1. Set Up Guide
  2. Set Up Steps
  3. Monitoring Integration Activity

Set Up Guide

Required Info

Before setting up the integration in MyBlackbird, you will need to obtain your specific integration information. Each BioTrack server has specific keys that allow access to the database. The following keys are needed to securely access the BioTrack database. All of the fields listed are accessible by you directly, but it is strongly recommended that you consult your database administrator to help obtain the information.

Pre-Requisite Information

Because each BioTrack user has their own server, the setup of each may be slightly different.

Teamviewer

Teamviewer is a free application that allows remote users to access and control a computer as if they were actually in front of it. It’s a tool Blackbird uses for the second phase of the BioTrack integration because it allows a Blackbird developer to perform the installation on the computer remotely. It also allows the client to observe the process if they are interested in doing so.

You should ensure that you have the most recent version of Teamviewer downloaded before the installation phase of the integration. The most recent version of Teamviewer can be found here.

Remote or Locally Hosted Server

While it is most common for BioTrack users to have a local server (a physical server that is located on site of the dispensary), there are cases where you may be accessing BioTrack on a server that is hosted remotely. The installation process is similar for remotely hosted servers, but will require an additional step. It will save time to know this information at the beginning of the process!

Locally Hosted - This means that you have possession of the physical server that houses the BioTrack database. In this case, the integration will need to be installed on the main computer that is connected to the server. This is usually the main terminal or the computer that you have been instructed not to turn off. It's helpful to have you identify this computer ahead of time, so there are no delays in the installation process due to installing on the wrong computer.

Remotely Hosted - You will know if the server is remotely hosted if you do not physically have it. There are a few reasons that you may have a remotely hosted server, but by far the most common reason is if you have multiple stores you wish to access on the same instance of BioTrack. A lot of times BioTrack will use a third party server hosting application called Liquid Web. No matter what the server hosting application is, you will have access to the server via a portal provided by the third party. In these cases, you should provide the following information before the second phase of the integration installation:

  • The IP address of the remote server
  • The username and password for the server (NOTE: this is not the same thing as the BioTrack specific username/password)
  • Remote Desktop Connection: Confirm this is installed on your computer. It is almost always already installed by BioTrack ahead of time, but if not, you should download it

SSL Security Protocol

Some BioTrack databases are protected by an additional security protocol called a Secure Sockets Layer (SSL). When initially setting up a BioTrack database, you can choose whether to enable this additional security layer. If this has been enabled for the database, Blackbird will need to obtain the certificate when installing the integration in the second phase to ensure the integration can access the database. There is no need for you to provide the actual certificate ahead of time, but it will save time to know this information upfront.

Configuration Fields

Key

Description

How to Find It

Database Name (Schema)
REQUIRED

The name of the database is the identifier - it is required to locate and connect to the database. It is also referred to as the schema.

BioTrack databases have a default name, but you have the ability to customize the name if desired.

Your BioTrack database administrator will be able to obtain this information.

  • Default schema: biotrackthc

Database Port
REQUIRED

The database port number can be thought of as an access point to gain entry into the database.

BioTrack databases have a default port, but you may have customized it during onboarding.

Your BioTrack database administrator will be able to obtain this information.

  • Default port: 5432

Host
REQUIRED

This is a number that resembles and IP address. Almost all locally hosted servers use the same host number.

Your BioTrack database administrator will be able to obtain this information.

  • Default: 127.0.0.1

Username
REQUIRED

You will need to create a new user in BioTrack. You can do this the same way they would create a new employee user, but should be sure to make permissions inclusive. (More on this below).

You can create this in BioTrack.

Password
REQUIRED

Password accompanies the new user.

You can create in BioTrack.

SSL?
REQUIRED

Simply need to know whether SSL is enabled for the database - just a yes or no!

Your BioTrack database administrator will be able to obtain this information.

Location ID
REQUIRED

The location ID is important to ensure the integration is pulling the correct data. It is a simple number like 1, 2, 3, etc.

If the client only has one location the location ID will likely be 1.

Your BioTrack database administrator will be able to obtain this information.

The location IDs are accessible in the BioTrack database in the locations table.

Note: If you unable to find this information, please include this in the request along with the Name of the location, and the developer will help find it in the second phase of the integration.

Member Level
OPTIONAL

Also referred to as just Member Level, this can be found where price points are configured. Blackbird needs the one that is used for normal sales. In price points, you can open the price point table, the first "level" listed in the drop-down showing the different levels is typically going to be the normal one used for sales (sometimes it is the only one if other price points have not been set up - it is often named "Non-Member" by default). If other price points have been set up, you may see things in the list such as MILITARY or VETERAN.

The Member Level provided for the integration will provide the price structure used on the online menu, and is only required if an online menu will be utilized.

Your BioTrack database administrator will be able to obtain this information.

It can be found as part of the Price Point table in the database.

  • The default member level in BioTrack is 1 and if you are unsure or want default pricing, you can enter 1 in this field.

Note: If you are unable to find this information, please include this in the request along with the Name of the desired Member Level, and the developer will help find it in the second phase of the integration.

Room ID(s)
OPTIONAL

This is the Room in which all active, sell-able inventory is kept. Often times, inventory is kept in more than one room - Blackbird will need to know which room(s) to pull inventory from through the integration, as this will be referenced for inventory details, price and available quantity. Please provide the ID of the room that corresponds with the actual sales floor, or whichever room is inventory is actively sold out of.

  • Often times, inventory is kept in more than one 'room'. The integration does support multiple rooms, so you can have one, or many rooms for the inventory sync.
  • It is only required if you are using the integration for an online menu.

Your BioTrack database administrator will be able to obtain this information.

The ID of the room can be found on the Inventory Room table in the database.

  • In BioTrack there is a default room for inventory that is not listed in the rooms table in the database. It is called Bulk Inventory and is often the actual room you use for your main, sellable inventory. To access this room through the integration, include '0' as the room id in the integration configuration.

Note: If you are unable to find this information, please include this in the request along with the Name of the desired Room, and the developer will help find it in the second phase of the integration.

To Add a New User with Admin Permissions in BioTrack…

To add a new user:

  1. On the top toolbar, click 'Administration'.
  2. Click Users
  3. Click Add New User

The 'Add a new user' screen appears.

  1. Enter a user name in the 'user name' field.
  2. Enter a password in the 'password' field.
  3. Enter the user's name in the 'Full Name' field.
  4. Select the ‘Administrator’ checkbox to designate the user as an Admin.

To assign permissions:

  1. Click on the Location drop-down to the left.
  2. Select the location for which you would like to set the permissions.
  3. Adjust for the appropriate settings to the right including at a minimum: Inventory, Sales, Customers, Miscellaneous, Compliance and Reports.

Once permissions have been configured for a location:

  1. Click on 'update' on the left-hand side under the Locations tab.
  2. To assign additional locations to the user, select them from the 'Location' drop-down.
  3. Check the 'Employee' checkbox to give the employee to access the system.
  4. Click 'OK' to save the new user.

Please Note: The information in this section came directly from the BioTrackTHC Manual and can be found at https://sites.google.com/a/biotrackthc.com/biotrackthc-manual/home.

Set Up Steps

Phase 1

The first step to setting up the integration is for you to obtain all the prerequisite information:

  • SSL: yes or no
  • Locally hosted or remotely hosted server?
  • Configuration credentials

Next, you will navigate to your Settings & Configurations Block and then choose the Integrations Hub Block.

You will need to select one of the BioTrack options:

  • BioTrack V2 (local): Legacy option to support those currently using the second version.
  • BioTrack V3 (local): Option for those with a locally hosted server.
  • BioTrack Remote: Option for those with a remotely hosted server.

Enter Authorization Info

Once you have selected either the locally hosted V3 integration or the remote server integration, you will be prompted to enter all the configuration credentials.

Enable Functionality

Once the authorization information is entered, you will be prompted to choose the sync functionality they would like to have with the integration.

Product Sync - You should enable this if you plan to use the integration to facilitate an online menu. This sync will pull inventory from BioTrack for all inventory from the specified room(s) and location. New and updated products will sync every 5 minutes.

Customer Sync - You should enable this if you plan to use a loyalty program where customers earn points for completed orders. This sync pulls customer information from BioTrack into Blackbird and allows Blackbird to associate customer info with orders, when available. New and updated customer information is pulled into Blackbird every 3 hours.

Order Sync - You should enable this if you plan to use a loyalty program where customers earn points for completed orders. This sync pulls in order information for completed orders in BioTrack. When used with a loyalty program, orders will be used to award customers points for their purchase. Order syncs run every 3 hours.

Notification Email - Adding a notification email is required for those using a menu. It is used to send email notifications of new orders received on a Blackbird menu. Without this email, your staff will have not be notified of new online orders outside of MyBlackbird.

Activate Integration

Once all info is added and the desired functionality is enabled, the last step is to set the integration Active and save the configuration information. The integration can be deactivated at any time.

Phase 2

After you have set up the base integration with the configuration credentials in MyBlackbird, the integration installation phase can begin. At this point, a time should be scheduled between you and an integration developer at Blackbird to do the installation.

  1. Schedule the installation time. It is recommended to schedule two hours, although it rarely takes that long.
  2. Ensure you have the latest version of Teamviewer installed. You will need to provide the ID and password to the developer doing the installation.
  3. If the server is remotely hosted, provide the IP address for the server.
  4. Blackbird developer will install the integration and ensure the data is syncing. This includes installation of the Blackbird Agent and connection to your database.

Monitoring Integration Activity

Monitoring the information shared between BioTrack and Blackbird is easy! You can navigate to the Activity Log within your Integration Hub Block to see what information is being pulled from BioTrack, how frequently new info comes in and if there are any errors with the integration.

Was this article helpful? Let us know below! We’re always trying to improve and would love to see your feedback.

If you have any further questions, feel free to reach us anytime by clicking on the help chat in the bottom left of your screen. We’re always happy to help!

Did this answer your question?