Sway Menu Integration Guide

Meghan
Meghan
  • Updated

Integration Process Overview

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

 

Integration Guide Disclaimer

For further assistance or questions, please reach out to your Sway Account Manager or Sway Support (support@sway.delivery) or use our Request Form to contact the Leafly Support Team. 

 

Leafly Setup - Generating your API Key 

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

Settings-Integrations.png

  1. Integration Setup
  • On the Integrations settings page, select 'connect my POS' to begin the integration sync process. 

ConnectPOS.png

  • Under POS System, select the drop-down to find Sway POS.
  • Click the option
  • Select continue to next step.
  • Once you do, your Leafly API key will be generated for you to copy. 

SwaySelect.png

  • Click 'copy' to copy your Leafly API key.
  • Once copied, click 'continue to next step' to continue the sync process on Leafly Biz. 

APIKey.png

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

AcknowledgeConnect.png

  • You will be taken back to the POS Settings page, with a success message in the upper right corner. 

Success.png



Sway Setup

Copy your Leafly API key into Sway

1. Log in to Sway 

2. Navigate to your Store Settings page

3. Add in the Leafly API key to the Leafly API key field for your location. 

  • If you have multiple stores in Sway, you will be able to set one Leafly key per store just as you would be able to set individual hours for your individual stores.

4. Click Save.


Leafly Configuration (post-POS sync)

Once you have successfully synced your 365Cannabis 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?

 

Default Item Status

On the POS Settings page, automatically set new and restocked items to either active or inactive by default. Items automatically set to an inactive status will need to manually be set to active before being visible on online menus.

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

DefaultItemStatus.png

Category Mapping

Related article: Mapping your categories on Leafly

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

If your POS assigned category does not align with a predefined Leafly category, it will be assigned a category of Other by default. Remap categories as desired on the POS Settings tab once your menu is successfully synced to Leafly.

Please note: The THCA Only and CBDA Only setting options are unavailable for this integration. 

CategoryMapping.png

 

Inventory Availability Rules

Related article: Setting inventory thresholds

On the POS Settings page, 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. 

LowInventoryThresholds.png 

 

Inventory Exclusion Rules

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

On the POS Settings page, you can permanently exclude inventory from appearing on your online menus. You can set exclusions by keywords and categories.

InventoryExclusion.png

 

Cannabinoid Calculation

Related article: Customizing your cannabinoid values on your Leafly menu

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

CannabinoidCalculation.png 

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?

 

Sway FAQs (please review prior to menu sync)

Is there a cost associated with using this integration?

  • No, there is no additional cost associated with turning on this integration.

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?

 

Once I make a change in my POS, how soon will I see the changes on Leafly’s menu? 

  • The sync occurs instantly, or at most up to 1 second between any change in Sway and the API call to Leafly.
  • Please allow up to 5 minutes for processing these changes. 

 

Can I manually update fields on Leafly Biz that are missing? 

With this integration, when you are synced, you can:

  • manually select staff picks

  • override status of items received from the POS

  • set inventory thresholds at a global and category level

  • override your POS menu items with your own product photography, descriptions, potency values and more

 

If you disconnect and choose to retain data from your last POS sync, any overrides made in Leafly Biz will remain unless a POS is reconnected and resynced to Leafly. 

 

If you disconnect and choose to restore pre-POS connected menu data, any overrides made in Leafly Biz will not remain and will be deleted. 

 

Do products on the menu have sales tax associated? 

Currently sales tax is not included in the pricing for products. Clients can update the pricing in their POS or use the Deals module to notify clients.

 

Can I regenerate my Leafly API key? 

If you need to regenerate your Leafly API key, please contact Leafly support using our Request Form.

 

Can I deactivate the menu sync?

Yes, you can disconnect your POS in Leafly Biz. 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?

 

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.

Is the Sway POS integration compatible with Leafly's Dual Menu feature?

  • Yes, Sway shares adequate information in sync payloads for Leafly to sort your product by medical or recreational status. You will be able to use Leafly's Dual Menu feature.
  • For more information, please refer to this article: Learn More - Dual Menus.

 

Field Mapping

Leafly Field

Sway Field

Notes

Product Name

Name

 

Category

Category

 

Strain Name

N/A

 

Brand Name

Brand

 

Potency Data (THC + CBD)

One field for THC and one for CBD

These are two separate fields, the person entering this data can enter either % or mg and Sway will automatically categorize it to fit with Leafly definitions

Description

Content

 

Product Image

Image

 

Price

Customer Price

 

Status (active / inactive)

Enable / Disable Pick-Up

Currently this is not available



For further assistance or questions, please reach out to your Sway Account Manager or Sway Support (support@sway.delivery) or use our Request Form to contact the Leafly Support Team.