Academy → Glossary

POS integration for restaurants: definition and setup guide

Connecting a restaurant's reservation system with its point of sale to share guest data, spending history, and operational insights.

POS integration is the connection between a restaurant’s reservation system and its point of sale, enabling both systems to share guest data, spending history, and operational information. For restaurants, this connection turns two separate data silos into a single guest profile. A host who can see that a returning guest always orders the ribeye and spends $120 per visit can deliver personalized service that builds loyalty and increases check averages.

Key facts

Definition: A data connection between reservation and POS systems that syncs guest and transaction data
Key benefit: Unified guest profiles with booking history and spending data
Good benchmark: Complete guest profiles for 80%+ of reservation guests
Why it matters: Personalized service driven by data increases guest loyalty and average check size

The quick definition

POS integration connects your reservation system (where guests book) with your point of sale (where transactions happen). When these systems talk to each other, data flows both directions: the reservation system tells the POS who is coming and what they have ordered before, and the POS tells the reservation system what they spent and ordered this time.

Data Direction	What Flows
Reservation to POS	Guest name, party size, special requests, VIP status
POS to Reservation	Spending history, items ordered, visit frequency, average check

Why POS integration matters

It enables personalized service

With integration, your host stand knows more than just a name and party size.

Without Integration	With Integration
”Table for 2, Smith"	"Mr. Smith, welcome back. Your usual table by the window?”
No history visible	Sees last 5 visits, favorite wine, spending history
Generic greeting	Personalized experience

Personalized service driven by data increases repeat visits by 20-30% and average check size by 10-15%.

It creates complete guest profiles

Reservation data alone tells you when someone books. POS data tells you what they order and spend. Together, they create a profile that enables smart marketing and better service.

Profile Element	Source
Contact information	Reservation system
Visit dates and frequency	Both systems
Spending total and average	POS
Menu preferences	POS
Special requests and allergies	Reservation system
VIP or loyalty status	Both systems

It improves reporting

Integrated data answers questions that neither system can answer alone:

What is the average spend for guests who book online versus walk-ins?
Which reservation time slots generate the highest per-cover revenue?
Do large party bookings spend more or less per person than couples?
Which guests have the highest lifetime value?

It powers marketing

Connected data enables targeted outreach:

Segment	Campaign Example
High spenders who have not visited in 60 days	”We miss you” email with preferred wine mention
Guests who always order dessert	New dessert menu announcement
Regular Friday diners	Early access to new Friday specials
Birthday month guests	Personalized birthday offer

How to set up POS integration

Check compatibility

Before anything else, confirm your systems can connect:

Contact your reservation system provider about POS integrations
Contact your POS provider about reservation system integrations
Verify the integration type (native, API, or third-party middleware)
Confirm data fields that sync between systems

Common integration types

Type	Setup Time	Reliability	Cost
Native integration	1-3 days	High	Often included
API integration	1-2 weeks	High	May require developer
Third-party middleware	1-2 weeks	Moderate	$50-200/month
Manual export/import	Ongoing	Low	Staff time

Configure data mapping

Decide which data flows where:

Guest names and contact info (reservation to POS)
Table assignments (reservation to POS)
Order history and spending (POS to reservation)
Visit notes and preferences (both directions)
Allergen and dietary info (both directions)

Test thoroughly

Before going live:

Create test reservations and verify data appears in POS
Process test transactions and verify data returns to reservation profiles
Check that existing guest profiles merge correctly
Verify that data syncs in near real-time

Best practices

Keep data clean

Integration amplifies both good and bad data. Ensure guest names are entered consistently, duplicate profiles are merged, and outdated information is removed regularly.

Train staff on the new capabilities

Your team needs to know how to use the integrated data. Train hosts to check guest profiles before service and servers to note preferences and feedback.

Respect guest privacy

Integrated data creates rich guest profiles. Use this data to improve service, not to make guests uncomfortable. Follow data protection regulations and be transparent about data collection.

Review integration health monthly

Check that data is syncing correctly, profiles are complete, and no connection issues have gone unnoticed. A broken integration that nobody checks provides zero value.

POS (Point of Sale) - The transaction system that connects to reservations through integration
Cover - Per-cover spending data flows from POS to reservation profiles
Table turnover rate - Integrated data reveals true turnover including payment timing
RevPASH - Combined reservation and POS data enables accurate RevPASH calculations

Frequently Asked Questions

What data does POS integration share with a reservation system?

Integration typically shares guest spending history, order details, visit frequency, average check size, and dining preferences. This data flows from POS to the reservation system so hosts can see a guest's history when they book.

How long does POS integration take to set up?

Most cloud-based integrations activate within 1-3 business days. Some require configuration of menu mapping and data fields. Legacy POS systems may need custom API work that takes 2-4 weeks.

Does POS integration cost extra?

It varies. Some reservation systems include POS integration in their standard subscription. Others charge $50-200 per month for the integration module. Check with both your POS and reservation system providers for bundled pricing.

Can I integrate any POS with any reservation system?

Not always. Integration depends on both systems having compatible APIs. Major POS systems like Toast, Square, and Lightspeed integrate with most popular reservation platforms. Older or niche systems may have limited options.

What is the biggest benefit of POS integration?

Guest recognition. When a returning guest books, your host sees their full history: favorite dishes, average spend, visit frequency, and any notes from previous visits. This enables personalized service that drives loyalty and higher spending.

Track Your Restaurant Metrics

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