Integration Overview
What is a POS integration between Otter and Aloha BSL POS?
A POS integration is when you connect your online channels and delivery platforms with your Aloha BSL POS, via Otter.
It creates real-time and direct communication between the delivery platforms and Aloha BSL, removing most manual inputs and actions required to synchronize those systems.
What is the necessity of integrating your Aloha BSL POS with Otter?
When online food orders from Delivery platforms represent a significant part of the business of a restaurant, they start feeling multiple operational pain points, that all find answers and solutions with a POS integration.
Otter’s point-of-sale integration allows orders from your delivery partners to flow directly into your point of sale. This integration has numerous benefits including:
- Automatically synchronize the Menu from Aloha BSL POS to your delivery channels, with no manual actions
- Sending all orders to flow directly into your Aloha BSL KDS seamlessly
- Sending all orders to print using Aloha BSL POS printer
- Eliminating the manual entry of delivery platform orders into the POS
- Improving the quality of the data by reducing errors from manual entry
In conclusion, an integration with Aloha BSL POS can save time and money, on a daily basis, and make your business more successful.
How does the Otter & Aloha BSL integration work?
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Step 1: Menu Sync A POS integration with Aloha BSL starts by a “Menu Sync” where Otter reads the menu in Aloha BSL POS and then links the items in Aloha BSL to the items published to the delivery platforms. |
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Step 2: Order Injection A POS integration with Otter allows customers to get Online Food Ordering platform orders sent directly to their POS. This means that if you are POS integrated when you receive an online food order through Otter, the food order will automatically be sent to your Aloha BSL POS and be processed by the POS as any other order |
How to Connect
The process to get the Otter & Aloha BSL Integration
| Steps | Process |
| 1 |
Contact the Otter Support or your Onboarding Specialist to email you the NCR Platform Data Release Form |
| 2 | After signing the form and filling out all the necessary information, such as Site Name, Customer Name, NCR/Reseller Account Representative and Aloha Hasp ID, email it back to Otter. |
| 3 | Wait for your Onboarding Specialist to contact you once all setup is done from Otter’s side. |
What if I previously worked with another POS integration provider? (e.g. Chowly, It's a Checkmate, Deliverect, OLO)
- Please reach out to the Prior POS integration Provider to remove integrations from all delivery partners. They cannot just be disconnected, they need to be removed or the delivery partners will not let us connect. Please set a specific time to disconnect/remove the Prior POS Integrator and we can immediately launch the Otter integration.
- Please connect with your Delivery Partners to set the “tablet order protocol”. The Prior POS Provider often has you change the order protocol so we’ll need to revert it back to the tablet. The Delivery Partners should be able to confirm/get this done quickly
- Similarly, please connect with your Delivery Partners to allow us menu edit access on all Delivery Partners.
To confirm, there is no downtime in terms of accepting orders if you follow these steps, and you can have an Order Manager running on the Otter tablet to aggregate those throughout the process. Still, we cannot link/publish to your Delivery Partners until the above steps are followed.
Configuration
Before initiating a POS integration with Otter, it's essential that the system is set up correctly.
If you haven’t used Aloha online or any other 3rd party aggregator you will need to contact your Aloha support representative to have this set up. Use the “Integrating Aloha Takeout & BSL” guide.
If you have used Aloha online ordering or any other 3rd party aggregator majority of this should be set up. Below are the steps to complete the setup. You will need your aloha support representative to complete Step 1 as it does require admin access.
How to complete the setup
| Steps | Process | Additional Information |
| 1 |
Program the EUID and Org ID into your POS system. (ADMIN ACCESS NEEDED)
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| 2 |
Tender Set up
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These will be configured on the Otter Platform so orders can be tendered out.
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| 3 |
Aloha Menu Configurator Setup
Use “Understand the menu Configurator Screen” for more information on the menu configurator layout. |
Once all these steps are complete please contact your onboarding specialist. They will then link the site to the Otter platform and pull the menu into the business manager.
You will need to work with your Aloha Support Representative to complete the menu configurator setup.
Menu Management
Menu best practices
Before initiating a POS integration with Otter, it's essential to ensure the usability and quality of the Menu in Aloha BSL POS.
Best practices include:
- Add all categories that you would like to have on your delivery channels (UberEats, Doordash, etc.) in the POS.
- Add all items/item variations/modifiers that do not already exist in Aloha precisely as you want the guest to see them on delivery channels.
- Review and clean the names, descriptions, and prices to make sure they are ready to be published to the delivery platforms.
Otter will be synchronized with the delivery platform menus so that they will reflect how they are in Aloha, giving you the ability to completely control your guests’ experience directly from Aloha BSL POS.
How to prepare your Menu in Aloha BSL POS?
In order for Otter to successfully send orders into Aloha BSL, you need to make sure that your menus in Aloha BSL are set up properly to be able to import the information into Otter and then to be able to match up orders coming in from your online platforms.
Please, make sure that:
- All items need to be on submenus and able to be rung and sold from your terminal
- Modifier Items need to be in a group attached to the items that will be modified
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Modifier Codes in Aloha BSL (NO, Extra, SUB) aren’t recognized by online platforms (or Otter)
- You need to create modifier items for modifiers that will be needed (No Chicken, Extra Chicken, Sub Chicken, etc) and place them in a modifier group attached to the item.
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All items to be available in Otter need to be in a General Sales Category in Aloha BSL.
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You can use All Items Category already in your system or you can create one called Otter (Any General Category will work)
- In Aloha go to Maintenance → Menus → Categories
- Use drop down to find General Category you are using
- All items need to be included. Any new items can be included by clicking the item on left and using arrow key in middle to bring item to included column
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You can use All Items Category already in your system or you can create one called Otter (Any General Category will work)
Click Save and Exit when finished
For more information on how to build your menu in Aloha, check this video out or reach out the Aloha Help Desk.
Tips to a perfect Menu Structure
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Modifier Groups |
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| Modifiers |
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| Photos | Make sure to have high-quality photos to feature on the menu. Check this guide to learn more |
Setting up Menu Auto-Sync with Aloha POS?
Menu Auto-Sync with Aloha BSL POS is the best way to ensure a reliable POS integration with minimal maintenance on the long run. It is a best practice used by most Otter customers to manage their Menus in Aloha BSL POS, and automate the update of all the other menus in their Delivery Platforms.
Here are the steps to enable Menu Auto-Sync with Aloha BSL POS:
How to set up Menu Auto-Sync with Aloha BSL POS
| Steps | Process | Additional Information |
|---|---|---|
| 1 | Open your Otter Dashboard, if you don’t have access, please contact Otter's Customer Support. | |
| 2 | Go to Otter Menus app, and select your menu. | |
| 3 | Click on the Settings icon in the top-right corner. | |
| 4 | Click on the Menu Sync tab enable the "Automatic updates from POS Menu" toggle. | |
| 5 |
The automatic menu publish setting will be available only once you configure the Automatic updates from the POS Menu. Configure the settings by selecting the information you wish Otter to update automatically from the POS. |
When Menu Auto-Sync is enabled, it will run every 6 hours, and will ensure the Menus are kept Synced. Check more details in this article.
Use the Otter SSMM to manage your Menu
Self-Serve Menu Management (SSMM) is an Otter feature that allows you to create, edit, update, manage, and publish menus from Otter’s Business Manager tool.
You can find here all the helpful guides about the tool and its features.
Order Management
For these next steps, please, contact your Onboarding Specialist or the Otter Support team to enable the Order Injection.
What is required for the Order injection to work perfectly?
The order will be injected to your Aloha POS only if the menu is Synced, meaning that all Menu items you have listed on Otter must be the same Menu items you have listed on your Aloha POS.
Please, follow these guides to ensure your menus are Synced with Aloha POS:
- Enable Menu Auto-Sync
- Trigger a manual Menu Sync in Update from POS
Integration FAQ
Why is my menu updating without any action from me?
Expand for further information
The menu updates automatically due to our new feature, Automated Point-Of-Sale (POS) Menu Synchronization, also known as 'Menu Auto-sync', which should be activated on your account. This feature is designed to ensure that your menu remains updated without requiring manual intervention. It synchronizes your menu every 6 hours, ensuring that any changes made are promptly reflected in Otter and from Otter to your delivery apps. Please, check this article for future information.
Why is my item in Aloha BSL POS not importing to Otter?
Expand for further information
Please, answer to these troubleshooting questions:
- Is my Aloha BSL POS connection working? If it’s not, please make sure to have a stable internet connection and try again.
- Is my item assigned to the General Sales Category in Aloha BSL? If it’s not, please make sure that every item you need is assigned to the General Sales Category in the, so Otter integration can read them.
How will my Item Variations look on the delivery platforms?
Expand for further information
Key-words:
| Mod groups vs variations, automated renaming, menu optimization |
The item Variations will be imported as separate items into the delivery platforms. Therefore, the names of item variants will be combined with the item name.
For example, the “Large” variation of the “Vanilla” item will become “Vanilla” and “Large - Vanilla”.
If you don’t want this naming for your item variations, please create separate items for each item variation or add them as a modifier group.Please be careful of using both modifier groups and variations.
What if I have different prices online and in-store?
Expand for further information
Key-words:
| Price management, prices overrides, auto-sync prices |
Currently, if you have different pricing for in-store vs delivery platforms, there are 2 options:
Option 1: Creating new items with uplifted price for delivery/integration use only
This option here will provide better long-term integration success, as it provides specific parameters for troubleshooting post-live when needed.
Option 2: Utilizing Otter’s POS Self-serve Menu Management Tool to update them
This is the recommended route if you do not want to duplicate your items within Menusifu POS. If you would like to utilize this tool, please notify your onboarding specialist.
How to check if my Otter Menu is correctly correctly Synced and linked to my Aloha BSL POS Menu?
Expand for further information
Follow the next steps if you are already up and running with your Menusifu POS integration, if you’re new to POS integration, you can also contact Otter Support to set you up.
| Steps | Process | Additional information |
| 1 | Select your Menu in the App list, then enter in your menu | |
| 2 |
Click on Manage POS Links |
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| 3 |
In “Manage POS Links”, review the “Links summary” section at the top. If all 3 boxes indicate that there are 0 unlinked items, 0 unlinked modifier groups, and 0 unlinked modifiers, it means the Otter menu is correctly Synced with Aloha BSL POS. |
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If any of the boxes indicates a number of unlinked items or modifier groups or modifiers, it means the Otter menu is not correctly synced with Aloha BSL POS. Unlinked items can result in order injection failures and missed orders. |
How can I reach out to Aloha BSL support if I have an issue?
Expand for further information
You can reach out to the Aloha Help Desk if you have other questions regarding the POS system.
How to fix printing issues?
Expand for further information
For printers configured by Otter the appropriate troubleshooting steps will vary depending on whether your printer is Cloud-enabled, Bluetooth-enabled, or Hardwired. Find your type of printer below, and follow the directions listed.
- Troubleshooting Cloud and Hardwired Printers
- Troubleshooting Bluetooth Printers
- How Do I Replace My Printer?
For additional help or information, you can contact Otter Support
If you are printing directly from your Aloha BSL POS system, please follow these steps:
- Ensure you have a stable internet connection to your Aloha BSL tablet.
- Make sure that there isn't a large order backlog, as this can cause delays.
You can check this guide for more details or contact Aloha BSL Support
What happens if an order is not injected?
Expand for further information
If there is ever an issue with an order and the order cannot be injected into Aloha BSL, then that issue will surface in the Otter tablet and appear as a POS Error.
This should not be expected often, but if it occurs then the order can be manually entered into Aloha BSL.
If orders are auto-accepted in Otter, does the order need to be acknowledged in the POS?
Expand for further information
If orders are on auto-accept then the order will be imported into the POS at the time of acceptance and the order will automatically print at the appropriate time without any action from the store. To appear in the reporting, the ticket needs to be assigned a payment type and closed out.
What if an order is canceled by the customer?
Expand for further information
Order cancellations are not reflected through the integration. If an order is canceled, the cancellation will be surfaced in the Otter tablet, after which the order should be manually canceled in Aloha BSL.
To enable accurate reporting, canceled orders should be actioned upon within the point of sale.
How do scheduled orders work?
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Orders will automatically be imported into Aloha BSL from Otter 30 minutes before the order is scheduled to be picked up. These orders will surface in the Otter tablet 60 minutes before ready time.
Will it show which delivery partner the order is from?
Expand for further information
Yes, the delivery partner name and delivery partner order ID will be included in the order details once injected into Aloha BSL.
If Otter loses connection to my point of sale, will my delivery accounts be taken offline?
Expand for further information
No, your orders will continue to be executed within the delivery partners and within Otter. However if the integration is offline for any reason, you should manually enter the orders into Aloha BSL.
How are tips accounted for?
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Tips collected in the delivery partner platforms will be routed directly to the third party courier and will not surface in your Aloha BSL POS.
How is sales tax accounted for?
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Sales tax is computed within Aloha BSL based on the tax rules that have previously been set up in Aloha BSL.
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