POS Integration for Digital Signage
Integrating your point-of-sale (POS) system with digital signage enables automated menu updates, dynamic pricing, inventory-based messaging, and seamless operational efficiency. This guide covers integration approaches for major POS platforms.
Integration Benefits
Why Connect POS to Signage
┌─────────────────────────────────────────────────────────────────────┐
│ POS INTEGRATION BENEFITS │
├─────────────────────────────────────────────────────────────────────┤
│ │
│ OPERATIONAL EFFICIENCY │
│ ├── Single source of truth for pricing │
│ ├── Eliminate manual menu updates │
│ ├── Reduce pricing errors and inconsistencies │
│ └── Save hours of content management time │
│ │
│ DYNAMIC CONTENT │
│ ├── Real-time price changes │
│ ├── Automatic item availability (86'd items) │
│ ├── Inventory-based promotions │
│ └── Time-based menu switching │
│ │
│ CUSTOMER EXPERIENCE │
│ ├── Always-accurate pricing │
│ ├── No "out of stock" surprises │
│ ├── Consistent info across all touchpoints │
│ └── Dynamic upsell suggestions │
│ │
│ BUSINESS INTELLIGENCE │
│ ├── Correlate signage with sales data │
│ ├── Measure promotional effectiveness │
│ ├── Optimize menu layout by performance │
│ └── A/B test pricing strategies │
│ │
└─────────────────────────────────────────────────────────────────────┘
Integration Architectures
Connection Methods
POS to Signage Data Flow Options
┌─────────────────────────────────────────────────────────────────────┐
│ INTEGRATION ARCHITECTURES │
├─────────────────────────────────────────────────────────────────────┤
│ │
│ METHOD 1: DIRECT API INTEGRATION │
│ ┌─────────┐ API Calls ┌─────────────┐ │
│ │ POS │◄────────────────────►│ Signage │ │
│ │ Cloud │ │ CMS │ │
│ └─────────┘ └─────────────┘ │
│ • Real-time updates │
│ • Requires API access │
│ • Most seamless │
│ │
│ METHOD 2: MIDDLEWARE/iPaaS │
│ ┌─────────┐ ┌──────────┐ ┌─────────────┐ │
│ │ POS │─────►│ Zapier/ │─────►│ Signage │ │
│ │ Cloud │ │ Make.com │ │ CMS │ │
│ └─────────┘ └──────────┘ └─────────────┘ │
│ • No-code integration │
│ • Flexible data transformation │
│ • Additional cost for middleware │
│ │
│ METHOD 3: DATABASE SYNC │
│ ┌─────────┐ ┌──────────┐ ┌─────────────┐ │
│ │ POS │─────►│ Shared │◄─────│ Signage │ │
│ │ Server │ │ Database │ │ Player │ │
│ └─────────┘ └──────────┘ └─────────────┘ │
│ • On-premise compatible │
│ • Near real-time │
│ • Requires database access │
│ │
│ METHOD 4: FILE-BASED EXPORT │
│ ┌─────────┐ ┌──────────┐ ┌─────────────┐ │
│ │ POS │─────►│ CSV/XML │─────►│ Signage │ │
│ │ │ │ Export │ │ CMS │ │
│ └─────────┘ └──────────┘ └─────────────┘ │
│ • Works with any POS │
│ • Manual or scheduled │
│ • Not real-time │
│ │
└─────────────────────────────────────────────────────────────────────┘
Data Types to Sync
| Data Type | Use Case | Update Frequency |
|---|---|---|
| Menu items | Product names, descriptions | Daily or on change |
| Prices | Current pricing | Real-time or hourly |
| Availability | In-stock status | Real-time |
| Categories | Menu organization | Weekly |
| Modifiers | Options, add-ons | Daily |
| Images | Product photos | On change |
| Promotions | Active deals | Scheduled |
| Dayparts | Breakfast/lunch/dinner menus | Scheduled |
Major POS Platform Integrations
Square
Square API Integration
┌─────────────────────────────────────────────────────────────────────┐
│ SQUARE INTEGRATION │
├─────────────────────────────────────────────────────────────────────┤
│ │
│ API ENDPOINTS │
│ ├── Catalog API: Items, categories, modifiers │
│ ├── Inventory API: Stock counts, availability │
│ ├── Orders API: Recent orders, popular items │
│ └── Locations API: Multi-location support │
│ │
│ AUTHENTICATION │
│ └── OAuth 2.0 with access tokens │
│ │
│ SAMPLE API CALL (Get Catalog Items) │
│ ┌─────────────────────────────────────────────────────────────┐ │
│ │ GET https://connect.squareup.com/v2/catalog/list │ │
│ │ Headers: │ │
│ │ Authorization: Bearer {ACCESS_TOKEN} │ │
│ │ Content-Type: application/json │ │
│ └─────────────────────────────────────────────────────────────┘ │
│ │
│ WEBHOOK EVENTS │
│ ├── catalog.version.updated │
│ ├── inventory.count.updated │
│ └── location.updated │
│ │
│ BEST PRACTICES │
│ ├── Use webhooks for real-time updates │
│ ├── Cache catalog data locally │
│ ├── Handle rate limits (30 requests/second) │
│ └── Use sandbox for testing │
│ │
└─────────────────────────────────────────────────────────────────────┘
Toast
Toast API Integration
| API | Purpose | Key Endpoints |
|---|---|---|
| Menu API | Menu structure | /menus, /menuGroups, /menuItems |
| Restaurant API | Location info | /restaurants, /restaurantServices |
| Orders API | Order data | /orders |
| Configuration | Settings | /config |
Toast Integration Notes:
- Partner API access required
- Restaurant GUID needed per location
- Menu exports available in JSON format
- Supports multi-location sync
Clover
Clover Integration Options
┌─────────────────────────────────────────────────────────────────────┐
│ CLOVER INTEGRATION │
├─────────────────────────────────────────────────────────────────────┤
│ │
│ REST API │
│ ├── /v3/merchants/{mId}/items │
│ ├── /v3/merchants/{mId}/categories │
│ ├── /v3/merchants/{mId}/item_stocks │
│ └── /v3/merchants/{mId}/modifiers │
│ │
│ CLOVER APP MARKET │
│ └── Build custom app for deeper integration │
│ │
│ DATA EXPORT │
│ └── CSV export from Clover dashboard │
│ │
│ AUTHENTICATION │
│ ├── OAuth 2.0 for web apps │
│ └── API tokens for server-to-server │
│ │
└─────────────────────────────────────────────────────────────────────┘
Lightspeed
Lightspeed Restaurant Integration
| Feature | API Endpoint | Notes |
|---|---|---|
| Menu items | /products | Full product catalog |
| Categories | /categories | Menu organization |
| Prices | /products/{id}/prices | Location-specific |
| Stock | /products/{id}/inventory | Inventory counts |
Generic POS (File Export)
Universal CSV Integration
item_id,name,description,price,category,available,image_url
001,Classic Burger,8oz beef patty,12.99,Entrees,true,/images/burger.jpg
002,Caesar Salad,Romaine with parmesan,9.99,Salads,true,/images/caesar.jpg
003,Fish Tacos,Three tacos with slaw,14.99,Entrees,false,/images/tacos.jpg
Implementation:
- POS exports CSV on schedule (hourly/daily)
- Signage CMS imports CSV via FTP/URL
- Templates pull data from imported fields
- Content updates automatically
Implementation Guide
Step-by-Step Integration
Phase 1: Planning
┌─────────────────────────────────────────────────────────────────────┐
│ INTEGRATION PLANNING │
├─────────────────────────────────────────────────────────────────────┤
│ │
│ 1. DOCUMENT REQUIREMENTS │
│ □ What data needs to sync? │
│ □ How often should updates occur? │
│ □ Which locations/registers? │
│ □ Who maintains the integration? │
│ │
│ 2. ASSESS POS CAPABILITIES │
│ □ API availability and documentation │
│ □ Export options (CSV, XML, JSON) │
│ □ Webhook support │
│ □ Rate limits and quotas │
│ │
│ 3. ASSESS CMS CAPABILITIES │
│ □ Data feed/API support │
│ □ Dynamic content templates │
│ □ Scheduling capabilities │
│ □ Multi-location support │
│ │
│ 4. DESIGN DATA MAPPING │
│ □ Map POS fields to signage fields │
│ □ Handle missing/optional data │
│ □ Define transformation rules │
│ □ Plan error handling │
│ │
└─────────────────────────────────────────────────────────────────────┘
Phase 2: Development
| Step | Task | Considerations |
|---|---|---|
| 1 | Obtain API credentials | Developer account, sandbox access |
| 2 | Build API connection | Authentication, error handling |
| 3 | Create data mapping | Field transformations |
| 4 | Design templates | Dynamic placeholders |
| 5 | Implement sync logic | Frequency, triggers |
| 6 | Test thoroughly | All edge cases |
Phase 3: Deployment
- Start with single location pilot
- Monitor for errors and data accuracy
- Gather feedback from staff
- Roll out to remaining locations
- Document procedures for maintenance
Template Design for POS Data
Dynamic Menu Board Template
┌─────────────────────────────────────────────────────────────────────┐
│ MENU BOARD TEMPLATE WITH POS DATA │
├─────────────────────────────────────────────────────────────────────┤
│ │
│ ┌───────────────────────────────────────────────────────────────┐ │
│ │ [LOGO] │ │
│ │ {{restaurant_name}} │ │
│ ├───────────────────────────────────────────────────────────────┤ │
│ │ │ │
│ │ {{#each menu_items}} │ │
│ │ {{#if available}} │ │
│ │ ┌────────────────────────────────────────────────────┐ │ │
│ │ │ {{name}} ${{price}} │ │ │
│ │ │ {{description}} │ │ │
│ │ └────────────────────────────────────────────────────┘ │ │
│ │ {{/if}} │ │
│ │ {{/each}} │ │
│ │ │ │
│ │ {{#if featured_item}} │ │
│ │ ★ TODAY'S SPECIAL: {{featured_item.name}} - ${{price}} ★ │ │
│ │ {{/if}} │ │
│ │ │ │
│ └───────────────────────────────────────────────────────────────┘ │
│ │
│ DATA BINDING │
│ ├── {{variable}} = POS data field │
│ ├── {{#each}} = Loop through items │
│ ├── {{#if}} = Conditional display │
│ └── Syntax varies by CMS platform │
│ │
└─────────────────────────────────────────────────────────────────────┘
Common Use Cases
Dynamic Pricing
Automatic Price Updates
| Trigger | Action | Example |
|---|---|---|
| POS price change | Update display immediately | Happy hour pricing |
| Time of day | Switch price tier | Breakfast vs lunch |
| Inventory level | Adjust pricing | Low stock premium |
| Day of week | Apply specials | Taco Tuesday |
86'd Items (Out of Stock)
Handling Unavailable Items
┌─────────────────────────────────────────────────────────────────────┐
│ 86'd ITEM HANDLING │
├─────────────────────────────────────────────────────────────────────┤
│ │
│ OPTION 1: HIDE ITEM │
│ └── Item disappears from menu board │
│ └── Cleanest appearance │
│ └── May cause layout shifts │
│ │
│ OPTION 2: SHOW AS UNAVAILABLE │
│ └── Item displays with "Sold Out" badge │
│ └── Customers see it exists │
│ └── Can indicate popularity │
│ │
│ OPTION 3: GRAY OUT │
│ └── Item visible but dimmed │
│ └── Maintains layout │
│ └── Clear visual indicator │
│ │
│ IMPLEMENTATION │
│ ├── POS marks item unavailable │
│ ├── Webhook or poll detects change │
│ ├── Signage updates within seconds │
│ └── Staff doesn't touch signage │
│ │
└─────────────────────────────────────────────────────────────────────┘
Order Status Display
Kitchen-to-Customer Communication
| Status | Display | Visual |
|---|---|---|
| Preparing | "Order #123 - Preparing" | Yellow/Orange |
| Ready | "Order #123 - READY!" | Green, animated |
| Picked Up | Remove from display | Fade out |
Troubleshooting
Common Issues
| Issue | Cause | Solution |
|---|---|---|
| Prices not updating | API connection failed | Check credentials, connectivity |
| Missing items | Filter/category mismatch | Verify category mapping |
| Duplicate items | Multiple syncs | Implement deduplication |
| Stale data | Webhook not firing | Implement polling fallback |
| Wrong location data | Location ID mismatch | Verify location mapping |
Monitoring
What to Monitor
- API response times
- Sync success/failure rate
- Data freshness timestamps
- Error logs
- Price accuracy audits
POS integration transforms digital signage from a manual content system into an automated, always-accurate extension of your operations.