1. Why Integrate Blackbird with Leaf Logix?
  2. Key Features
  3. Functionality
  4. Preparing Leaf Logix for Preordering

Why Integrate Blackbird with Leaf Logix?

If you use Leaf Logix 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 otherwise have to be handled manually.

Key Features

Loyalty Program

You can use an integration with Leaf Logix to facilitate points per dollar loyalty. By pulling order information into Blackbird from Leaf Logix, 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 Leaf Logix 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 to match Leaf Logix at all times.

Functionality

Information is shared between Leaf Logix and Blackbird in one way: Blackbird requests information from Leaf Logix and syncs it in Blackbird. Blackbird syncs customer, product and order information from Leaf Logix. 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 Leaf Logix 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 Leaf Logix, we have to know who the customers are in Leaf Logix. By syncing this info, we can ensure Blackbird and Leaf Logix are sharing customer information to allow accurate assigning of points per dollar spent.

The following fields are pulled from the customer profile in Leaf Logix:

  • First Name
  • Last Name
  • Email
  • Phone Number OR Cell Phone
  • Address (street, city, state, zip)
  • Customer ID (internal - used to match customers and orders)
  • Last Modified Date (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.

Note on Customer Phone Numbers in Leaf Logix

There are two phone fields in Leaf Logix for customer profiles - the main one is called phone and there is a secondary, newer field called mobile phone. The integration will pull from mobile phone first and then phone if there is no mobile phone listed.

Customer Push

This functionality pushes a list of all customers from our platform. Customer Push automatically generates all customer profiles attached to online orders in your POS. Blackbird pushes customer data to POS.

Impacted Feature - Online Ordering

Benefits of Use - Allows for online orders to be sent to POS with associated customer details (with Order Push). Updates POS with customers from online orders that are not yet in the POS.

Order Sync

The order sync requests order information from Leaf Logix 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 Leaf Logix:

  • Customer ID
  • Discount Total
  • Order Total
  • Subtotal
  • Total Tax
  • Transaction ID
  • Transaction Date
  • Last Modified Date

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.

Order Push

This functionality sends online order information to Leaf Logix automatically when a customer places an order on a Blackbird menu. This will be helpful to those using an online menu and for those that do not want to manually recreate orders into Leaf Logix. Order information is pushed to Leaf Logix in real time - as soon as an order is submitted on the menu, the info will be sent to Leaf Logix automatically.

A customer record will be created along with the order, if the customer does not exist in Leaf Logix already.

To determine if the customer exists in Leaf Logix, the integration checks for one of the following things:

  1. Phone Number
  2. Email

If there are no customers with a phone number or email in Leaf Logix that match the customer information from the order, a new customer record will be created in Leaf Logix. The new customer profile will include the information from the customer’s BlackbirdGo profile.

Preparing Leaf Logix for Preordering

Leaf Logix built a few features to support online ordering functionality to help create a seamless order fulfillment workflow. It is recommended that you set up this functionality in Leaf Logix before enabling order submit functionality in MyBlackbird in your integration.

Creating Preorder Guest List Statuses

In Leaf Logix, customer and order management is done from the Guest List. This section allows staff to check customers in, create carts for customers and process orders. When new online orders come in to Leaf Logix, the customer and the order are represented in the Guest List.

Leaf Logix allows you to customize statuses that can be automatically assigned to customers in the Guest List. In this way dispensary staff will have better insight into the type or order they are filling and where the customer came from. It is recommended that preorder statuses are set up if they are not already, as it will make the order fulfillment workflow easier and faster for staff.

To add statuses to the Guest List, users can navigate to POS section > Layout > Guestlist Status. Users will select the plus icon at the top of the status list to create a new one.

You are encouraged to create pickup and/or delivery statuses pending the functionality they are offering on the online menu.

Once the new statuses are created, users may want to set the new statuses as the preorder defaults. This will automatically assign new online orders to the status set here, allowing dispensary staff to see where the customer came from and their order type directly in the Guest List. In the Status Settings box, users will simply match their newly created statuses to New Preorder (pickup) and New Preorder (delivery) drop-downs. Once saved these statuses will be automatically assigned to the incoming online orders.

The image below is directly from Leaf Logix and can help explain the intended use of the Guest List statuses in further detail.

*image courtesy of Leaf Logix.

Preorder Notifications

Leaf Logix allows you to setup an email notification to send to customers as receipt of the order. You can elect to receive a copy of the email as well. You should be aware that there may be some overlapping functionality with Blackbird’s email functionality. For example, if you set up the email notification in Leaf Logix to send as an order received confirmation, customers will get duplicate emails, as a confirmation is sent to customers from BlackbirdGo directly as well. If you set this up to alert customers that their pickup order is ready, it may simply compliment the Order Ready text notification that is sent from Blackbird. Because this feature is optional, you may want to rely on the BlackbirdGo emails to notify the customer, but should be something you consider before enabling order submit functionality.

To customize this functionality in Leaf Logix, users will navigate to the main Maintenance section > Preorder Settings.

When Send Email To Dispensary on Preorder is selected, you will enter a Send Notification Email To field to receive a copy of the email.

Preorder Functionality in Leaf Logix

Leaf Logix organizes functionality within their software into what they refer to as Modules. Customer information and order functionality are housed within the POS module. Within the POS module is the Terminal. The Terminal houses the Guest List, which is where customers are created and checked in, and orders are made, fulfilled and processed. Most day to day dispensary functionality is done in the Terminal, and most dispensary staff will primarily use the Terminal. While the Terminal can be accessed from the main Leaf Logix software navigation, it does require an additional log in. In this way, the Terminal URL can be given to dispensary staff, while managers and administrators can operate with the full suite of Leaf Logix modules.

All online orders will come in to the Guest List within the Terminal. If preorder statuses are created, online orders will have the respective status when added to the Guest List. For example, an online delivery order placed on BlackbirdGo will appear in the Guest List with the customer name and cart items, and will be assigned to the Delivery status automatically (assuming the status was created before enabling order submit functionality). In this way, fulfillment staff will be alerted that the customer came from the online menu and will be able to check customer information and fulfill the order in accordance with dispensary protocols.

The image below shows the Guest List, where new online orders will come in. From here, fulfillment staff can fill the order and move it through the processes set up by the dispensary.

Product Sync

Syncing in products from Leaf Logix will be beneficial to those using an online menu through Blackbird. This functionality will allow inventory information already stored and maintained in Leaf Logix to be utilized on the menu. This removes the need for manual entry of products 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:

  • Batch ID
  • Batch Name
  • Brand
  • Category
  • Description
  • Price (updated in real time)
  • Product ID
  • Product Name
  • Quantity (updated in real time)
  • SKU
  • Test Results: Leaf Logix has a 'Test Results' boolean
  • Unit Weight

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).

Inventory Rooms in Leaf Logix

Leaf Logix clients have flexibility in configuring their inventory rooms for different uses, including cultivation operations, dispensary sales floors, quarantine and testing rooms, and designated rooms for inventory to be sold online. Blackbird can only pull inventory that is in a room that is designated as available for e-commerce.

Clients will be able to identify if a room is available for e-commerce by navigating to Maintenance in the side navigation and clicking Rooms from there.

Within each room, there is a setting for Is E-commerce Room? which should be set to yes if the client would like inventory in this room made available for a Blackbird menu through the integration.

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