Why Integrate Blackbird with Cova?
If you use Cova as your point-of sale software in the dispensary, and Blackbird for CRM tools or an online menu, you may benefit from setting up an integration between the two software platforms.
An integration allows for sharing of relevant data between the two platforms which can save time and money by eliminating double entry of data and reducing the need to manage info manually. Creating an integration for use with CRM and online menu features increases efficiencies and automates processes that would have to be handled manually.
You can use an integration with Cova to facilitate points per dollar loyalty. By pulling order information into Blackbird from Cova, points can be automatically awarded to customers based on the value of their order. This removes the need to manually add points to customer profiles for orders completed in the point of sale and incentivizes customers to spend more money.
Those using an online menu through Blackbird can find value in using the integration with Cova to pull inventory into Blackbird for sale online. This removes the need to duplicate the inventory in Blackbird manually and try to keep the two systems in sync with each other. It allows inventory information online such as price and available quantity to match Cova at all times.
Additionally, orders placed online can be sent directly to your Cova account with all the order information so there is no need to recreate orders (or customer profiles) that come in from the menu into Cova.
Information is shared between Cova and Blackbird in two ways: Blackbird either requests information from Cova and syncs and syncs it in Blackbird, or Blackbird pushes new information into Cova. Blackbird syncs customer, product and order information from Cova, and has the ability to push online order information into Cova. You will have the ability to determine what functionality is useful for their business application, and only enable relevant sync or push functionality. Below, each of the syncs and information pushes are described in more detail.
The customer sync requests customer information from Cova and stores it in Blackbird for use with a Blackbird loyalty program. In order to assign points to customers in Blackbird based on their orders in Cova, we have to know who the customers are in Cova. By syncing this info, we can ensure Blackbird and Cova are sharing customer information to allow accurate assigning of points per dollar spent.
The following fields are pulled from the customer profile in Cova:
- First Name
- Last Name
- Phone Number
- Customer ID
Customer syncs are set to run every 3 hours. On the first sync, all customers are pulled in to Blackbird and on the subsequent syncs Blackbird pulls in any new customers and updated customer information every 3 hours.
Customer Information in Cova
Customer information synced through the integration comes directly from customer profiles in Cova. To access customer profiles, you will simply need to select Customers from the navigation bar on the left to be taken to a list of customers. Below is an image of a customer profile in Cova and where to find the fields important for the integration: name, phone number and email address.
As mentioned above, it does not matter what type the phone number is listed as. The integration will pull the phone number regardless. The default type in Cova is home.
The order sync requests order information from Cova and stores it in Blackbird for use with the loyalty program. The order information is used to assign points to customers per dollar spent in the order. Orders are pulled for all statuses, but only completed orders are used to award loyalty points.
The following fields are pulled from orders in Cova:
- Customer ID
- Order Subtotal
- Order Total
- Total Taxes
Order syncs are set to run every 3 hours. On the first sync, all orders are pulled in to Blackbird and on the subsequent syncs Blackbird pulls in any new orders from the previous 3 hours.
This functionality sends online order information to Cova automatically when a customer places an order on a Blackbird menu. This will be helpful for those using an online menu and for those that do not want to manually recreate orders into Cova. Order information is pushed to Cova in real time - as soon as an order is submitted on the menu, the info will be sent to Cova automatically. A customer record will be created along with the order, if the customer does not exist in Cova already.
To determine if the customer exists in Cova, the integration checks for one of the following things:
- Phone Number
If there are no customers with a phone number or email in Cova that match the customer information from the order, a new customer record will be created in Cova. The new customer profile will include the information from the customer’s BlackbirdGo profile.
Syncing in products from Cova will be beneficial to those using an online menu through Blackbird. This functionality will allow inventory information already stored and maintained in Cova to be utilized on the menu. This removes the need for manual entry and upkeep of product information in two systems. Any changes made to inventory information like price or product attributes will be updated in Blackbird automatically. Additionally, stock quantity is tracked through the integration, so inventory items cannot be oversold and do not require manual removal from the menu when they run out.
The following fields from inventory are pulled into Blackbird:
- Catalog SKU ID
- Location ID
- Measurement Type
- Pricing Group
The product sync runs every 5 minutes. On the initial sync, all products are pulled in. On subsequent syncs only new products and updated products are synced (including price and quantity updates).
Product Structure in Cova
In Cova, there are Master Products, and Variations of the product. In this way Cova allows their clients to group similar items under a master item - this is similar to how Blackbird has products and inventory under the product. Master products in Cova have general product information like name, brand and category (referred to in Cova as classification), while variations have more detailed information like price, quantity and weight.
To find products in Cova, you will navigate to the Catalog section in the side bar and select My Catalog. This will bring up a list of all the master products.
Understanding What Products are Eligible for Product Sync
The integration pulls product variations (inventory). The product variations must be Active for them to pull through the integration.
Please Note on Product Pricing in Cova
All product variations are assigned a regular price when they are created. This is the default sales price that pulls through the integration. Cova also allows users to create pricing groups for special pricing circumstances. In this way, Cova users can override the default price with a new price based on the pricing group. It can be helpful to think of these pricing groups similar to discounts. For example, a client may make a pricing group for Seniors where all the product variations are sold at a discounted price for senior citizens. Another common use case for product variations is to denote medical pricing. You may make a pricing group so they can charge medical customers a lower amount than recreational customers.
Pricing groups can be found by navigating to Settings and selecting Pricing Groups.
By default, the integration will pull the default or regular price on the inventory (product variation). However, the integration configuration allows clients to select a pricing group to apply to all inventory instead of the regular price if they want to. When selected, the prices for all inventory coming through the integration will be based on the pricing group. There is no way to apply the pricing group conditionally via the integration. This can be a useful tool depending on how the client is using pricing groups. For example, if the client would like a separate menu for medical only customers, they could set up their integration using the medical customer pricing group and all the products on the menu would have that pricing structure.
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