Overview
When exporting events from Caterease to Nowsta, all shifts and positions within the event must match and link to a valid position in Nowsta. If an event fails to push or export, the most common cause is an unresolved position mappingâtypically caused by duplicate position names with differing internal IDs in Caterease or unsynced position lists.
Common Symptoms
Events in Caterease fail to show up in Nowsta after clicking the export button.
Only specific events fail to export while others export normally.
Positions in Nowsta do not show the integration link icon (purple snowflake/indicator).
Support error logs indicate: Unknown mapping found for position_id (...).
Why Does This Happen?
Duplicate Position Names in Caterease: If you have created multiple positions in Caterease with the exact same title (e.g., two entries named "Lead Server" or "Lead Bartender"), Caterease assigns each a unique internal ID. Nowsta cannot determine which position ID to map to, causing the sync payload to fail.
Unsynced Positions: If a new position was added or modified in Caterease but not synced through the Interface Setup Wizard, Nowsta will not recognize the position attached to the event.
Unlinked Positions: A position in Caterease must have an exact name match in Nowsta to link automatically.
Step-by-Step Resolution
Step 1: Identify and Rename Duplicate Positions in Caterease
Caterease does not allow deleting a position that has been used in past or existing events. Renaming duplicate positions provides each entry with a unique name so the system can map them correctly.
In Caterease, open Main > Employee Manager.
Click the Tools dropdown and select Shift Setup.
Review your position/shift list for duplicates (e.g., multiple positions named Lead Server, Lead Bartender, or Scullery).
Select the duplicate/inactive position and rename it to a unique identifier (e.g., Lead Server - Old or Lead Server 2).
Ensure that the active position name matches the exact name used in Nowsta.
Click Save.
đĄ Note: Renaming a shift in Caterease will safely update associated records in Caterease without losing event history.
Step 2: Push the Updated Positions to Nowsta
Once duplicate positions are renamed, re-sync your position catalog from Caterease to Nowsta:
In Caterease, navigate to the Administration ribbon tab at the top.
Click Options > Interface Setup Wizard.
Select the Staffing tab on the right side.
Click the Nowsta button.
Verify your Client Access Key and Timezone settings.
Check the box for Positions (Optionally check Uniforms, Site Locations, and Accounts with Future Events if applicable).
Click the Send to Nowsta button.
Click OK once the transfer completes.
Step 3: Re-export the Affected Events
Return to the event(s) in Caterease that previously failed to sync.
Ensure the event's shifts are assigned to the active, renamed positions.
Click the Export to Nowsta button.
Allow 2â3 minutes for the synchronization to complete, then verify the event appears in Nowsta.
Frequently Asked Questions (FAQ)
Q: Why did a lot of new positions suddenly appear in Nowsta after syncing?
âA: When you run the Interface Setup Wizard and send positions, Caterease transmits all active and historical positions in your database. This ensures all potential IDs can be mapped. Unused positions can be archived or reviewed.
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Q: Will changing a position title alter my invoices or past event data?
âA: Renaming a shift in Caterease updates the label on existing records so it passes cleanly through the interface. It does not delete event history or alter calculated totals.
âQ: What if events still fail to export after following these steps?
âA: If an event still does not export, contact Nowsta Support with:
The Event Name and Event Number (#E...)
The Event Date
The specific positions/shifts scheduled on that event