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Leap's 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 terminals are 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
Which terminals are compatible with PatronManager?
There are two terminals compatible with PatronManager!
One is the BBPOS WisePOS E. This is a smart reader with a 5” touchscreen display ideal for hybrid countertop and handheld use.
This is an older terminal model that Stripe will continue to support until 2031.
The other terminal compatible with PatronManager is the Stripe S700. This is a smart reader with a 5.5” touchscreen display ideal for hybrid countertop and handheld use.
This is one of Stripe's newest terminals.
Both terminals are 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 they support 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 terminals 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 a separate charging dock. Both can remain plugged in during use, or run on battery -- though we always recommend keeping it well charged.
| BBPOS WisePOS E | Stripe S700 | |
|---|---|---|
| Battery Life (from full charge) | 8 hours | 15 hours |
| Wi-Fi Connection? | Yes | Yes |
| Hard-wired Ethernet Connection? | Included in bundle | Optionally available with Hub |
| Charging Connection | Micro-USB port | USB-C port |
| Payment Types | EMV chip cards, contactless, magstripe cards | EMV chip cards, contactless, magstripe cards |
| Supported by Stripe? | Yes; until 2031 | Yes; no end-of-life date |
Contact our team for up to date pricing.
With the Stripe S700, you can also optionally purchase a hub if you need to connect your terminal via ethernet.
Our bundled price for the BBPOS WisePOS E 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 and which kind 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).
If you're processing card-not-present transactions, select "No terminal (phone and mail order transactions only)" from the Select Terminal list when prompted.
While the battery for the BBPOS WisePOS E can last up to 8 hours on a full charge and the Stripe S700 can last up to 15 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
The exact instructions for connecting your terminal will depend on which terminal you're using.
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.
When you receive your new Stripe S700, the first thing to do is connect it to your PatronManager account.
Make sure to plug in your Stripe S700 first to ensure that it has some battery power and press the power button located on the right side of the device; it'll be the top-most button on the right!
When you turn on the device, you'll be prompted to select a language and connect to the internet before you can connect the terminal to PatronManager.
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 Stripe S700
- 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 "Change Terminal" 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 (or no device, if you're processing cash/check without a terminal).
Processing transactions on the terminal
Once you've connected a terminal, processing transactions is easy!
1. On the "Confirm and Pay" screen, click "Submit Order"
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 "Change Terminal" button to bring up the selection screen. Once you've selected the new terminal, click "Submit Order" 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" 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 handy guides! 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 guides here:
- For the BBPOS WisePOS E: https://stripe.com/docs/terminal/payments/setup-reader/bbpos-wisepos-e
- For the Stripe S700: https://docs.stripe.com/terminal/payments/setup-reader/stripe-reader-s700-s710
Here are some handy troubleshooting steps for the BBPOS WisePOS E and troubleshooting steps for the Stripe S700 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.
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.
Outside of the US, you'll also use Keyed Entry to create recurring credit card donations inside PatronManager, even if the card is present.
In the US, if the card is present, you can create a recurring credit card donation and use the terminal to run the card.
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 connecting to an ethernet cable, or by connecting the terminal to your secure wifi network.
If the terminal loses its connection to PatronManager, the terminal will attempt to reconnect when you're ready to process a payment.
If you need to connect your Stripe S700 to the ethernet, make sure to purchase the Hub too!
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 "Change Terminal" 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! Both the BBPOS WisePOS E and Stripe S700 accept 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).
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.
If you need to connect your Stripe S700 via ethernet, make sure to purchase the Hub too!
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 BBPOS WisePOS E here and network requirements for the Stripe S700 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 and what address to ship the terminals to.
Yes, the terminals will capture the cardholder name and populate it in the "Name on Card" field on the Payment Transaction record with a few caveats:
- When completing payment for a Ticket Order, Users can manually key in the "Name on Card" field. If this is filled in, the name on the card from the processor is not captured.
- The cardholder name is not typically available on swipe or contactless payments, such as those made with Apple Pay and Google Pay.
- In some cases, the cardholder name may not be available depending on how the card issuer has configured the card.
- When captured, the "Name on Card" value may not be formatted nicely. It may contain alphanumeric characters or special characters depending on what is automatically captured by the processor.
When captured, the "Name on Card" field is reportable on the Payment Transaction record, though it is not searchable in the global search bar. To find transactions related to a cardholder's name, consider building a custom report of Payment Transaction records filtered for only PTs where the "Name on Card" field is not blank, created within a time frame that is helpful to your search, and include the Ticket Order as column. Then use Salesforce's search feature within Lightning reports to find specific cardholder's names.
If you no longer need your terminal(s), you can choose to either:
- Securely store them
- Repurpose them for another location
- Recycle them with Stripe's free program - Stripe offers a free recycling service. You must return them to the location they specify at your cost. Please contact Stripe directly at https://stripe.com/contact to organize a return.
- Dispose of them following electronic waste guidelines
Although no sensitive cardholder data is stored directly on the terminal, we recommend performing a factory reset on the device before repurposing or disposing of it. You can factory reset the terminal with these steps:
- On the terminal, swipe right on the screen to access the Settings menu, for more information see "Access Settings" for the BBPOS WisePOS E or "Access Settings" for the Stripe S700
- Tap "Settings"
- Enter the admin passcode, which is 07139
- Tap "Advanced"
- Tap "Factory reset"
- Confirm the reset if prompted