What to Expect When Switching POS Systems (And How to Make It Painless)

Switching your point of sale (POS) system might sound like a daunting task – and let’s be honest, it can be. But sticking with outdated, slow, or clunky software costs your venue time, money, and guest satisfaction every single day.

Whether you’re upgrading to a cloud-based system, need better reporting, or want tighter integration with inventory and payments, knowing what to expect can make the transition smooth and stress-free.

Here’s your guide to switching POS systems – what’s involved, what to watch out for, and how to make the whole process as painless as possible.

Step 1: Know Why You’re Switching

Before diving in, be clear on what’s not working with your current system. Common reasons venue owners make the switch:

• Slow or unreliable software/hardware

• Poor customer support

• Lack of key features (e.g., mobile ordering, inventory integration)

• High monthly fees or hidden costs

• No offline mode or data backup

• Difficult to train staff

Pro Tip: Make a “must-have” and “nice-to-have” checklist to guide your search.

Step 2: Research and Demo New POS Systems

Once you know what you’re looking for, book demos with vendors. Look for systems that cater specifically to hospitality – not just generic retail.

Key things to evaluate:

• Ease of use (especially for front-of-house staff)

• Inventory, loyalty, and table management features

• Integration with existing tools (accounting, reservations, etc.)

• Reporting and analytics

• Customer support (availability, response times, reviews)

Ask vendors:

• What’s involved in migrating my data?

• How long does setup typically take?

• What does onboarding and training include?

Step 3: Prep for the Data Migration

This is where many venue owners start to sweat, but don’t worry. A good POS provider will guide you through it.

Commonly migrated data:

• Menu items

• Staff roles and permissions

• Customer and loyalty program data

• Inventory levels

• Sales history (if supported)

Tips for success:

• Clean your data beforehand (delete old items or inactive users)

• Backup everything before the switch

• Schedule migration during a slow period (early weekday mornings, for example)

Step 4: Train Your Team

Even the best system is useless if your staff isn’t comfortable using it.

Look for POS systems that offer:

• Live training or onboarding calls

• In-app tutorials

• Printable cheat sheets or quick-start guides

• 24/7 support for early days post-launch

Pro Tip: Designate a team “POS champion” who gets extra training and can help onboard others.

Step 5: Go Live (and Be Ready for Day One)

When it’s time to launch, make sure everything’s tested:

• Menu entered and pricing confirmed

• Payment processors connected

• Printers and tablets working

• Staff logins and permissions set

Then, have a backup plan in case of any hiccups:

• Keep your old system accessible for a few days

• Make sure support is on standby

• Assign a staff member to monitor system performance and collect feedback

Step 6: Optimise After Launch

Once you’re live, don’t stop improving. Review your reports, get staff feedback, and tweak workflows.

Common post-launch wins:

• Setting up sales goals or shift reports

• Adding upsell prompts to menu items

• Connecting inventory tracking

• Activating customer loyalty programs

Switching your POS doesn’t have to be a nightmare. With the right provider, solid preparation, and a clear plan, the transition can be fast, smooth, and even exciting — especially when you see how much better your venue runs.

Talk to us today about a seamless switch.