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Leap Merchant Services: Using Your Terminals: https://help.pm.leapevent.tech/a/1688933
With Leap Merchant Services, you'll use our approved PCI-compliant credit card terminals to process in-person transactions securely. In this article, we'll cover:
- Which terminal is compatible and how to order
- Connecting your new terminal to PatronManager
- Selecting your connected terminal for use
- Processing transactions both with and without the terminal
- FAQs
Ready? Let's jump in!
Hardware
Meet the BBPOS WisePOS E
Which terminal is compatible with PatronManager?
You'll need the BBPOS WisePOS E - the only terminal currently approved for use with PatronManager payment services. This is a smart reader with a 5” touchscreen display ideal for hybrid countertop and handheld use.
This terminal is PCI compliant with end-to-end encryption (E2EE), helping ensure maximum security when you process transactions. You can tap, swipe, or insert a chip card to pay. Because it supports contactless payments, your patrons can tap to pay with a digital wallet on their phone or watch in addition to tapping a contactless-enabled card!
The terminal can connect to PatronManager via Wi-Fi (you'll need to be on the same network as the computer using PatronManager) or connect via ethernet through the separate charging dock. It can remain plugged in during use, or run for up to 8 hours on battery -- though we always recommend keeping it well charged.
Contact our team for up to date pricing. Our bundled price includes the separate ethernet/charging dock!
Nope! Once you purchase the terminals there are no further costs to keep them active.
Order through us! Just submit a support request via the Client Community and let us know how many you'd like.
You'll need a terminal for each workstation where you process concurrent card-present transactions. For example, if you have two windows at your box office, you'll need two terminals. Some clients also like to keep a backup terminal on hand just in case.
You can move a terminal between computers as needed, for example if you alternate between two separate venues.
You don't need a terminal for non-credit card payments (e.g. cash and check), or to process card-not-present transactions (e.g. taking a donation or selling tickets over the phone).
While the battery can last up to 8 hours on a full charge, we recommend keeping terminals plugged in and powered on, even when not in use, to ensure they receive automatic software updates.
Automatic software updates happen overnight to ensure your devices remain secure and up to date with the latest technology. Automatic updates can only happen if the terminal is charged (above 25%), and will otherwise be applied when the device is powered on.
We strongly recommend keeping your terminals well charged, and if a terminal is off, always be sure to turn it on with sufficient time to apply any necessary updates before you need to start processing transactions. A required software update will block you from using the device until the update is complete.
Connect your new terminal to PatronManager
When you receive your new BBPOS WisePOS E, the first thing to do is connect it to your PatronManager account.
The BBPOS WisePOS E doesn't ship with the battery installed. You will need to install the battery when you receive the terminal with these steps.
Removing the battery cover can be a bit tricky - for a visual guide, download the PDF below. It contains a quick start guide to the terminal with helpful diagrams!
Prefer watching to reading? We have a video on how to set up your terminal here, in addition to written steps below!
1. Use the waffle to search for and click on Terminals
2. In the Leap Merchant Services section, click Pair new Terminal
If you don't see the Leap Merchant Services section, your account isn't live yet - check back once you've made the switch!
3. Generate a pairing code on the terminal
Do you see a "registration code" instead of a "pairing code"? That's the same thing - you can input the registration code on the terminal into the "pairing code" field in PatronManager in the next step.
When you first turn on the device, it may display a pairing code for you; otherwise you can always generate one from the Settings menu on the device. See "Access Settings" in Stripe's documentation here.
4. Fill in the terminal details in PatronManager
On the page in PatronManager, enter details as follows:
- Give the terminal a name to help you identify it later
- Enter the pairing code you generated on your BBPOS WisePOS E
- Click the button to pair the terminal
Be sure to label the physical terminal with the name you gave it here, so you can easily tell which one is which later on.
5. Nice job! Your terminal is now connected; repeat the steps above if you need to connect more than one device.
Selecting your terminal for use
When it's time to start processing transactions, you'll just need to tell PatronManager which connected terminal you're going to use.
You'll be prompted to select a terminal when you do one of two things:
- Start a new Ticket Order in PatronManager Box Office
- Process a credit card donation
Select your terminal from the list that appears
That's it! You've connected the device and it'll be ready to accept payments generated from PatronManager on this computer.
Did you accidentally choose the wrong terminal, or need to switch it for another? Don't worry - you'll find a "Reconfigure Device" button on the credit card payment pop-up that appears whenever you're ready to process a card, and you can use that to select a different device.
Processing transactions on the terminal
Once you've connected a terminal, processing transactions is easy!
1. On the payment screen, click "Process Card"
The button is the same for box office transactions and credit card donations.
2. A pop-up will appear, and the connected terminal will be ready to accept payment
If you need to switch to a different terminal than the one currently bound, click the "Reconfigure Device" button to bring up the binding screen. Once you've bound the new terminal, click "Capture Card Swipe" again.
3. Follow instructions on the terminal to tap/insert the card
The payment will process on the terminal, and the pop-up on your screen will close automatically. If the transaction attempt fails (e.g. if the card is declined), you'll see a message on your computer screen and you'll have the option to try again.
3.1. Alternatively, if the patron and their card are not physically present, click the "Keyed Entry" button
You can then enter the card info manually, and click "Confirm Payment" to process the transaction.
If you clicked the button by accident, click "Reader Entry" to process the card on the terminal instead.
We recommend only keying in-person transactions when exceptional circumstances prevent you from entering the transaction via the terminal.
Phone or mail-in orders/donations are the normal reason to key a transaction. If the card is present, use the terminal.
Frequently Asked Questions
Stripe has put together a handy guide! Ignore the parts about integrating the terminal - PatronManager has taken care of that for you. For general terminal info (turning it on, changing from dark mode to light mode, etc.) check out the Stripe guide here: https://stripe.com/docs/terminal/payments/setup-reader/bbpos-wisepos-e
Here are some handy troubleshooting steps for the BBPOS WisePOS E from Stripe. Ignore the parts about integrating the terminal - PatronManager has taken care of that for you. Use this guide to troubleshoot connectivity issues and understand the status of your reader.
If you're still experiencing issues, submit a support request via the PatronManager Client Community, and include as much detail as possible.
This can happen if Stripe gets confused about where a terminal is bound. If you receive this error, try rebooting the terminal to see if that resolves the error.
If the error persists, go to the Terminals tab in PatronManager and click "Reset Connection" next to the terminal named in the error message.
The short answer is: only when necessary. Keyed Entry is available to help you process phone or mail order transactions. It should not be your primary method of processing in-person transactions; for those, we recommend the terminals.
You'll also use Keyed Entry to create recurring credit card donations inside PatronManager, even if the card is present.
It depends a bit on where you are. Choose your adventure:
Yes! You (or the patron) can securely store a credit card for future use in the following scenarios:
- Automatically:
- By creating a recurring donation (both internally and using an online Donation Form)
- Optionally:
- When processing a single donation internally
- In PatronManager Box Office
- On the Public Ticketing Site if the patron is logged in to PatronPortal
- From the Payment Methods related list on a Contact record
- Using the "New Stored Payment Method" button on a Recurring Donation record
In some cases, yes, but not in PatronManager Box Office or when creating a one-time donation. You (or the patron) can securely store a credit card for future use in the following scenarios:
- Automatically:
- By creating a recurring donation (both internally and using an online Donation Form)
- Optionally:
- On the Public Ticketing Site if the patron is logged in to PatronPortal
- From the Payment Methods related list on a Contact record
- Using the "New Stored Payment Method" button on a Recurring Donation record
You'll process recurring donations via Keyed Entry - even if the card is present.
As long as the debit card has a major card brand (like Visa or Mastercard), yes, it should work normally.
The Canadian Interac network for debit cards has unique requirements for processing transactions and refunds.
Interac-network cards (those without a major card brand) cannot be used online or over the phone. You can process in-person payments for Interac-network debit cards via the terminal, but you cannot refund to those cards. You would need to refund payments made with these kinds of cards back to cash or check instead.
Interac-network debit card refunds are not currently scheduled for development. If you're in Canada and this is a need for your organization, please suggest a Product Idea to let us know.
The terminals don't have a wired connection (i.e. no USB cord) to your computer, making it easier to move them around and freeing up space!
Instead, the terminals connect via the internet, either by plugging in the included dock to an ethernet cable, or by connecting the terminal to your secure wifi network. The terminal needs to be on the same network as your computer, since that's how the two will 'talk' to each other.
If the terminal loses its connection to PatronManager, the terminal will attempt to reconnect when you're ready to process a payment.
Not at the same time, no - but you can easily move a terminal from one computer to another. To select a new terminal, click the "Reconfigure Device" button on the payment pop-up that appears when you go to charge a credit card.
Technically yes, but not at the same time. These terminals are compatible with both Leap Merchant Services and Stripe, but you would need to go through a process to pair the terminal with PatronManager vs Stripe each time you moved it between the two systems.
For example, you might use one terminal as an emergency backup for both systems, but we recommend having dedicated terminals for use with PatronManager.
Yes! The BBPOS WisePOS E accepts contactless payments, so cards saved in a patron's digital wallet should work just fine (assuming the card in the wallet is valid for use).
You cannot save a card for future use if the patron is paying via Google Pay or Apple Pay on the table. If they tap their phone/watch to pay in that case, the payment will be declined. Uncheck the box and try again, or have them use a physical card to save the card on file.
Yes: to process payments, the terminal must be connected to the internet.
The terminals can connect via wifi, or you can plug in an ethernet cable via the included charging dock.
The wifi network must be password-protected, and the terminal is not compatible with enterprise networks or IPV6 networks. You can find specific details about the network requirements for the terminals here - if you're not sure what this means, this is a great resource to share with your IT team.
If you're not sure what this means, don't worry, it likely doesn't apply to you! If your organization's network or firewall setup restricts outbound access, give the following information to your IT team:
The terminals communicate directly with Stripe's APIs to authorize the transaction. Stripe provides guidance on hostnames and IP addresses to whitelist for networks that restrict outbound access here: https://stripe.com/docs/ips
That's easy - just submit a case to us via the Client Community and let us know how many terminals you need!