Receive Orders

Connecting WeDely to HubRise allows you to receive WeDely orders directly in your EPOS or any other solution connected to your HubRise account.

This page describes the information WeDely sends to HubRise and the way order statuses and delivery information are synchronised between the two platforms. It helps you understand how orders will be received on your EPOS.

Order Transmission

WeDely sends orders to HubRise as soon as they are placed by the customer.

By default, orders arrive in HubRise with the new status, and your EPOS moves them to accepted. If the Automatic Order Acceptance option is ticked, WeDely creates them with the accepted status instead, and no further acceptance is required.

Order Statuses

---

IMPORTANT NOTE: In this section, we capitalise the first letter of WeDely statuses to make them easier to distinguish from HubRise status names. For example, Accepted is a WeDely status, while accepted is a HubRise status.

---

WeDely Statuses

WeDely orders go through the following statuses:

• Waiting: The order has been placed and is waiting to be accepted by the restaurant.
• Accepted: The order has been accepted by the restaurant.
• Preparing: The order is being prepared.
• Sent: The order has left the restaurant.
• Delivered: The order has been delivered to the customer.
• Refused: The order has been refused by the restaurant.
• Cancelled: The order has been cancelled.

When the Status Changes in HubRise

WeDely listens to HubRise order updates and reacts to the following statuses:

HubRise status	Effect on WeDely
accepted	The order is marked as Accepted on WeDely.
cancelled	The order is marked as Cancelled on WeDely.
in_preparation, in_delivery, completed	Orders delivered by the restaurant only. Used to keep the customer informed in the WeDely mobile app.

Other HubRise statuses are not supported and are ignored by WeDely.

If an order is neither accepted nor cancelled within a reasonable time (a few minutes), WeDely contacts the location.

Confirmed Time and Extra Preparation Time

When an order is accepted with a confirmed_time, WeDely compares this time with the order's original expected time to determine the extra preparation time requested by the restaurant. The customer is then informed by email and push notifications of the updated delivery time.

The extra time is handled in 5-minute steps, up to a maximum of 60 minutes.

When the Status Changes in WeDely

WeDely updates order statuses in HubRise in the following cases:

• When the customer cancels an order, WeDely immediately marks it as cancelled in HubRise.
• For orders delivered by WeDely, the status is updated to in_delivery when the courier leaves the restaurant, and to completed once the order has been delivered.

Delivery Tracking

For orders delivered by WeDely, WeDely creates a Delivery resource when the courier is dispatched. The delivery status is updated as follows:

WeDely delivery step	HubRise Delivery status
A courier is on their way to the restaurant	pickup_enroute
The courier has collected the order	dropoff_enroute
The order has been delivered	delivered

No driver information, such as name or phone number, is sent to HubRise. The driver position, and the estimated pickup and drop-off times, are not sent either.

Service Types

WeDely supports two service types:

• Home delivery, fulfilled either by a WeDely courier or by the restaurant's own fleet.
• In-store pickup, where the customer collects the order.

If service types need to be associated with specific ref codes in your EPOS, you can set them in the POS Ref Codes - Service Types section of the Configuration page. To see if this is required, check your EPOS documentation on our Apps page.

Order Times

The time sent in the expected_time field depends on who delivers the order:

• Delivery by the restaurant: expected_time is the time the customer expects the order to be delivered.
• Delivery by WeDely: expected_time is the time the courier is expected to arrive at the restaurant. In this case, WeDely also sets expected_time_pickup to true.

For immediate orders, WeDely sets the asap field to true. WeDely also supports timed orders, where the customer chooses a delivery slot later in the day, or on a following day.

To request more time to prepare an order, update the confirmed_time field in HubRise when accepting the order. For more information, see Confirmed Time and Extra Preparation Time.

Customer

WeDely does not create customers in HubRise: orders are sent as guest orders, with customer details included in the order.

For orders delivered by WeDely, the following fields are included:

• first_name: The customer's first name.
• phone: The customer's phone number. This is the real phone number of the customer, not an alias, so no phone access code is required.

For orders delivered by the restaurant, WeDely provides:

• first_name: The customer's first name. WeDely splits the customer's full name into a first name and a last name.
• last_name: The customer's last name.
• phone: The customer's phone number.
• address_1: The complete delivery address, including the postcode and the city. The address_2, postal_code and city fields are not used.
• latitude: The latitude of the delivery address.
• longitude: The longitude of the delivery address.
• delivery_notes: The delivery instructions left by the customer, when present.

Items and Options

Items Encoding

WeDely does not support skus: every product is a single sellable item. For every item in the order, WeDely provides the following information:

• sku_ref: The ref code of the product.
• product_name: The product name.
• price: The price for a single item.
• quantity: The quantity of items included in the order.
• tax_rate: The tax rate applied to the item.
• customer_notes: The preparation notes left by the customer on this item, when present.
• options: The options attached to the item.

Options Encoding

For every option in the order, WeDely provides the following information:

• option_list_name: The name of the option list the option belongs to.
• name: The option name.
• ref: The ref code of the option.
• price: The price for a single option.
• quantity: The number of times the option was selected.
• removed: Set to true for options the customer removed from the product, such as an unwanted ingredient.

Deals

Deals are not supported by WeDely. WeDely only supports per-item discounts, which are not encoded as deals in the orders sent to HubRise.

Discounts

WeDely does not send discounts as separate lines. When discounts apply, the items prices are discounted directly.

Charges

WeDely includes the delivery fee as a charge, for orders delivered by the restaurant only. The delivery fee of orders delivered by WeDely is collected by WeDely, and is therefore not transmitted to the restaurant.

The available fields are the following:

• name: The name of the charge, which is Delivery fee by default.
• ref: The charge ref code. Its value is set in the POS Ref Codes - Charges section of the Configuration page, and should match the value in your EPOS.
• price: The charge amount.
• tax_rate: The tax rate applied to the charge.

No other charge is sent to HubRise.

Payments

WeDely customers have three options to pay for their orders:

• Credit card: card payment on delivery via a mobile payment terminal.
• Cash: cash payment on delivery.
• Online: pre-authorised online payment via Stripe, Apple Pay, Google Pay, or a payment link.

The following fields are included for the payment:

• name: The name of the payment method.
• ref: The payment method ref code. Its value is set in the POS Ref Codes - Payment Methods section of the Configuration page, and should match the value in your EPOS.
• amount: The amount paid.

Customer Notes

Order-level notes are encoded in the customer_notes field of the order. Notes on individual items are encoded in the customer_notes field of the corresponding item.

Delivery instructions are sent in the delivery_notes field of the customer object.

Collection Code

WeDely generates a unique short identifier for every order, e.g. BRD4Z1, and sends it to HubRise in the collection_code field.

This is the reference the customer sees in the order confirmation email and SMS, on the order tracking page, and on the order detail screen of the WeDely mobile app.

Pause and Preparation Time

WeDely syncs the opening_hours, order_acceptance and preparation_time fields from your HubRise location.

The order_acceptance.mode field controls whether online ordering is open on WeDely:

• normal or busy: Online ordering is open.
• paused: Online ordering is closed. The pause reason is not supported by WeDely, and is ignored.

The preparation time sent to WeDely is preparation_time in normal mode, or preparation_time plus order_acceptance.extra_preparation_time in busy mode. The resulting value is displayed as the Preparation Time on the WeDely configuration page.

WeDely compares this preparation time with the Delivery area preparation time, which is the minimum time WeDely needs to send a courier to the restaurant, and uses the larger of the two. For more information, see Preparation Times.