Setup, Migration & Training Archives

Switching POS systems can disrupt service if migration is rushed. A structured rollout prevents revenue loss and keeps staff confident during transition.

Phase 1: Planning & Scope

Define migration goals (speed, cost, reporting, integration fixes)
Map current workflows: dine-in, takeout, delivery, bar, modifiers
Document required integrations (payments, accounting, payroll, online ordering)
Set a launch window outside peak business dates

Phase 2: Data Preparation

Clean menu structure and remove outdated items
Standardize modifier groups and pricing logic
Verify tax settings, service charges, and discount rules
Prepare customer/loyalty data migration where applicable

Phase 3: Build & Test

Configure POS with real-world menu and role permissions
Test core scenarios: split checks, comps, refunds, voids, offline mode
Run kitchen ticket simulation at expected peak volume
Validate reports against known baseline numbers

Phase 4: Staff Training

Create role-based training for cashiers, servers, managers, and kitchen expediters
Use quick-reference cheat sheets for high-frequency tasks
Schedule short drills before opening and between shifts

Phase 5: Go-Live Strategy

Go live with vendor support on standby
Use a soft-launch window before a high-traffic day
Keep contingency equipment available for fallback
Assign one manager to issue triage during first service windows

Post-Launch (First 2 Weeks)

Track ticket times, void rates, and payment errors daily
Collect staff feedback and adjust screen/menu layout
Review settlement and reporting accuracy every day

Bottom Line

Successful POS migration is operational, not just technical. Plan carefully, test real workflows, and train staff well to switch systems with minimal downtime.

Category: Setup, Migration & Training

How to Migrate to a New Restaurant POS Without Downtime