How long does it take to implement a POS system? 

The answer to the question of how long it will take will vary, depending on the provider, the size and complexity of your business, the scope of the project, and the level of customisation required. 

When it comes to Access EPoS, the average time for a new system to be live on-site is between 4-6 weeks, which is based on:  

• consultation 
• building the program to your specifications 
• user acceptance testing and training  
• on-site live deployment/installation. 

How to implement a POS system in 5 simple steps  

Since EPoS is a central hub for your operations, often connecting with various integrations, third-party aggregators, and other systems, like stock or labelling software, a thorough implementation plan is crucial. The key is to set realistic expectations, goals and timelines with your chosen provider, who will guide you through each step.  

Below are the typical key steps involved in a successful POS implementation.

1. The crucial first step - choosing the right POS provider

The success of your POS implementation hinges on selecting a provider whose solutions align with your unique needs and goals, so before you even dive into the technical details of implementation, take the time to thoroughly evaluate your options.  

Ask yourself the following questions:  

• does the system offer the features and tools your business currently needs to thrive, and most importantly, will it grow alongside your business? 

• does the POS provider offer reliable and responsive support when you need it? 
• is the pricing model transparent and affordable for your budget?  

Carefully research different providers, read reviews, and request demos to see the software in action. 

Changing your hospitality EPoS might sound stressful. Many operators worry that changing their EPoS will be a huge and costly undertaking at a time when margins are tight. However, overcoming the challenges of implementation when making the switch can ultimately drive increased efficiency, save time and revenue growth, empower your team and provide an enhanced customer experience.   

2. Keep your team informed about the EPoS integration project plan

A successful EPoS implementation isn't just about the technology – it's also about the people working with it. When you're implementing a new point-of-sale system, you're inevitably changing most of the operational procedures around it, so it's vital to keep everyone informed and engaged throughout the process.  

Who to keep in the loop: 

• Your management team - your managers play a crucial role in driving adoption and ensuring a smooth transition, so make sure to involve them early in the planning process, seeking their input and addressing any concerns they may have. 
• Frontline staff - these are the people who will be using the new system daily, so their feedback and buy-in are essential. Run multiple group training sessions at each location as well as online workshops to keep everyone on the same page.  
• IT personnel (if applicable) - if you have an in-house or external IT team, keep them informed of the project timeline and technical requirements. 
• Your new EPoS provider - keep open communication with your EPoS provider throughout the entire process for any valuable insights, support, and training resources. 

4. Transfer your data and set up the new system

This process is particularly crucial when you consider the intricate web of connections your EPoS system forms within your business, such as inventory management, third-party delivery platforms, customer loyalty programs or accounting software.  

Data migration

Determine what essential information you need to transfer from your old system to the new one. These can be customer records, sales history, inventory details, and menu items. The smoother the migration, the faster you'll be able to hit the ground running with your new EPoS system. 

System setup

Once your data is safely migrated, you'll need to configure your new EPoS system to truly fit your needs. Typically, this involves: 

• Menu configuration - such as setting up menu items, descriptions, pricing, and modifiers. 
• Table management - Designing your floor plan and assigning tables (if applicable). 
• Payment integration- integrating your preferred payment processors for seamless transactions. 

• User permissions- setting up access levels for different staff roles to ensure data security. 

Your EPoS provider should offer comprehensive support and training during this setup phase, so make sure to take advantage of their expertise. 

4. Install the hardware 

After carefully selecting your POS provider, you'll need to bring your new system to life by installing the hardware.  

Depending on your specific needs and the size of your business, this could involve a range of devices, such as terminals, tablets, printers, cash drawers, barcode scanners and Kitchen Display Systems.  

Your provider should have already prepared the hardware in advance, meaning that the installation should happen within the agreed timeframes for a smooth system deployment.  

In a scenario where you keep your existing equipment, you'll need to make sure that the operating systems are correct and updated, as your hardware must be compatible with the new software. 

5. Test, troubleshoot and review

Put your system through its paces and identify any potential hiccups before you go live and start serving customers. Make sure the team feels comfortable using the new POS and that every component is working in harmony – from the terminals and tablets to the printers and kitchen.  

With Access EPoS, there are typically 3 stages of this process: 

• the initial build of the program and user acceptance testing 
• the installation and troubleshooting on the day of installation - that's when the system is bedding in; are the correct items going to the correct printers, and are there any functional changes that need to be made? 
• follow-up review - a post-installation review after a few days or weeks to ensure you're getting the most out of your new system. 

How can Access help? 

The idea of replacing an EPoS system throughout your entire estate can, understandably, seem like an overwhelming project to take on for many operators. However, as the piece of technology that sits at the heart of your operation, can you afford not to evaluate whether it's fit for purpose? 

Despite keeping pace with the ever-evolving world of hospitality technology, seamlessly integrating EPoS into your business is still very achievable, especially with the right support. That’s where Access Hospitality comes in.  

Access EPoS sits at the heart of many of our hospitality solutions, meaning that it allows for smooth integration across your entire business.  

This means you can access all your apps with a single sign-in and get a complete picture of your operations with data from multiple sources, including: 

• EPoS technology  
• Inventory management system  
• Kitchen display system  
• CRM  
• Booking system  
• Website  
• Loyalty apps  
• Other hardware systems  

Our hosted SQL EPoS back office online is your secure hub for all your data, providing a safe and secure cloud-based platform with real-time insights across all your locations and when it comes to energy usage, our Access 8 terminals run on our own processor that uses 33% less energy than an IP processor. 

In addition, we partner with the biggest names in the hospitality industry to offer the most comprehensive range of integrations for our customers. Access EPoS seamlessly integrates and interfaces with all major card, contactless, and mobile payment solutions as well as loyalty schemes, online shopping, order ahead, and reservation solutions.  

Ready to effortlessly implement a new POS system? 

In this article, we've explored the steps to seamlessly transition to a modern and efficient POS solution and we've highlighted the benefits of partnering with a trusted and reliable provider like Access Hospitality. 

If you are ready to learn more about how we can apply our 30+ years of experience to help you seamlessly implement a new POS system, get in touch with our team today.