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Lightspeed Product Linker

Menu Location: Products > LIGHTSPEED > Lightspeed Product Linker

Overview

The Lightspeed Product Linker connects products imported from your Lightspeed Retail POS to your Kiva Logic products. Once a Lightspeed product is linked to a Kiva Logic product, that Kiva Logic product carries the Lightspeed data (name, description, category, SKU) and stays associated with it going forward.

Primary Functions:

  • View imported Lightspeed products (Unlinked, Linked, or All)
  • Get suggested matches, including AI-assisted matching, for unlinked products
  • Link a Lightspeed product to an existing Kiva Logic product
  • Create a new Kiva Logic product directly from a Lightspeed product
  • Unlink a product to stop associating it with Lightspeed
  • Remove a Lightspeed product from the list entirely
  • Auto-create Kiva Logic products for all pending unlinked items at once ("Catch Up Pending")
  • Fill in missing brand data on imported products ("Update Brands")

Page Layout

View Tabs

Three tabs filter the product list, each showing a count badge:

  • Unlinked -- Lightspeed products not yet connected to a Kiva Logic product. This is the default view.
  • Linked -- Products already connected, showing which Kiva Logic product each is linked to.
  • All -- Every imported Lightspeed product regardless of link status.

If any imported products are missing brand data, an Update Brands button appears above the tabs with a count of how many are missing.

Product Table

Each row shows:

  • Lightspeed Product -- brand (if known), product name, SKU and price (if set), the Lightspeed product ID with a link to edit it on Lightspeed, a link to view the latest webhook data received for that product, and the date it was added. Unlinked rows also show a trash icon to remove the product from the list.
  • Linked To (Linked tab) or Suggested Match / Action (Unlinked and All tabs)

Linking Products

How Suggested Matches Work

On the Unlinked tab, the system tries to suggest a Kiva Logic product match for each Lightspeed product:

  • If you've run Run AI Match (see below), an AI-generated suggestion appears with a confidence percentage and a brief reason (hover the confidence label to see it).
  • Otherwise, the system falls back to a simple name-based match against your existing products.
  • If no match is found, you'll see "No match found" (or "AI: no match" if AI matching ran and found nothing).

Only products that are not product options/variants, not already linked to another Lightspeed product, and not the system's "one time line item" placeholder product are offered as match candidates.

Run AI Match

Click Run AI Match (visible on the Unlinked tab) to have the system compare all unlinked Lightspeed products against your existing Kiva Logic products and suggest matches with a confidence score. Results are cached; a Clear AI Matches link appears once results exist, showing how many are cached, and lets you clear them to start over.

  1. Go to the Unlinked tab
  2. Find the Lightspeed product you want to link
  3. Make sure Link to Existing is selected (highlighted green)
  4. Accept the suggested match, or click change to search the dropdown for a different product
  5. Click Save

Create a New Product

If the Lightspeed product doesn't have a corresponding Kiva Logic product yet:

  1. Find the product in the Unlinked tab
  2. Click Create New (it highlights green)
  3. Click Save
  4. The system pulls the product's current details from Lightspeed (name, description, price, cost, category, tax rate) and creates a new, linked Kiva Logic product

Catch Up Pending

Catch Up Pending (on the Unlinked tab) auto-creates a new Kiva Logic product for every currently unlinked Lightspeed product in one batch, without needing to review each one individually. You'll be asked to confirm before it runs, and progress is shown live as each product is created.

  1. Go to the Linked tab
  2. Find the product
  3. Click Unlink
  4. Confirm the action

The product stays in both systems but stops syncing with Lightspeed. No data is deleted.

Remove a Product from the List

If a Lightspeed product shouldn't be in the list at all (e.g., bags, merchandise, POS-only items):

  1. Find the product in the Unlinked tab
  2. Click the trash icon next to the Lightspeed product ID
  3. Confirm the removal

This only removes it from the linker list. It does not affect anything in Lightspeed.

What Happens After Linking

Once a product is linked, its Kiva Logic listing shows a green checkmark and the linked product's name on the Linked and All tabs. Ongoing inventory and product-detail syncing between Lightspeed and Kiva Logic (webhook processing, outbound updates, and periodic full sync) is handled on the Lightspeed Settings page; see that page's documentation for details on how that keeps running after a product is linked here.

Troubleshooting

No Products Showing

If the Unlinked tab is empty, you need to import products from Lightspeed first. Go to Lightspeed Settings and click Fetch All Products.

Suggested Match is Wrong

Click change next to the suggestion to open the product search dropdown. Search for the correct product, select it, then click Save.

Can't Find the Right Kiva Logic Product

Only permanent, non-option products without an existing Lightspeed link appear in the dropdown. If you can't find a product:

  • It may already be linked to a different Lightspeed product
  • It may be marked as a product option/variant
  • Check the Linked tab to see if it's already connected

"This Lightspeed product is already linked to another Kiva product"

Each Lightspeed product can only be linked to one Kiva Logic product. Find and unlink the existing connection first if you need to reassign it.

  • Lightspeed POS Integration -- main settings, sync actions, and setup guide
  • Lightspeed Webhook Queue -- view and process incoming webhook events from Lightspeed

For additional help, contact Kiva Logic support.