Implementing a new point of sale (POS) system is no small feat. The combination of hardware and software powers most aspects of operating a retail business, from recording inventory levels and collecting customer data to ringing up orders and processing payments.
A POS implementation checklist ensures you’ve got all your bases covered. Using the POS as intended will help you prevent downtime, run an efficient store, and cut down the time it takes to see a return on your investment.
If you’re unsure where to start, or you’re implementing a POS system for the first time, we’re here to help. This guide shares a POS implementation plan so that you can start using your new system quickly.
How to create a POS implementation plan
- Understand your business needs
- Create a POS implementation timeline and assemble stakeholders
- Research and choose a new POS system
- Train your retail team
- Launch a minimum viable product
1. Understand your business needs
Before implementing a new POS system, spend some time thinking about the features you’ll need. Jot down the things you currently do manually, or the things missing from your current POS system. That might include the ability to:
- Record customer data
- Operate a POS loyalty program
- Combine inventory from multiple sales channels (e.g., your online store)
- Take payments with low payment processing fees
- Schedule employee rotas
- Print or email receipts
- View sales analytics
Rank these features in order of importance and use them as the foundation for your POS solution comparisons. Choosing a system that will scale as your business grows will prevent you from having to go through this implementation checklist again in the future.
2. Create a POS implementation timeline and assemble stakeholders
A POS implementation timeline is a roadmap that details key dates of when certain tasks must be completed. It keeps your retail team on the same page because everyone is working towards the same deadlines.
An implementation timeline can minimize downtime, especially if you’re working around your store’s opening hours. The last thing you want is to turn customers away at the checkout desk because your new POS setup isn’t working properly.
Start by outlining the people involved in your POS implementation plan—like your store manager, sales associates, and point of contact at the provider. Then break the implementation strategy plan down into smaller steps and agree on a timeframe that suits everyone. For example:
- March 1: Finalize business requirements for the new POS system
- March 15: Shortlist POS vendors and plan budgets
- March 31: Choose and confirm a POS provider
- April 7: Purchase hardware
- April 30: Configure the POS system
- May 7: Deploy the first version
3. Research and choose a new POS system
A quick Google search will show thousands of modern POS systems for your retail business to choose from. However, not all are created equal—and while your shortlisted vendors might offer the features you noted in step one, they might not be the best POS system for you.
Important things to consider at this stage include:
- Mobility: is the system fixed to a counter or a mobile POS?
- Compatible hardware
- Price, including any POS transaction fees
- Order fulfillment options (e.g., buy online, pick up in-store)
- Reviews and customer ratings
- Integrations with other apps in your retail tech stack
- Customer support
Also, consider whether most POS systems you’ve shortlisted offer a free trial. Spending a few days navigating the dashboard yourself can show you whether the interface is easy to use, while also helping you spot POS features you might otherwise not realize are important.
4. Train your retail team
Once you’ve decided on a new provider, it’s time to learn how to use the software and hardware.
Remember that it’s not just you who will be getting to grips with the new POS system. Your retail team will be using the POS software to ring up orders, check inventory levels, and process in-store payments. Make sure to train them on how to do so at this part of your POS implementation checklist.
As part of your POS staff training, demonstrate how to do basic tasks like:
- Configuring user permissions
- Updating inventory levels
- Adding products to a customer’s cart
- Applying discounts, loyalty points, or gift cards
- Processing in-store payments
- Managing returns or exchanges
- Following POS security measures
- Operating any POS hardware, such as receipt printers, POS terminals, or barcode scanners
It helps to do a team-wide run through and make any documentation from your POS provider easily accessible. Shopify POS, for example, has a library of help content (including videos!) for your team to reference when troubleshooting something your initial training didn’t cover.
5. Launch a minimum viable product
A minimum viable product is your initial version of the new POS system. It doesn’t have all the bells and whistles that you might need in the future; it’s the minimum setup you’ll need to complete basic tasks.
This approach to POS implementation means you won’t spend time completely customizing a new system that you’ll later move away from after realizing it isn’t fit for purpose.
The MVP also reduces operational disruptions, especially if you’re using it alongside your current system. The legacy POS is still there as a backup if you run into a problem with the new (albeit condensed) setup.
Spend this time testing everything. Gather feedback from stakeholders and consult the POS platform to uncover transaction data. Is the platform easy to use? Is it faster than your old setup? What features would make it a no-brainer investment decision? Does it contribute to a positive customer experience? These insights help you perfect the system before jumping ship and using it full-time.
Successful POS implementation should help you go omnichannel
Choosing a new point of sale system can feel daunting. It’s the system that operates your entire business, so the fear of something going wrong during implementation can be enough to make retailers stick with their legacy system. That ultimately ends up causing more harm than good.
Best-in-class POS systems like Shopify POS have all the features you’ll need to operate a growing store, like the ability to combine multiple store locations alongside online sales channels, analytics capabilities to track business performance, and a huge ecosystem of POS apps that offer advanced features when you need them.
POS implementation FAQ
What is POS implementation?
The POS implementation process describes how a retailer sets up a new point-of-sale system. It includes picking a new provider, setting up hardware, testing payments, and integrating the retail POS system with your retail tech stack.
What is the full meaning of POS?
POS means “point of sale.” It describes the hardware and software a retail business uses for inventory management, collecting customer data, managing sales transactions, and scheduling staff rotas.
What is the job of a POS?
A POS system manages the logistics of operating a retail business. It can schedule staff, process payments, print receipts, manage inventory data, and display sales analytics.
