LB Aggregation Onboarding and Transition Walk Through

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Created by Mark Robert Turner and Paul Zarmati

Navigating the transition from one aggregator to another can be a bit of a challenge due to the varying POS limitations and setups. The following are a list of helpful suggestions to help guide you in your upcoming transition to Lunchbox Aggregation.

For Brand New Clients: 2 weeks advance notice for all Marketplaces is required.

Step 1: Connect to Lunchbox - Connect Lunchbox to the Point of Sale System before the transition.

NOTE: It is important to provide our team plenty of time to help ensure that the required location information and menu structure is compatible and that there aren’t any additional adjustments that need to made to ensure a successful rollout. Reference any available POS specific setup documentation to ensure your restaurant is ready to go. Articles can be found in our Help Center please click this link.

Step 2: Gather the goods - Collect all of the necessary information that will be needed for a successful transition by location and make sure that it has been included in your shared Configuration Workbook.

NOTE: It is important to be very specific by location. Restaurant Partners using POS that are not on some sort of Multi Location Management typically require different IDs per store.

Examples include but are not limited to:

  • Service Type POS ID’s

  • Payment Type POS ID’s

  • Service Fee POS ID’s & Amounts (Only if you are delivering your own 3rd Party Marketplace Orders)

  • Menu POS ID’s

  • Location POS ID’s

  • Surcharge - Pricing Uplifts (Toast Customers will achieve this with Menu Specific Pricing or the employment of a Open$ Tax Inclusive Menu item)

  • Throttling Rules (Maximum # of Orders, Max Sale $ and Interval)

  • Service Type Hours Overrides

  • 3P Marketplace Credentials

  • 3P Marketplace ID’s - Note: If your location doesn’t have a rep this can be found by connecting with the support team.

  • 3P Marketplace URL’s

  • 3P Marketplace Facilitator State Setup - Yes or No (Depending on if the DSP is responsible for paying the sales tax determines on how this is configured.

NOTE: Variable Marketplace Facilitator Setup - % Rates are needed to know which party is responsible for paying the portion of sales tax that is mandated by the state where you are operating.

Marketplace Facilitator Doc for reference,do%20not%20make%20this%20distinction.

Step 3: Schedule and Communicate with the 3P Marketplace (ie Ubereats, Doordash, Grubhub, EZCater) - It is advisable to plan a staggered implementable rollout schedule. Start with a single location to get a feel for the integration and for testing and then proceed as you see fit for rolling out your additional locations. Communicate with your 3P Marketplace Reps regarding the adjustment and rollout schedule, the more in the know your reps are the easier the transition will be. Two weeks notice should do the trick!

NOTE: Validate the launch dates that the 3P Marketplace allows for these types of transitions. Typically Thursdays are the sweet spot based on limitations that exist on the 3P Marketplace side for when new integration onboarding can occur. (Tues-Thurs)

24-48 hrs notice for Ubereats

Doordash 6 business days for integration 3 business days for photo ingestion Photo Approval can be bypassed by reaching out to your rep and requesting that they manually approve the photos.

Grubhub Needs 1-2 Weeks Notice

Step 4: Train the team - It is advised to be sure to train your staff within 1 to 2 weeks ahead of the transition so that they know what to expect for the upcoming rollout and any adjustments that may be required with this new integration. Be sure to plan your manager training with the Lunchbox Team.

Step 5: Remind and repeat - When preparing to launch, a notification email should be sent to the Aggregator that you are moving away from. CC the 3P Marketplace rep who is making the adjustment to notify them of the date and time of the integration removal and when the new one will be added. A reminder email should be sent the day before as well.

NOTE: If you have never worked with an Order aggregator before this step can be skipped.

NOTE: Most Marketplaces only allow for one API integration at a time per location. It is important that the connection be removed so that Lunchbox can establish the new connection.

Step 6: Test the integration - It is advised to place test orders through the Lunchbox Admin Login page (clientname) This step is critical to ensure that service type, tender, tips, tax and menu items are being sent to the POS Correctly. Also check hours, photos and menu setup to ensure information is being communicated properly to the 3P Marketplace and the menu looks great and appetizing. This will also allow restaurants to ensure tickets are working through downstream workflows correctly. (ie sales reporting, printer routing etc.)

Step 7: Let’s Launch - Once the integration have been activated via the 3PD Marketplace Teams. The Lunchbox Team will need to Push the Menu. The teammember will achieve this by clicking the Menu Tab>Edit Menu For a Location>Publish Menu

On the day of launch we recommend placing test orders using the 3P Marketplace Dashboard.

Use these checklists to help test once the menu has been pushed.

NOTE: Make sure to cancel any orders that have been placed to avoid drivers arriving for test orders.

PRO TIP: Contact each 3P Marketplace Rep or Support Staff and double check your restaurant category tags and information (ie Fried Chicken, Organic, Serves Alcohol etc) are up to date. 3P Marketplaces are very busy onboarding lots of clients and these steps have been known to be missed. Call into support they can assist in getting these setup accordingly. Improperly tagged restaurants leads to decreased visibility when guests are searching the 3P Marketplace for something to eat.

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