How to configure Automated POS Menu Updates & Publish

Lyre Montesines
Lyre Montesines
  • Updated

Summary

Our new feature, Automated Point-Of-Sale (POS) Menu Synchronization, simplifies menu management for Otter users. Here's how it works:

  • Synchronize with Ease: Your menu updates from your POS are now automatically reflected in Otter. Choose what you want to synchronize —item names, descriptions, photos, prices, new items, or items to delete.
  • Publish Effortlessly: Once your menu is synchronized with the POS, Otter can automatically publish it to your delivery platforms. You decide where and when—select the locations and platforms where you want the changes to go live.

With Automated POS Menu Synchronization, you save time and money on menu maintenance, while also boosting your order success rate.


User Instructions

This section illustrates step-by-step how to configure "Automatic Updates" and "Automatic Menu Publish".

 

How to configure automatic updates

 

Steps to configure “Automatic Updates”

1. Once you navigate to the Menu app to enable the automation, select the Settings gear icon on the top right corner.

 

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2. From the "Menu Sync" tab, enable the "Automatic updates from POS Menu" toggle.

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PLEASE NOTE: The automatic menu publish setting will be available only once you configure the Automatic updates from the POS Menu.

3. Configure the settings by selecting the information you wish Otter to update automatically from the POS.

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Note ⏰: This operation runs every 6 hours.

If a POS integration does not support one of the operations, the option will be grey and not selectable.

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4. You can choose whether to Save only the automated updates settings or also automate the menu publishing from Otter to your delivery platforms based on the last recorded menu changes retrieved from the POS.

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PLEASE NOTE: For accounts with "ADVANCED PRICING", you HAVE TO uncheck prices.
PLEASE NOTE: if you do not automate the menu publishing, Otter will only reflect the updates from the POS on the Otter menu. That means any new or deleted items won't be sent to the delivery platforms automatically. This might impact order processing through the POS.

How to configure automatic menu publish

 

Steps to configure “Automatic Menu Publish”

1. Once you configure the Automatic Updates, you can also enable the Automatic Publish by toggling on the Automatic menu publish option.

You will have to choose between two configuration options available, as shown below.

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Option 1 Option 2

Select "All location and services" option if you wish the menu changes to be automatically published to all the locations and delivery services linked to the current menu.

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Select the "Custom Locations and services" option if you want to exclude some of the locations or delivery services from the automatic Menu Publish process. This means that you need to select the locations and delivery services that you want to include in the Automatic Menu Publish process.

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2. At this point, you can "Save" your settings.

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Menu Publish Automation: if Otter does not detect any changes when reading the menu from the POS, the menu will not be published.

 

 

Steps to configure “Automatic Menu Publish”

1. Once you configure the Automatic Updates, you can also enable the Automatic Publish by toggling on the Automatic menu publish option.

You will have to choose between two configuration options available, as shown below.

4db2efc1-4dca-4a33-9f50-d4370f7e6d85.png

Option 1 Option 2

Select "All location and services" option if you wish the menu changes to be automatically published to all the locations and delivery services linked to the current menu.

1f43386c-1fcf-4357-af33-a6107fa499d8.png

 

 

 

 

 

 

Select the "Custom Locations and services" option if you want to exclude some of the locations or delivery services from the automatic Menu Publish process. This means that you need to select the locations and delivery services that you want to include in the Automatic Menu Publish process.

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2. At this point, you can "Save" your settings.

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Menu Publish Automation: if Otter does not detect any changes when reading the menu from the POS, the menu will not be published.

Frequently Asked Questions

Can I configure an exact timestamp when Otter will run the Automatic Sync?


Currently, it is not possible. 

Can I know when Otter ran the last Automatic Menu Synchronization?


In the "Manage POS links" tab, it is indicated when was performed the last successful update from POS. This log covers both Automated and Manual Synchronizations.

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What's up if the automation fails?


If the automation fails, you get an email with the details of the failed action, the affected service, and a tip on how to proceed.

If Automated Menu Update Fails If Automated Menu Publish Fails
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Is it working for all POS?


All the POS that support the menu import flow can use the Automated Sync and Publish feature.

Why the process run every 6 hours?


The 6-hour interval has been chosen to allow you to have the right amount of time to enrich your menu on the POS.

What's up if a new item is detected in the POS but it does not have a category attached?


If Otter detects a new item has been created in the POS menu and this item does not have a category assigned in the POS, Otter will create the item in the item list but not in the menu.

What's up if all the items of a category are deleted in the POS, but the category is not?


If Otter detects that all the items from a category have been deleted in the POS, but the category still exists in the POS, an empty category will be maintained in the Otter menu.

What's up if I add a new location after this settings are set up?


Even if you have “all locations” set up, the newly added location needs to be configured in the automation settings.

Can I still use the "Update from POS"?


Yes, of course. If you need to update the menu from the POS without waiting for the automation to run you can use the “Update from POS” button.

Will this automation impact Otter items availability?


Yes, it is a configurable option. There is an available option in the settings that can allow you to have the POS items' availability reflected in the delivery services menu through Otter.

Note: By flagging this option, the item availability will be reflected to the delivery service without the need to publish the menu.

Does it have an extra cost?


This feature doesn't have an extra cost.

What if the “Menu Synchronization” tab is not visible?


If you do not see the “Menu Synchronization” tab please go back to your menu and make sure you are connected to the POS by following the steps below:

  1. From the main Menu page, click on “Connect to POS”.
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  2. Your POS name will be displayed, so you can select it and Connect it.
  3. Once this process ends, the “Menu Synchronization” tab will be available.

 

Need help? Our support team is available via the following channels:

  • Chat - Our live agents are available 24/7 to help you through your Otter device. Tap the chat button on the top right corner of your POS device. 
  • Telephone or SMS/text - Call or text us anytime at 1-727-268-8471 for prompt service from our Otter POS support experts.
  • Email - Send us an email at otterpossupport@tryotter.com and get a response within 24 hours

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