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POS System Onboarding: How Long Does It Take to Move to a New POS?

March 14, 2024 / 12 minute read / By Zoya Naeem

How long does it take to go live with a new point of sale?

6 Steps to going live with a new Point-of-sale (POS)

Transitioning to a new POS system can be a lot of work and not something retailers want to have to do often. The average lifespan for a retailer to keep the same POS system is around 5-7 years. These days, with SaaS cloud-based POS systems, while that timeframe might have shortened a bit, it’s still not a project that most retailers want to do often.

One of the biggest questions we always get asked is-

How long does it take to start using a new POS system? Followed by…

What is the best process to ensure my POS system transition stays on track?

Well, at Celerant, we have worked with thousands of retailers over our 20+ years, and based on our experience, the answer can vary depending on several factors.

But as one of our retail clients once said, “Our retail system has become the central nervous system of our business- at the heart of every decision we make.”

When something is so key to your business success, it’s important to take your time, research new POS systems thoroughly, and properly plan your POS implementation and software training for your team.

In this article, we’ll help set your expectations and discuss;

Different stages of the POS system implementation process,
Variables determining how long the go-live process might take, and
Tips to help ensure your POS project stays on schedule.

How Long Does the POS System Onboarding Process Take?

Generally, the onboarding process for a new point of sale can take anywhere from 2 weeks to a month or more. Based on our experience, here’s a quick breakdown of how long it can take to transition to a new Cumulus Retail point of sale (POS) system.

Average POS System Onboarding Timeframes:

Small businesses with an urgent go-live date:	Can average about 4-6 weeks
Small to medium-sized businesses or those with a more comprehensive POS system:	Can be as little as 2 weeks when expedited
Medium to large businesses or those with a more complex POS system:	Can average 6-8 weeks or longer

The length of time for a new POS system transition is based on several variables such as the complexity of the project and how large of a retail business you are implementing.

At Celerant, we are typically able to offer an expedited go-live service in rare cases where a retailer may be on a tight timeline and need to be live immediately. In these special scenarios, we can offer an expedited 2 week go-live process, but it needs to be communicated and agreed upon at the start of the project, and based on availability.

Common Factors Determining POS System Onboarding Timelines:

How many store locations and/or central offices retailer has
Which retail software is being implemented
Availability of the retailer to work with the POS onboarding team
Data Conversion Plan and Migration
Credit card processing plan and coordination
Complexity of the project and/or advanced retail functionality
Software modifications and customizations, if applicable

Regardless of the retail system you are implementing, there are generally six steps to follow when going live with a new point-of-sale (POS) system.

Six Steps to Onboarding with a New POS System

Over the years, our team has learned a lot about helping retailers get started with our POS software. While these steps aren’t set in stone, based on our experience, they have worked well for our retailers.

Step 1: Introduction to the POS Onboarding Process

Jumping on board with your POS software provider is like opening the door to a new adventure for your retail business. You are welcomed and your POS software provider makes sure you have access to all the tools you need to understand the ins and outs of the POS system.

With Celerant, you are assigned a dedicated implementation manager, who will be your personal guide throughout this exciting journey. Not all POS software providers provide a dedicated team with one-on-one support, so it’s important to ask questions early on and ensure you choose a provider who can provide the level of assistance you are looking for.

Educational Tools Available in Celerant’s Client Site:

‘Welcome Pack’ with team leader introductions and contact info
Hundreds of short ‘How To’ training videos, categorized by retail software module
New retail software versions, feature lists, and new product demo videos
Real-time access to ‘My Tickets’ where you will get access to your support incident statuses
Interactive ‘Knowledge Base’ where you can search by any training topic to get quick answers
So much more…

You’ll also be invited to follow our educational retailer blog, where we send out retailer tips and best practices weekly.

Step 2: POS System Onboarding Tasks

Prior to getting started, you’ll have some important decisions to make. Now is the time to regroup on these and determine how you are going to move forward, so that your implementation manager can best assist with your next steps, which can vary based on your selections.

Regardless of which POS system you choose, you will need to determine answers to these questions. However, some POS providers may not offer options and you might need to move forward with the only path they provide.

Preliminary POS System Onboarding Tasks:

Choose your preferred merchant processor
While some POS providers only offer one processing option, we offer multiple options, including gateways, to our retailers.
Get started with your credit card account activation
This needs to be completed directly with the payment processor you choose.
Decide if you will purchase new POS computer hardware and peripherals or use your own
With some POS providers, you are required to purchase new computers, but with Celerant we offer several options. You can purchase new POS workstations from us or on your own, and our software can usually support your existing POS machines, depending on the specs.
Complete the hardware review sheet provided by your assigned Implementation Manager
This is especially important if you are using your existing POS computers.
Determine if you will be converting data from your prior POS system
or starting fresh with your new POS system. While some POS systems require you to import your own data using spreadsheets, we offer full-service options and can prep it all for you. We also have many distributor integrations, helping you import from vendor product catalogs within the software.

Depending on the POS system you select, these decisions might vary. For example, some POS systems require that you purchase new POS hardware and equipment from them, while others can support your existing computers. Some POS systems allow only one payment processing option, while others offer multiple options and allow you to choose the option that works best for your business.

Step 3: POS Project Kick-off Meeting

Next up, you will be meeting with your POS software provider’s onboarding team. At Celerant, we have a full team of dedicated onboarding specialists ready to help with your process.

Celerant’s POS System Onboarding Team:

Sales Representative
To answer any questions, make introductions, and kick off your project
Implementation Manager
To discuss your project and plan your POS system training
Implementation Department Managers (POS & Web)
To explain their role of always being a path of escalation for you and ensuring the overall success of your implementation
Point-of-sale and eCommerce Department Managers
To explain the process, depending on which aspects are needed for your project
Data Conversion Specialist
To discuss options and plan your data conversion process, if applicable

Everyone gets together via a web camera virtual meeting, working as one team to discuss the plan and timeline to ensure your smooth and successful POS system and/or eCommerce implementation. Here is where you will confirm your decision for your credit card processing, your hardware review, data conversion plan, and more.

Step 4: POS System Training and Testing

Depending on your POS software provider, the approach to software training might look different- in some cases it might only be self-service, or group webinars at set times. With Celerant, we offer one-on-one and live training sessions, based on your schedule and specific business needs.

Celerant’s Personalized POS System Training Based on your Needs:

Customized training plan based on your business needs
Training sessions which are scheduled to fit your schedule
Interactive, step-by-step process, answering your questions along the way
Recorded sessions for your future reference or to share with your team

To ensure your POS system works in sync to deliver optimal performance, your POS provider will also conduct thorough testing of your equipment, ensuring you are ready for your upcoming go-live.

Celerant’s POS Hardware Prep and Testing:

Review of your hardware spec sheet
Setup of your POS terminals, such cash drawers, barcode scanners, printers and more
Testing all of your in-store hardware and peripherals
Setup and testing of your preferred vendor Integrations

Step 5: POS System Installation and Configuration

Setting up your store’s POS system can sometimes feel overwhelming, but it doesn’t have to be. We’ve broken down the process into three manageable phases to make it easy for you to get a hang of things and make sure you stay on schedule:

Phase 1: POS Hardware Installation
This involves setting up all the necessary tools for your store, including POS terminals, cash drawers, and barcode scanners.
Phase 2: POS Software Configuration
Your POS software provider’s team will work closely with you to set-up the POS software to fit your store’s workflows and specific requirements.
Phase 3: Data Migration
One of the most important aspects of a new POS system onboarding process is the data migration. At Celerant, we can help you transfer all your existing data, such as customer information, inventory, and sales history, from your old POS system to your new POS system, helping make the process much more seamless.

Pro Tip:

Check if your POS system allows you to integrate with your suppliers/distributors. If it does, now is a good time to set up the connections. This allows you to easily add products from your suppliers’ catalogs directly into your POS system. At Celerant, our vendor integration specialist can coordinate the process for you, depending on your retail market and vendors you work with.

Step 6: New POS System Go-live

At this point, you will have been trained on your new POS software, your data will have been converted, your POS hardware and credit card processing will be set up, and you will be ready to start ringing sales!

Typically, you would work with your POS provider to schedule a specific date, ahead of time, that works best for your business, as your official POS go-live date. Based on that date, your entire onboarding team will work together to meet that date and keep your project on track. Your role is important as well, as this is a collaborative project and your timely responses and participation play a key role in the success and timeline of your project.

At Celerant, on your scheduled go-live date, your dedicated implementation manager and a dedicated support technician will be on standby and ready to assist you whenever needed.

Pro Tip:

Getting used to a new POS system is never easy. Ask your POS provider if after your go-live, you can be assigned a dedicated support technician, making it easier and faster to get the help you need initially. At Celerant, we offer a dedicated support technician for 30 days past your go-live!

Tips to Keep your POS Onboarding Process On Track

While converting to a new POS can have its challenges, with early planning, you can ensure a timely and successful process. Based on our experience, below are the biggest delays our retailers can face, which can all be avoided with preparation.

Credit Card Activation
One of the biggest bottlenecks can be avoided by selecting your processor, coordinating your merchant ID (MID), and setting up your processing devices early on.
Training Schedule Delays
By engaging with your dedicated implementation manager, scheduling your live training sessions, and showing up at scheduled times, you can help keep your project moving.
Data Conversion and Cleanup
Properly planning and preparing your data for a successful import and conversion, with any needed data scrubbing, ahead of time. By taking advantage of our data conversion services from the start, you can save a ton of your time later.
Hardware Compatibility
Deciding whether you are purchasing new equipment or re-using your existing hardware, and confirming it meets the minimum requirements early enough in the process, to avoid frustrating surprises later.

Embarking on a New POS Software Journey

The process of choosing the right POS system and then implementing it, whether you have 1 store or 100 stores, can take time and is a big change for your business.

With early planning, preparation, and working closely with your POS provider, you can keep your go-live process on track and prevent significant delays.

It’s important to remember that there are reasons why you wanted to switch systems in the first place, and changing your team’s daily procedures is part of the process. Give your transition time and remember that you are learning an entirely new system. Once everyone gets more comfortable with the new software and any initial kinks get worked out, you can hit the ground running and start earning that return on your investment!

If you are still researching and determining your next steps in selecting the right POS system, check out another helpful article below.

Or, if you are ready to learn more about Celerant’s point of sale and want to watch a short product demo, check it out below. Our onboarding team is eager to meet you and kick off your project!

Watch Demo Now