Tudodesk and Rain Retail POS Set-up

Update Jan 2024

We have made updates to this integration to use Rain Inventory and stock management. See below.

Here are the instructions for setting up the integration between Tudodesk and Rain Retail POS:

Introduction:

The Rain Integration allows you to

Create work orders in Tudodesk and then sync the work orders in Rain.
Request a deposit in Rain POS and collect payment (for example by credit card)
Request a balanace payment or Full-payment in Rain POS.
Push Work Orders to Rain POS for payment on account/invoice.
Associate technicians in Tudodesk with Technicians in Rain for comission based reapir reporting
Map Tudodesk stores to Rain stores
Process repair service charges and parts in Rain for correct reporting.

The integration allows you to open the Rain POS from with-in Tudodesk to faciliate payment.

Before you start you will need:

Rain API key
Rain store base URL
Rain store(s) Id
Rain Technician/login Id
Rain service product ID - Custom service set-up for TD.
Rain product ID - Custom product service set-up for TD.

Rain API Install:

1. The Rain API provides various functionalities for integration. These include deposit requests, payment synchronization, URL synchronization, status updates, payment requests, user mapping, and logging charges.

2. Install the Rain POS application by following these steps:

a. Login to the Tudodesk back office.

b. Go to Settings > Integrations.

c. Browse the integrations and install the Rain POS application.

d. Open the Rain integrations settings from the list of installed apps.

3. Obtain the Rain API key from the customer's Rain account.

4. In the Rain integration settings, enter the Rain API key obtained in the previous step.

5. Enter the store base URL. It should be something like: http://musicman.jewel360.com.

6. Enter the default Rain store location.

7. If the store has multiple locations, enter a comma-separated list of store IDs in the Approved store locations box. If there is only one location, repeat the ID entered under the default store location.

8. Enter the default technician ID in the box provided.

9. If there are approved technicians, enter a comma-separated list of their IDs in the provided box. If there is only one technician, repeat the ID entered above.

10. Enter the material charge ID and service charge ID in the respective boxes.

11. If you want to use 'Rain Inventory Sync' check the checkbox.

12. Click "Save" to activate the integration keys.

Rain Inventory Sync (new)

The Rain Inventory Sync feature provides direct access to your inventory and services on Rain. When searching for parts or products, it displays real-time inventory results. Additionally, items added to your Work Orders in Tudodesk will automatically update your stock levels in Rain Inventory, ensuring real-time synchronization of stock movements.

Mapping Users:

1. Add all users required in Tudodesk and map them to their corresponding Rain user IDs.

2. In the Tudodesk back office:

a. Invite all users by sending them invites.

b. Go to "Contacts" to view the profiles for all agents/technicians. If no customer contacts have been imported, click "ALL" to see all profiles or search for each login by email.

c. Open a contact's profile and click "Edit."

d. Scroll down to locate the settings section.

e. In the settings section, add the corresponding Rain ID for the login account. This will map the Rain login to the Tudodesk login.

f. Click "Save."

3. Repeat the above steps for all logins.

4. The IDs added to the logins must also be added to the list of approved technician IDs in the Rain integration settings described above.

Multi-store Setup:

1. If the Rain account has multiple stores, logins must be added in Tudodesk to represent each store.

2. Add each store as a login in Tudodesk using the store name for the first and last names in the login credentials.

3. Use the store's generic email.

4. Search the store's email in the contact search.

5. Open the store's contact profile and click "Edit."

6. Locate the settings section.

7. Add the Rain store ID under the "External application ID" field.

8. Click "Save."

9. Repeat the above steps for each store location.

10. Make sure to add all store IDs to the list of approved stores in the Rain integration settings.

Set up Custom Properties for Rain Work Orders in Tudodesk:

1. For each board that will be linked to work orders in Rain, follow these steps to set up custom properties:

a. Go to the board.

b. Click "Settings."

c. Select the "Properties" tab.

d. Add a TEXT property named "Rain WO" (short for Rain Work Order).

e. Click "Save."

Setting up Macros for Deposit Requests in Rain POS from a Tudodesk Work Order:

1. Go to the work order board that will be requesting a deposit.

2. Click "Settings."

3. Make sure the payments module is turned ON (contact Tudodesk support for assistance if needed).

4. To create a macro for requesting a deposit when a job is checked in, follow these steps:

a. Create a macro under the "Draft" status.

b. Name the macro "Request Deposit."

c. In section 3 of the macro editor, select "Integrations API."

d. Choose "Rain Retail: Deposit Request."

e. Click "Save."

f. This macro will open the Rain Till, take a payment, sync the payment under the payment section of the Tudodesk work order, and sync the Rain Work Order ID and URL in the custom properties under "Rain WO."

Setting up Macros for Payment Requests in Rain POS from a Tudodesk Work Order:

1. Go to the work order board that will be requesting payment.

2. Click "Settings."

3. Make sure the payments module is turned ON (contact Tudodesk support for assistance if needed).

4. To create a macro for taking payment when a job is marked ready for pick-up, follow these steps:

a. Create a macro under the "Pick-up" status.

b. Name the macro "Take payment."

c. In section 3 of the macro editor, select "Integrations API."

d. Choose "Rain Retail: Payment Request."

e. Click "Save."

Keeping Tudodesk Work Orders in Sync with Rain Work Orders:

To sync the status of Rain Work Orders with Tudodesk using automation events, follow these steps:

Go to the board that you want to sync with Rain Work Orders.
Make a note of all the statuses in the workflow and determine how you want to map them to Rain statuses.
Add an automation for the MOVED event for each status and include the Rain API Rain Status Update.
Set the desired Rain status for the status event triggered. For example, map "Queued" to "Received" (Rain status).
Save and turn on each automation.

To keep work orders in sync when they are edited follow the steps below:

Go to the board that you want to sync with Rain Work Orders.
Add an automation using the UPDATE event for each status and include the Rain API Rain Status Update.
Set Rain status to 'Ignore'.
Save and turn on the automation.