Why Integrate Blackbird with BioTrack?

If you use Biotrack as the 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.

Key Features

Loyalty Program

You can use an integration with BioTrack to facilitate points per dollar loyalty. By pulling order information into Blackbird from BioTrack, 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.

Online Menu

Those using an online menu through Blackbird can find value in using the integration with BioTrack 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 BioTrack at all times.

Functionality

Information is shared between BioTrack and Blackbird in one way: Blackbird requests information from BioTrack and syncs it in Blackbird. Blackbird syncs customer, product and order information from BioTrack by accessing the BioTrack database directly. You will have the ability to determine what functionality is useful for your business application, and only enable relevant sync or push functionality. Below, each of the syncs and information pushes are described in more detail.

Customer Sync - The customer sync requests customer information from BioTrack 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 BioTrack, we have to know who the customers are in BioTrack. By syncing this info, we can ensure Blackbird and BioTrack are sharing customer information to allow accurate assigning of points per dollar spent.

The following fields are pulled from the customer profile in BioTrack:

  • First Name
  • Last Name
  • Email
  • Phone Number
  • Customer ID (Internal Use)

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.

Order Sync - The order sync requests order information from BioTrack 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 BioTrack:

  • Customer Info
  • Order Subtotal
  • Order Total
  • Total Taxes

Order syncs are set to run every 3 hours. On the first sync, all orders are pulled into Blackbird and on the subsequent syncs Blackbird pulls in any new orders from the previous 3 hours.

Order Push - Not implemented at this time. This feature is not currently available with the BioTrack <> Blackbird integration.

Product Sync - Syncing in products from BioTrack will be beneficial to those using an online menu through Blackbird. This functionality will allow inventory information already stored and maintained in BioTrack 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:

  • Price
  • Product ID
  • Product Name
  • Quantity
  • Unit Quantity

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).

Please Note on Product Pricing

Pricing is assigned to products in BioTrack using Member Levels. This allows you to create different price points for different customers groups. Because of this, product pricing depends on the member level of the customer. For example, there may be a member level created called Senior Member Level where all products are priced at a reduced amount than the regular price point. Then, any customer who is part of the Senior Member level will receive that price point for products.

The Member Level can be found where price points are configured. In price points, you can open the price point table, the first "level" listed in the dropdown 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. Because of this, products may have more than one price they could be sold for. When syncing product data from BioTrack, the Member Level to pull product pricing from must be defined so each product has a price. The integration will only pull from one member level.

Please Note on Inventory Rooms

BioTrack allows you to configure your inventory rooms to reflect how inventory is stored in actual store process. You are able to create as many rooms as you would like to. There is a default room that typically is called the Bulk Inventory Room. If inventory is not designated to a room specifically, it is in the Bulk room by default. This room is not typically listed in the Rooms table in BioTrack - sometimes this causes confusion for BioTrack users.

The integration supports multiple rooms. This means that if you want to sell inventory from many rooms online, they are able to include all the rooms. The integration will pull from the Bulk room (ID 0) by default if no other room is specified in the integration. One thing to keep in mind is that if you add a room ID to the integration, you should be sure to add 0 as well if you would like to keep the Bulk (default) room.

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