Connect Lightspeed POS
What this does
Connect your Lightspeed Retail X-Series account and your loyalty program earns right from your Lightspeed register. When your staff ring up a paid sale with a customer attached, Passtastic picks it up automatically, no separate device for earning. Rewards apply at checkout too: once a customer's card is ready, the discount is available at the register, either on its own or with a promo code.
Stamps and points appear on the customer's card within about a minute of the sale.
This integration is available on every Passtastic plan: Single Location, Multi-Location, and Groups & Brands.
Which cards can earn from Lightspeed sales
- Points and level cards earn according to your points rules, the points rule attached to the card decides how much a sale is worth. If a card has no points rule attached yet, it won't earn until you set one up.
- Stamp cards earn 1 stamp per paid sale, no rule needed.
- Coupons, bundles (prepaid stamp / prepaid points) and memberships can't earn from Lightspeed sales. These types don't have a way to accrue from a POS transaction, so they won't show up in the list of cards you can turn on.
Before you start
- A Lightspeed Retail X-Series account with an admin login, so you can approve the connection.
- At least one published loyalty card in Passtastic that can earn (a points, level, or stamp card). If you don't have one yet, create it first from Programs → Create New Program.
- For points and level cards, a points rule attached so the card knows how much a sale is worth.
Step 1: Connect Lightspeed
1. In your Passtastic dashboard, open Settings, then Integrations (under Business), and find Lightspeed POS.
2. Click Connect Lightspeed.
3. Log in to Lightspeed and approve access for Passtastic.
Lightspeed's login screen may show a notice that Passtastic isn't approved by Lightspeed. That's expected, this is a private app, not one listed in Lightspeed's public app store, and Lightspeed shows that notice for every private app. Approve the installation to continue.
4. You'll be redirected back to Passtastic automatically once you approve.
Step 2: Choose which cards earn
Once connected, you'll see Your loyalty cards, every points, level, and stamp card in your account. Turn a card's toggle on to start earning from Lightspeed sales.
- For points and level cards, make sure a points rule is attached, cards only earn once a points rule is set up for them. If none is attached yet, use Set up your points rules on the same page.
- Stamp cards don't need a rule, turning one on is enough; it earns 1 stamp per paid sale.
Step 3: Set the reward
Open a card's Reward section to set what a customer gets at the register:
- Fixed amount or Percentage off, then the Value.
- A Label for the receipt, shown on the register when the discount is applied.
- Require a promo code at checkout: turn this on so the reward doesn't apply by itself. Your staff type the code under Promo code at checkout, with the customer on the sale.
Click Save to store the reward, or Remove to take it off the card.
Registers load promotions when they open. After saving a reward, reopen the Sell screen on each register once so the new reward is picked up there.
Step 4: Members in your Lightspeed customers
In Settings, the toggle Add members to my Lightspeed customers automatically controls whether Passtastic writes your loyalty members into Lightspeed's own customer list.
When it's on, joining your loyalty program adds the customer's name, email, and phone to Lightspeed so your staff can find them at the register in one search. A customer who already exists in Lightspeed is linked, not duplicated.
The one habit that matters: add the customer to the sale
Points and stamps only land when your staff add the customer to the sale in Lightspeed, searching by name or phone the same way as adding a customer to any sale. A walk-in sale rung up with no customer attached earns nothing.
How a reward is used at checkout
Each card's reward has one setting, Require a promo code at checkout, and it decides how the reward reaches the customer. In both modes the customer must be on the sale, the same step that earns them the stamp or points.
Off (the default): the reward applies by itself. Ana has a 10-stamp coffee card. On her tenth visit the stamp lands as usual and her card shows 10 of 10. On her next visit the cashier puts Ana on the sale, adds her order, and the register shows the reward line on its own, for example "Free item, minus 5.00". Nobody asks for it and nobody types anything. A few seconds after payment, Passtastic marks the reward as used and resets her card to 0, so the next visit earns normally and the discount does not appear again. Pick this for small, frequent rewards where you want zero friction at the counter. The one thing to know: the customer cannot save the reward for a later visit; it applies on the first sale after the card is ready.
On: the reward applies only with the code. The reward form shows a short code for this card, for example NRXRO1QM. Ana comes in with a full card and asks for her free item. The cashier puts Ana on the sale, taps Promo code, types the code, and the reward line appears. If nobody types the code, nothing is deducted and Ana keeps her full card for another day. If the cashier types the code for a customer whose card is not ready, Lightspeed refuses it. Pick this when you want the customer to ask, when the reward is worth more, or when you prefer that staff decide when it lands. The code stays with the shop, so give it only to staff.
Good to know in both modes:
- The reward comes off one item on the sale, not once per item.
- The sale that uses the reward does not also start the next card: the card goes to 0, not to 1.
- Only one promotion applies per item. If you also run your own promotion in Lightspeed, say 20% off all dresses, and Ana buys a 50.00 dress with a full card, Lightspeed applies the better of the two on that item. Ana gets the 10.00 off, the Passtastic reward is not used, and her card stays full for a later visit.
- The customer's card updates within about a minute of the sale, so a reward that was just earned may take a short moment to show as ready.
- Registers load promotions when the Sell screen opens. After saving or changing a reward, reopen the Sell screen on each register once.
- The Passtastic Scanner app still works exactly as before, if you'd rather confirm a reward with a quick scan instead of relying on the register.
Voided sales
If a sale is voided in Lightspeed, Passtastic takes back the stamps or points it credited for that sale.
Troubleshooting
I see a banner saying my connection needs to be renewed. Your Lightspeed connection has expired or was revoked. Click Reconnect Lightspeed on the integration page and approve access again, your card and reward settings are kept.
The reward didn't appear at the register. Check three things: the register may not have picked up a reward saved after it was last opened, reopen the Sell screen once. The customer may not have been added to the sale. Or the customer's card may not yet have enough points or stamps for that reward.
Points or stamps didn't arrive. The most common cause is the customer wasn't attached to the sale (a walk-in sale never earns). It can also just be timing, allow about a minute after the sale for the card to update. If it still hasn't arrived, check Last checked on the integration page to confirm Passtastic is still polling your Lightspeed sales.
For running loyalty without a POS, or connecting other tools, see POS Systems & Integrations.