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- Clean menu structure and remove outdated items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.
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