventory.
2. Click on New Item to create a new inventory item.

You’ll see a screen similar to the one shown below. Fill in the following details:

1. Item Name: Enter a descriptive name for this rental item. We recommend using RENTAL.
2. Type: Set the item type to Non-Inventory.
3. EAN: Enter a unique EAN. We recommend 11111111111, but you can choose a different number if preferred. This will be the Hire EAN that you’ll later provide to BRM during the setup process.
   

2. Add Rental Tax Rate

If the tax rate for rentals in your area differs from the regular sales tax, you’ll need to add a separate rental tax rate in Lightspeed R.

1. Go to Settings.
2. Select Sales Taxes.
3. Add a new tax rate

The example below shows a sales tax rate of 10% and a rental tax rate of 8%. If your rental tax rate is 0%, you still need to create a rental tax, but set the rate to 0%.

3. Configure BRM Button in Lightspeed R

Create the BRM Button

Next, you’ll add a button to the Sales Register in Lightspeed R that will take you directly to BRM when you need to create a rental.

1. In Lightspeed R, go to Settings.
2. Select Custom Menus.

Next, select Register: Sale Tab, where you'll see the option to add a new button, as shown below. Enter the following details:

• Button Title: We recommend naming the button BRM.
• Type: Set the type to Open Web Page.
• Color: Choose Orange (or any color of your choice).
• Sort Order: Enter a sort order for the button. For example, set it to 3, so it appears as the third button in the register.

Once you’ve entered the details, click + Add Button to Menu to create the button.

Configure the BRM Button

Next, click the edit pencil icon next to the BRM button, as shown below.

You’ll see an empty URL field. Here, you need to enter the URL for your BRM store to link Lightspeed R to BRM. The required URL will depend on whether your store is US-hosted or EU-hosted.

Note: If you're outside the US, your store is likely EU-hosted. If you're unsure, try clicking the links below. The correct URL will log you into your BRM store.

Simply copy and paste one of the following links into the URL field, and once you're done, be sure to save your changes:

• URL for US-hosted stores: https://us.bikerentalmanager.com/app
• URL for EU-hosted stores: https://app.bikerentalmanager.com/app
  
  

The configuration in Lightspeed R is now complete! Log into your BRM account to continue with steps 3 and 4 below. 

4. Connect BRM to Lightspeed R

In BRM, go to Settings → Integrations → Lightspeed. At the top of the page, you'll find the settings box. Enter the following details:

• Hire EAN: Enter the EAN you configured in Lightspeed in Step 1 (we recommend 11111111111).
• Tax Setup: Select Sales Tax for the tax setup.
• Click Save at the bottom of the page.

Skip the Connect User section for now (in Step 4). Click the Connect Lightspeed button and follow the on-screen instructions. You will be prompted to log into your Lightspeed R account and authorize the connection to BRM.

Once completed, you’ll be redirected back to BRM. To verify that the connection was successful, navigate to Settings → Integrations → Lightspeed. You should now see the Account ID and Shop URL fields populated, similar to the screenshot below. 

5. Connect All BRM Users to Lightspeed R

For the final step, each BRM user must navigate to Settings → Integrations → Lightspeed and click the Connect User button. Follow the on-screen steps to complete the process.

If successful, an Employee ID will be generated, and the last time of connection will be displayed below. 

For those interested, an explanation of the relationship between BRM and Lightspeed R user accounts can be found in the article Lightspeed and BRM / RSM Accounts.

Common Pitfalls

Depending on your browser, it may block the popup when you click Connect Lightspeed or Connect User. Be sure to allow popups in your browser. We recommend using Google Chrome for BRM; you can find instructions on how to allow popups in Chrome here. Other browsers will have similar options for enabling popups.

Note: BRM does not integrate with the Lightspeed iOS iPad app version.