FlowHub Order Integration Guide

This integration is currently in BETA. If you wish to join our Beta, please reach out to Leafly Integrations (api@leafly.com) and copy your Leafly account rep.

 

Process Overview

This article will walk you through the necessary steps to successfully activate Leafly’s Order integration with Flowhub POS. You will complete the following high level steps (in order) → 

• Setup Flowhub + Leafly Menu integration sync, if not already done
• Request Flowhub Order API credentials shared with Leafly
• Leafly to enable Flowhub Order integration in Leafly Biz
• Configure Order notifications in Leafly Biz

 

FAQs (please review prior to enabling Ordering)

What is the SLA for activating the Flowhub Order integration after sending the request? 

• Once requested, Flowhub will send your Order Ahead API keys to Leafly within 2 business days. Leafly will activate the integration within 1 business day upon receipt of the API keys.

Do I need to enable my POS menu sync from Flowhub before I can enable the Order settings?

• Yes, at this time it is necessary for you to have the Menu integration enabled and actively syncing prior to enabling the Order integration.You can find instructions to enable the Menu integration sync in the Flowhub Menu Integration Instructions article in the Leafly Help Center for POS Integrations, if needed.

Do I need to be a Pickup partner + Leafly customer in order to activate the Flowhub Order settings?

• Yes, at this time it is necessary for you to have Leafly Pickup activated in order to use the Flowhub Order integration.

Do customers receive notifications when the order status changes in Flowhub?

• Yes. Customers will receive automated SMS notifications when order status is changed within the POS.

Once Order Integration is enabled, will the Leafly Order Dashboard be disabled?

• Yes, the Leafly Order Dashboard will be read-only once the Order Integration is enabled . The dashboard will update appropriately, but will not be actionable.

Does Flowhub support a “hold queue”?

• No. Menu items are removed from inventory when the order transaction is completed.

How do I cancel an order?

• At this time you need to perform all cancellations within the POS. The Leafly order dashboard will update in the case of Cancellations.

Can I provide a cancellation reason?

• Currently, cancellation reasons do not carry through from Flowhub to the Leafly order dashboard.

How do I communicate that an order is filled back to Leafly?

• The order status will automatically be communicated to Leafly and the order status will be reflected in the Leafly dashboard. 

If a customer includes their personal information with their online order, is it included with the order in Flowhub?

• Yes. Leafly will pass the customer information provided with the order (MMID, f/l name, email address, phone number) and these details are visible in the order details in Flowhub.
• Leafly does not create new profiles or match with existing profiles in Flowhub. This step will be completed manually in the POS when the order is being fulfilled.  

Can I turn the Order Integration off?

• Yes. You can disable the Flowhub Order Integration at any time in Leafly Biz. You can find the instructions to disable the Order Integration under Leafly Configuration > Disconnect the Order Integration in this article. 

 

Flowhub Set Up

Flowhub Requirements

Flowhub requires the following in order to have Order Ahead functionality enabled for your location:

• Must have Flowhub Cashier
• An account with Leafly
• Must have inventory available in Flowhub

Note: Inventory in Flowhub must be in a “For Sale” room with a quantity above zero to be visible by Flowhub’s Inventory API. 

 

Flowhub Credentials

The first step is for you to email Flowhub Support (api@flowhub.com) requesting your Order Ahead API credentials be shared with Leafly. You will need to copy Leafly Integrations (api@leafly.com) on the request. 

 

Leafly Order Settings

Order Settings

Once Leafly receives your Order Ahead API credentials from Flowhub, Leafly will follow these steps to enable the Order integration in Leafly.

• Open your web browser and sign into Leafly Biz → https://business.leafly.com/Admin 
• Once on your dashboard, click on the Orders tab (a new window will open)

• Once in your Orders dashboard, navigate to your Order Settings in the upper right-hand corner.

• Navigate to Order Settings in the left hand navigation. 
• Once in your Order Settings
  • Check the box to enable the Order integration with Flowhub 
  • Enter the Order Ahead API key provided by Flowhub. 
  • Save to confirm. 

 

 

Order Notifications

Follow these steps to enable email notification alerts for Leafly Orders through the Flowhub Order integration. 

• Once in your Orders dashboard, navigate to your Order Settings in the upper right-hand corner. 

• Navigate to Order Notifications in the left hand navigation
• Check the box to enable email alerts for Leafly Orders 
• Enter the recipient email address and name
  • Save to confirm.

 

Flowhub Order Flow

Ordering Flow

This section will outline the steps necessary to find and fulfill Leafly orders in Flowhub. You can also find these steps in this Flowhub Help article. 

 

Access Order Ahead

When an order is submitted through Leafly, the order will come into Flowhub Cashier’s Order Ahead tab of the Cashier menu: 

• New Orders - All incoming orders that have not yet been picked up.
• In Progress - All orders that are currently being filled by employees.
• Ready - All orders that have been fulfilled, and the customer has been notified.

Accept an Order

• Select a customer from the “New Orders” column by clicking their name.
• You’ll now see the customer information (phone, email, and any notes for the order along with the order details) 

• The status will show as "New Order."
• This will switch to "In Progress" once the employee begins adding products to the cart.

Building the Cart

• The product list will show all products the customer wishes to purchase:

• Locate the item in-store. Once the item is located, you can scan the barcode or click the + button next to the item.
• As items are added the "Cannabis Counter" will update to reflect the customer's limit (if applicable).
• Once all items have been added to the cart the "Notify Customer That Order is Ready" button will become available:

• Click this button to notify the customer that the order is available and move the order into a "Ready for Pick-Up status"
• Click "Back to Status Board" in the upper left-hand corner to return to the main Order Ahead page.
• You'll see the order is now in the "Ready" column and will be available to be finished when the customer arrives.

Finishing the Order 

• The customer will check into Flowhub as they would normally.
• Locate the customer's name in the "Ready" column. Choose "Check Out". 
• This will open a customer modal where you can select the customer's profile:

• Choose "Open Cart". This will link the Order Ahead order to the customer's Flowhub profile and bring you into the customer's cart:

• Taxes will now be applied to the total. 
• Add any additional products the customer would like.
• If adding additional items:
  • You will get the message “Before modifying this sale, are you sure you have the correct order? Adding more items to the sale will link this customer’s profile to all future orders from this (integration partner)’s account”
    • Choose “Yes, add more items to cart” to continue or cancel to undo the add.
• Add any discounts that the customer qualifies for by adding an inline discount.
• You can now finish the sale as you would in Flowhub Cashier.
• After entering the cash/tender you'll get the confirmation that the customer was linked to their partner's profile, along with the option to reprint any labels or receipts. 

 

 

Integration Guide Disclaimer

For further assistance or questions, please reach out to Flowhub Support (help@flowhub.co) or use our Request Form to contact the Leafly Support Team. 

 

Please also visit our Knowledge Base for helpful hints and tips.