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Common myths about cloud-based systems exposed

By Nadine Hashem

A cloud-based system might not be the most familiar world to dive in for people who aren’t prone on technology especially with the diverse acronyms used in this vast and ever-changing world.


There are many applications for the cloud-based system in all industries and sectors including the hospitality and restaurant sector. Despite this, many misconceptions lie around this technology and the need for it in restaurants.


What is a cloud-based software anyway?


As fancy as it sounds, the cloud computing software is a software that is run by the internet. In other words, it’s the delivery of different services through the internet with tools and applications such as databases, data storage and servers.


Instead of saving files on local storage devices, you can save them to a remote database in a cloud-based manner. The reason why it’s called cloud-based goes back to the fact that the information is found in the cloud or a virtual space.



So, what are the most common myths about cloud-based POS systems?



The cloud-based system is expensive



A legacy POS system requires you to invest in expensive hardware and computer systems in addition to the fees of its installation and maintenance while a cloud-base POS decreases these upfront costs and you don’t even need to invest in large servers.


Remember that since everything is stored online, you won’t be surprised with additional hidden costs along the way especially with re-installation.


You don’t even need labor to install it the cloud-based system. your IT personnel would be trained on the system and would be in charge of running the system.

Most of the cloud-based systems come with 24/7 support and customer service to help you with any technical problem that arises in addition to the elimination of errors across various restaurant’s operations. In total, operating costs that accompanies the cloud-based systems are much less expensive than legacy POS.


And whenever we say costs, we have to look at the value the cloud-based system delivers. The cloud-based system ensures the integration of all data related to inventory, employees, customers, sales, costs of food or any other data ensuring a full understanding of the business’ financials and performance.


With internet failure, we lose data



Despite their reliance on the internet the recent cloud-based systems have an offline option that enables you to take orders and perform your regular operations and once the regaining the internet, the data is synchronized into the cloud.


So, despite the loss of the internet, data is still stored and numbers are adjusted once the internet is regained.

There’s no need to fear data integrity during internet failure because cloud-based systems can detect connectivity issues and switch to an offline mode where you can take orders and process bills.


Let’s not also forget about the data backup that is easily performed on the web rather than in legacy systems that requires hard drives meaning that the cloud computing software protects data much more than the legacy one.



Data migration from a legacy system to a POS one is difficult and unsafe



The idea of moving data from a legacy system to a cloud-based one is overwhelming. Let’s not lie here about it. It is a process.




This process is usually done and managed by the software company that you’re getting your POS system from. Once the data is moved, it’s implemented and become functional in a single day. All what you have to do is give them your information in a PDF file and they handle everything.


Once the system becomes functional, your software partners usually educate and train your employees on the use of the new system giving them all needed information on its operation providing them with handbooks and videos for ease of use knowing that the cloud-based system has a user-friendly interface that does not require much training.


Do not fear the loss of data once migrated to a cloud-based system since all the information is stored online and all the previous data is securely stored and retained.



Cloud computing systems are not safe


Restaurateurs feel that it’s always safer to store data on a physical server rather than online or on “the cloud”.


Addressing the issue of data security is essential because all the restaurant data should be protected and always encrypted.


While data in legacy system is stored in a separate back-office server that is unencrypted, cloud-based system saves them on a separate and secure network so there is no risk of data breach. In addition, the devices are often monitored to detect any unusual activity that threatens the security of data.


Cloud POS systems ensure that data is backed-up with multiple features, providing restaurants accurate and reliable access.


Only designated personnel have access to stored data for additional restaurant data security.



Software operations are slower during updates



Like anything relying on the internet, slower internet speed means slower access to any webpage or video and the same goes for the software use on the cloud.


In this case, running large files takes more time especially with small bandwidth. The solution is a higher bandwidth connection and you can run a speed test on your internet speed to evaluate its sufficiency for the new system.


In addition, the new software runs updates automatically to the central system that is reflected on the handheld devices.


Bottom line, change by itself might be shattering to restaurateurs and even employees but once realized, your business and your staff will thank you for it.

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