What to Do When Your EPOS System Breaks: A Guide for Hospitality Businesses

Introduction

EPOS systems are essential for modern hospitality businesses, but like any technology, they can sometimes fail. Knowing what steps to take can minimise disruption and keep your business running smoothly.

 

Step 1: Assess the Situation

• Identify the issue: Is it hardware, software, or connectivity? Many issues can be resolved with a quick reboot or by checking your internet connection.

• Contact support: Reach out to your EPOS provider’s support team. With Seamless, our responsive support ensures you get assistance as quickly as possible.

 

Step 2: Implement a Backup Plan

• Manual processes:

• Keep a paper order pad and cash box handy to ensure you can continue trading.

• Know where your cash drawer keys are stored in case the system isn’t accessible.

• Train your staff on what to do during an outage, so they can handle manual orders confidently.

• Backup payment options:

• Consider having a backup payment provider, like iZettle or Dojo, which offers tap-to-pay functionality through mobile apps. These can operate over 3G or 4G, allowing you to take card payments even without your primary EPOS system.

• Invest in a router with 3G or 4G backup capability to maintain connectivity in case of internet issues.

 

Step 3: Arrange for Repairs or Replacement

• Off-the-shelf hardware advantages: One of the benefits of using Seamless is our reliance on widely available off-the-shelf hardware like iPads. If your device breaks, you can easily pick up a replacement from a local store and get back to work immediately.

• Cost-effective replacements: Unlike custom EPOS hardware, which can be costly and time-consuming to replace, off-the-shelf devices like iPads are affordable and readily available.

• Quick setup: With Seamless, logging in to your account on a new device is all it takes to restore your system.

 

How Seamless Handles Downtime

 

At Seamless, we prioritise getting you back up and running quickly:

• Fast hardware dispatch: If you prefer to receive a replacement from us, we dispatch hardware on the same day, ensuring you’ll typically receive it within 24 hours.

• Quick setup: Setting up a replacement system or adding products takes minutes, not hours. Simply log in to your account, and your business is ready to go.

• Offline resilience: Seamless allows you to continue taking orders and recording sales offline. Once your connection is restored, all transactions will sync automatically.

 

How Long Does It Take to Get Back Up and Running?

• Temporary fixes: For software issues, many problems are resolved within minutes with responsive support teams.

• Hardware replacement: With Seamless, you have the flexibility to pick up a replacement iPad locally or receive a device from us within 24 hours, ensuring minimal downtime.

• Seamless resilience: While card payments require an internet connection, you can continue taking orders and recording cash payments offline to minimise disruption.

 

Why Choose Modern EPOS Solutions?

• Low maintenance: Modern EPOS systems like Seamless require little to no ongoing maintenance, as software updates happen automatically.

• Scalable and flexible: Using off-the-shelf hardware like iPads ensures quick replacements and cost-effectiveness.

• Prepared for the unexpected: With Seamless’ offline resilience and the ability to integrate backup payment solutions, you can continue trading even during disruptions.

 

Conclusion

While a broken EPOS system can be stressful, having a clear action plan and a reliable provider can make all the difference. Seamless ensures downtime is kept to an absolute minimum with robust offline functionality, rapid hardware dispatch, and a system so easy to set up, you’ll be trading in no time.

 

Learn more about how Seamless can keep your business running smoothly—even when the unexpected happens.