Switching POS systems in a restaurant can feel overwhelming. New hardware, new workflows, new training — all while keeping service running. The goal of this checklist is to make your POS launch smooth, low-stress, and set your team up for long-term confidence.
At Cloud9 Payments, we follow a proven four-phase onboarding process for every restaurant we work with. Whether you are opening a new location or replacing an outdated system, this checklist covers everything you need.
Phase 1: Pre-Onboarding Planning
Before any equipment arrives, the planning phase sets the foundation. This is where we align on your restaurant's specific needs and make sure nothing falls through the cracks.
1. Gather your menu details. Collect your current menu with all items, prices, modifiers, sizes, and add-ons. Include any specials, happy hour pricing, or seasonal items. Digital files or photos of physical menus both work.
2. Confirm hardware and network requirements. Verify your internet connection, identify where terminals will be placed, and confirm power outlet availability. Plan for any printers (kitchen, bar, receipt) and their locations.
3. Align on workflows and expectations. Discuss how your staff currently handles orders, payments, tips, tabs, and shift changes. Identify pain points you want the new system to solve. Set a target go-live date.
4. Identify key contacts and decision-makers. Designate a point person on your team who can answer questions and approve menu changes during the build process. This keeps things moving and avoids delays.
Phase 2: Menu Building & System Configuration
This is where your POS system takes shape. We build your menu, configure your settings, and make sure the system matches how your restaurant actually operates.
1. Menu item entry and organization. Every item is entered with correct pricing, categories, and display order. Items are grouped logically so staff can find what they need quickly during service.
2. Modifiers, sizes, and add-ons. Configure all modifiers (extra cheese, no onions, medium rare) and size options. Set up forced vs. optional modifiers and any modifier pricing. This is where accuracy matters most.
3. Tax setup and compliance. Configure applicable tax rates for food, alcohol, and non-taxable items. Verify rates match your local and state requirements.
4. Printer routing and kitchen display. Map each menu category to the correct printer or kitchen display station. Appetizers to one printer, drinks to the bar printer, entrees to the line. Test routing before go-live.
5. Tip settings, employee roles, and permissions. Configure tip options (suggested percentages, custom amounts), create employee profiles with appropriate access levels, and set up clock-in/clock-out if applicable.
Phase 3: Installation Day & Staff Training
Go-live day is when everything comes together. Our team arrives on-site, sets up equipment, walks your staff through the system, and stays for the entire shift to provide real-time support.
1. On-site hardware setup. We install and configure all terminals, printers, and peripherals. Every device is tested for connectivity, printing, and payment processing before service begins.
2. Staff walkthrough and hands-on training. We walk your front-of-house and back-of-house team through every workflow: placing orders, splitting checks, processing payments, applying discounts, opening and closing tabs, and running end-of-day reports.
3. Real-service support during the first shift. We stay on-site for the entire first shift. If a server has a question, we are right there. If a printer needs adjusting, we handle it in real time. Your team is never left alone on day one.
4. End-of-day reconciliation walkthrough. At the end of the shift, we walk you through closing reports, batch settlement, and tip reconciliation so you know exactly how to close out each day going forward.
Phase 4: Post-Go-Live Support & 30-Day Optimization
The first 30 days after launch are critical. We stay closely connected to ensure your system is dialed in and your team is fully confident.
1. Follow-up check-ins. We schedule check-ins during the first week and throughout the first 30 days. These calls cover how service is going, any issues staff are encountering, and opportunities for improvement.
2. Menu tweaks and adjustments. As your team uses the system, you may want to reorganize items, add new modifiers, or adjust pricing. We handle all menu changes quickly so you can focus on running service.
3. Advanced feature activation. Once the basics are solid, we introduce advanced features like online ordering integration, loyalty programs, inventory tracking, or reporting dashboards that can take your operation to the next level.
4. Retraining as needed. New hires, role changes, or seasonal staff often need additional training. We provide follow-up training sessions to make sure every team member is comfortable and confident.
A smooth POS launch is not about the technology — it is about preparation, training, and having the right partner in your corner. Cloud9 handles every step so you can focus on what you do best: running your restaurant.