Biotrack via Headset Menu Integration Guide

Amy
Amy
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Please note: You must set up your account in Headset first. Getting set up on Headset is free. Please reach out to support@headset.io if you need to sign up and onboard with Headset. If you have both Headset and Leafly setup, you can proceed with the steps in this article. 

 

Menu Integration Process Overview

This article will walk you through the steps to successfully activate your Menu integration with BioTrack via Headset. You will complete the following high-level steps (in order) → 

  1. Review the Biotrack via Headset FAQs
  2. Obtain your API credentials from Headset
  3. Enter your Headset API credentials into Leafly Biz
  4. Activate and configure your menu sync in Leafly Biz

 

Integration Guide Disclaimer

For more information on the functionality of Headset, please visit: Headset Help Center 

For further assistance or questions, please reach out to Headset Support (support@headset.io) or email help@leafly.com for assistance from the Leafly Support Team. 

 

Headset Setup

1. Obtaining/requesting your Headset Credentials

To get started, email Headset at support@headset.io to request your API credentials for Leafly. You will be requesting the following identifier: Headset Store ID and Key

The Headset Team will onboard you and provide you with your Store ID and Key after they complete the setup in Headset.

For any onboarding questions pertaining to Headset, please connect with their team directly. 

 

 

Leafly Setup - Completing your Sync

1. Accessing the Integration Settings

  • Open your web browser and sign in to Leafly Biz → https://business.leafly.com
  • Navigate to the left side panel, and click on the 'Settings' arrow
  • A drop-down will appear. Select the 'Integrations' option.

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2. Integration Setup

To get started, click on the Connect my POS option once on the Integration Settings page:

 

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From the drop-down selection, choose the option: Biotrack via Headset. Select 'continue to next step' to proceed to the next screen:

 

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Enter your Biotrack via Headset Credentials and click 'test connection' to confirm that the API credentials are valid. You’ll need to enter a valid Headset Key to successfully connect. Your Headset Key will be an alphanumeric string, typically a series of words.

 

Once you’ve successfully tested your credentials, click 'continue to next step'

 

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Click 'acknowledge and accept' to accept the Data Override Warning and complete the sync process on Leafly Biz.

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You will be taken back to the POS Settings page with a success message in the upper right corner and POS Status of Connected. Your POS menu data will now begin to pass to Leafly.

At all times, you can preview your connection status from your Integrations Page, along with the number of items and last sync period: 

 

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Integration Configuration and Settings

Once you have successfully synced your Biotrack via Headset menu with Leafly, you can configure the integration and override menu data in Leafly Biz.

These changes will persist in your Leafly menu unless you disconnect and then reconnect your POS and resync your POS menu data.

Locate your Menu Manager Settings by checking out this Help Desk article: Where do I locate my menu manager settings and options?

 

With Biotrack via Headset, you have the following configuration settings in Leafly: 

  1. Default Item Status
  2. Category Mapping
  3. Inventory Availability Rules
  4. Inventory Exclusion Rules
  5. Room Exclusion Rules
  6. Cannabinoid Calculation
  7. Disconnecting your POS

 

Default Item Status

Automatically set new and restocked items to either active or inactive by default. Items automatically set to an inactive status must be manually set to active before being visible on online menus.

  • Items set to “Active”: these items will show up on all online menus and be set to “Available for Pick-Up/Delivery” if your store participates in any of Leafly’s order ahead programs.
  • Items set to “Inactive”: these items will be hidden from all online menus. They will no longer be “Available for Pick-Up/Delivery” if your store participates in any of Leafly’s order ahead programs.

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Category Mapping

Related article: Mapping your categories on Leafly

We currently support the following categories → Accessory, Seeds, Clone, Flower, Edible, PreRoll, Concentrate, Cartridge, Topical, and Other.

If your POS assigned category does not align with a predefined Leafly category, it will be assigned a category of Other by default. You can remap your POS Category to the Leafly category. 

 

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Inventory Availability Rules

Related article: Setting inventory thresholds

You can set inventory thresholds at both the Global and Category levels. If a threshold is defined, items with inventory counts under the thresholds set will be automatically hidden from your online menus. By default, the threshold is set to 1. 

Note: If your POS has the ability for thresholds, those settings will override Leafly. 

 

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Inventory Exclusion Rules

Related article: How do I exclude items from syncing over to my Leafly menu from my point of sale?

You can permanently exclude inventory from appearing on your online menus by product keyword or category.

 

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Room Exclusion

Related article: Including/excluding inventory rooms on Leafly

You can exclude inventory that resides within a POS “ROOM” that you do not wish to be shown on your online menu. 

 

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Cannabinoid Calculation

Related article: Customizing your cannabinoid values on your Leafly menu

You can select which calculation method is applied by default to the THC and CBD values coming from your POS menu on the POS Settings page. More information on the available calculation methods can be found here.

 

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Disconnecting your POS

To learn how to disconnect your point of sale, we advise following the instructions in this article: How do I disconnect my point of sale?

 

 

Biotrack via Headset FAQs

Is there a cost associated with using this integration?
  • Yes, there is a monthly cost associated with using this integration.
  • It is $30 per month per location to use this integration.
I have activated my sync, but the menu has not been updated; what are next steps?
  • Once you activate your sync, the data will take about 1 - 2 hours to appear on Leafly. If the menu has not been updated after this time, please email Headset Support (support@headset.io). 
When should I expect to see our Leafly menu up to date after making changes in Biotrack?
  • Changes within Biotrack will sync with Headset, which will sync to Leafly’s menu every hour.
  • You can force a sync within your Leafly Integrations Settings page and click the resync now button. 

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If I have an existing menu in Leafly, do I need to save it prior to syncing my POS menu?

  • No. Leafly will automatically save a copy of the menu that you maintained before connecting your POS system. If you encounter any issues with the data that is pulled in from your POS, you can quickly revert back by selecting “Disconnect and restore pre-POS connected menu data” when disconnecting the POS and reverting the menu back to its original state.
  • To learn how to disconnect your point of sale, we advise following the instructions in this article: How do I disconnect my point of sale?
Where do I upload my photos?
  • Biotrack via Headset does not currently support photo uploads to menu feeds. 
  • You can manually upload images via Leafly Biz (after the next sync, these images will remain). 
Can I manually update fields on Leafly Biz that are missing?
Do products on the menu have sales tax associated? 
  • If taxes are set in your Biotrack POS, only post-tax pricing will appear on Leafly. You are unable to display pre-tax pricing.
  • By default, we’re using PriceWithTax as the price. If PriceWithTax is not provided or this data is not included, the BasePrice is used.

Are Dual Menus supported with Biotrack via Headset POS? 

  • Yes. Leafly will display the medical or recreational pricing tier value on the corresponding shopper menu.
  • If there is no medical pricing tier, Leafly will display the PriceWithTax value. If PriceWithTax is not provided or this data is not included, the BasePrice is used.
  • For more information on Dual menus, please read: Learn More - Dual Menus

Why is Leafly showing something different for Brand or Strain information than what I have in my POS?

  • After Leafly receives a menu payload, we will try to match strain and brand information to existing entries in Leafly's database to cross-link and provide greater visibility for menu items across the platform.

  • Sometimes particular Strains or Brands do not exist yet in Leafly's database. In that case, we are trying to smart-match to the closest available entry. This can result in incorrect links.

  • You have the ability to change or remove incorrect links by editing those fields within your Menu Manager.

Can I make changes to item data on Leafly while my POS integration is active?

  • Yes, with some limitations.
  • You are able to override every menu item field except for the price point. This allows you to update Strain or Brand links or supplement other information like cannabinoid data, photos, or description. Leafly defers to your POS system as the source of truth for item pricing.
  • These manual overrides will persist on items you edit until they go out of stock and fall off your menu entirely.