Upgrading to a new point of sale (POS) system can be equally exciting and intimidating.
On one hand, you hope that this new system will lighten your workload, shorten your checkout lines, and boost your profits. On the other, there’s fear that the transition will be long, frustrating, and worst of all — not worth your time.
That’s why we’ve put together this quick guide to setting up a POS system to put you at ease and help you plan a seamless switch. Let’s explore six steps to get your new POS system ready for action — plus a preview of our quick and easy onboarding process.
Start With the Right POS System
Before we dive into the specifics of setting up a point of sale system, let’s make sure you’re investing your time and money into the right solution.
First, look for a POS system that meets your store’s unique needs.
For example, boutiques need clothing color and size tracking, liquor stores and tobacco shops need built-in age verification, and grocery stores need powerful inventory management features to handle perishable and weight-based goods.
Once you’ve made a shortlist of POS systems that include the right features, thoroughly vet each provider. Schedule a live demo with each one to see the software in action and get your questions answered.
Our top tip when evaluating POS providers is to look for unlimited training and support during the onboarding process (and beyond) to make the setup process a breeze.
1. Determine Your Hardware and Software Needs
Once you’ve found a POS provider you can trust, it’s time to evaluate their hardware and software packages.
Most providers offer tiered software pricing, which means you can pay a starter fee for a basic selection of features or pay more for powerful tools like advanced inventory management and in-depth sales reporting.
If you’re brand new to owning a store, you might opt for a basic software package for now, then upgrade later.
Now, let’s talk hardware. Most POS hardware packages include a touchscreen computer, barcode scanner, card reader, receipt printer, and cash drawer.
Some providers also offer industry-specific tools like age verification scanners for liquor and tobacco retailers and deli scales for grocers.
Before placing an order, work with your provider to determine what types of hardware you need to prevent long checkout lines and keep your store running smoothly.
2. Get Your POS System Up and Running
Your new POS system has just arrived! What’s next?
Fortunately, most modern POS systems can be set up within minutes. All you have to do is boot up the touchscreen computer, connect it to your store’s internet, and log in using information from your provider.
Connecting other hardware components like your receipt printer, cash drawer, keyboard, and card reader should also be quick and easy.
From there, you can start exploring the system’s features and adjusting its settings to align with your store’s day-to-day operations.
3. Import Your Inventory Records
Inventory setup is one of the most challenging parts of setting up your new POS system — but it’s also one of the most important.
Every single item in your store must be moved to your new software to ensure smooth transactions and accurate inventory tracking.
Our main advice is to avoid importing your inventory manually.
Instead, rely on your POS provider. You should be able to download your inventory records from your old system and send them to your provider — and they’ll handle it from there.
Some providers charge an additional fee for this service, while others (like us!) offer it for free as part of your onboarding process.
4. Create Accounts and Roles for Your Employees
Start by setting up individual user accounts for every employee who will interact with your POS system. While it might be tempting to share login credentials across your team to save money, this leaves you more vulnerable to data leaks and internal theft.
You can protect your store even further by setting up role-based permissions for each of your employees. For example, you can require them to get approval before processing returns or applying steep discounts.
5. Train Your Team
Now it’s time to turn your employees into experts on your new POS system.
We recommend planning a team-wide meeting to announce the switch to the new POS system and explain how it will improve your operations. Explaining the “why” behind this transition will help you earn trust from team members who are wary of new technology or worried about the change.
Next, schedule training sessions where employees can practice with the new system. Have them process sample transactions, perform mock inventory counts, and handle returns.
As a bonus, these hands-on activities will serve as a test run, preparing you and your team to start using the system with real customers.
6. Stay Flexible and Adaptable
Adopting a new POS system isn’t a “set it and forget it” type of project; it’s an ongoing process.
You should continue learning about your POS system, digging into its features, and customizing it to meet your store’s evolving needs. Here are a few things to keep on your to-do list:
- Pay attention to your POS provider’s release notes, and set up automatic updates to ensure you always have access to the latest features and security tools.
- Most POS systems have custom touchscreen and button layouts, so check in with your employees to ensure their most-used tools are right at their fingertips.
- Take advantage of your POS system’s integration options! Most systems can connect with e-commerce platforms, accounting software, and marketing tools.
Following these tips will help you mold your POS system’s functionality to your store’s long-term goals.
Setting Up Your POS System With POS Nation: Quick and Easy
We’ve shared some general advice about how to set up a point of sale system, but this process can look very different depending on your provider.
That’s why we’ve mapped out what your onboarding process will look like with us. Let’s explore your five steps to success with POS Nation.
1. Find the Perfect POS Solution
Finding the right POS system for your store is one of the hardest parts of this entire process, but you don’t have to do it alone.
Our retail industry experts will talk to you about your store’s needs, budget, and goals, then help you find the perfect option. Here are just a few examples of the POS software solutions we offer:
- Bottle POS: For liquor stores and wine shops
- Cigars POS: For smoke shops, cigar lounges, and tobacco stores
- Markt POS: For grocery stores and specialty markets
- Comcash: For general retailers like boutiques and hardware stores
An industry-specific system that’s tailored to your needs is a game change — and we’re here to help you find it.
2. Connect With Your Customer Success Manager
Next, we’ll connect you with a customer success manager (CSM). Your CSM is personally responsible for your business’ success, and they’ll be available to help you during the onboarding process and beyond.
Having a CSM ensures you can always talk to someone who understands your business and your goals.
3. Schedule an Onboarding Appointment
Once your new POS system arrives, we’ll help you schedule an onboarding appointment.
During this live session, your CSM will walk you through unboxing your hardware, logging into your software, and ensuring everything is connected. By the end of your appointment, you should be able to process a sales transaction, check your inventory levels, and explore your sales reports.
4. Learn the System and Train Your Team
We’ve helped you set up your POS system — but the learning doesn’t end there.
We recommend booking at least one additional training session with your CSM to dig into the features that matter most to your business.
This is also a great time to explore our resource library and knowledge base! These pages include in-depth articles and videos that you and your team can reference at any time to learn more about the system.
5. Rely on Our Support Team
There’s no way around it: Transitioning to a new POS system is tough, and you’ll inevitably hit a few snags.
But an easily accessible, knowledgeable support team can help you solve these problems before they affect your customers or bottom line.
With POS Nation, you’ll have access to our team of industry experts 24/7 at no additional cost.
Start Your Point of Sale Journey Today
Hoping for a smooth move to a powerful, modern POS system? We’ve got you covered.
We offer POS solutions for retailers in every industry — along with the training and support you need to put your new POS system to work.
Schedule your live, personalized demo to see which of our software options is right for your small business.
by Cort Ouzts
