What to Expect When Switching Your Restaurant’s POS: A Step-by-Step Guide

Switching your restaurant's POS system can feel overwhelming — but it doesn’t have to be. At Living Smart, we take the stress out of the switch by handling the heavy lifting for you. Here’s a clear look at what to expect step-by-step.

In this guide, you'll learn how we:

• Gather and build your custom database

• Review your system with your team

• Prepare your site for installation

• Install and train with zero downtime

• Provide ongoing, 24/7 personal support

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Step 1: Gathering Your Info & Building Your Custom Database

A lot happens behind the scenes- including programming menu items, modifiers, discounts, employees, table maps, and even migrating your gift card and loyalty platforms. All of this is completed before any equipment is ordered. Gathering the required database info can feel daunting, but it’s essential for a smooth launch.

The following list is what we typically give new customers when preparing to build their database. It can take some time to gather all the pieces, but we guide you through it every step of the way.

• All Menu Items & Prices

• Happy Hour/Specials

• Tax Rate(s)

• Table Layout

• Hours of Operation

• Discounts

• Employees (First and Last name with a 4-digit login code)

• Picture of Logo for Online Ordering purposes

  
  

Step 2: Reviewing the System with Your Team

Once we’ve received all the required information, we begin the programming process- which can take up to a week depending on the complexity of your menu. After the database programming is complete we schedule a “database review”, meeting with the business owner along with other key staff members who really know the ins and outs of the business & menu. Bartenders & servers often know the menu better than anyone- they’re on the front lines and have seen it all.

During this session, we walk through every detail that’s been programmed. This includes pricing, discounts, modifiers, and item descriptions, ensuring everything is accurate. This can sometimes be quite a lengthy process depending on the size of the menu. Some places like a hot dog stand might have just 10 items they sell, whereas some bars might have hundreds of bottles of wine that need price checked. This process is so important because when we come to install the system, we want to make sure there’s as few errors as possible, that way we can spend our time training the owners and staff members on the new system, getting them as comfortable as possible.

Step 3: Preparing for Installation

After the database review process is complete we will double check to ensure the proper equipment infrastructure is in place. Such as Ethernet ports & adequate internet conditions. We also confirm the equipment order one last time to make sure that there’s nothing forgotten and nothing else needed. We stage all the equipment in-house that way once we arrive on-site for the installation everything is plug & play. Once the equipment is ordered we schedule the installation.

Step 4: Installation Day and Staff Training

On the day of installation our team will come into the business early in the morning to ensure we have enough time to complete the installation before staff members start arriving. We carefully uninstall the existing equipment because it’s likely going back to the original supplier. At this time, it’s often necessary to wipe down the areas where the old systems were installed. Dust and grime tend to collect in these areas over time; it's a good moment for a quick cleanup.

Once we get all systems up and running it’s time to introduce the new system to the staff. About an hour before opening, we gather all staff members and set up a classroom-like training session on how to use their new system. After covering all the features, how-to’s, and answering staff questions that have arisen we split the staff members up into groups and have them do some mock ordering for each other. They practice drink orders, complicated orders, and common requests- giving them time to build confidence before opening to the public. Once the doors are unlocked and service is in session we are there all day long, answering questions and making menu edits to ensure smooth operations.

On day 2 of training we start with gathering the owners and managers to review the reporting. Now that we have live numbers from the day prior we can begin showing them how to read them properly. Reports include gross sales, taxes, tips, product mix, and employee timesheets for clock-ins and clock-outs. Again we stick around all day on day 2 making sure we don’t leave the staff hanging. Our goal is to make sure they are comfortable using the new system by themselves.

Step 5: Ongoing Support That Never Clocks Out

After day 2, our job is not done. We continue to monitor our customers and whenever they need help or something isn’t quite working how it should be we are there to help. Our customers call us directly- no 1-800 numbers, no hold music. We’re available 24/7. If you're working, we're working- it’s that simple. Whatever it is they need, whether it's a menu edit, a printer malfunction, or even adding a new staff member to the system, we’re there to help so they can continue doing what they do best, serving their guests.

Let’s Make the Switch — Together

If you’re ready to upgrade your POS system without the stress, reach out today to schedule a free demo. We’ll guide you every step of the way — just like we’ve done for dozens of restaurants across the region. Contact us today