FloristWare

• Discovery and scoping (1–2 weeks)

  • Goals: identify which modules you’ll use (POS, online ordering, bouquet builder, CRM, inventory, purchasing, reporting)

  • Data readiness: what data you’ll migrate (customers, vendors, products, pricing, taxes, discounts).

  • IT readiness: hardware compatibility, integration needs (payment processors, delivery systems, website, accounting).

• Setup and configuration (2–6 weeks)

  • Install/configure FloristWare on your hardware or cloud environment (depending on deployment model).

  • Create user roles and permissions, tax rules, payment methods, delivery areas, service areas, tips, and commissions if applicable.

  • Product catalog import or creation: flowers, arrangements, add-ons, prices, SKUs, seasonality, and bundles.

  • Pricing and discount structures: seasonal pricing, preferred customer pricing, loyalty rules (if supported).

  • Integrations: set up connections to payment processors, accounting software, website/online store, delivery software, and CRM.

• Data migration (1–3 weeks, often concurrent with setup)

  • Migrate customers, past orders, open invoices, inventory on-hand, vendors, and product catalogs.

  • Validate data integrity with test transactions.

• Training and user acceptance (1–2 weeks)

  • Train cashiers, designers, and managers on POS use, order management, inventory adjustments, and reporting.

  • Practice sessions and go-live readiness checks.

• Pilot run and go-live (0–1 week)

  • Soft launch with limited transactions to surface any issues.

  • Full go-live after successful pilot and final data sync.

• Stabilization and post-go-live support (2–6 weeks)

  • Fine-tuning configurations, resolving edge cases, and ensuring smooth daily operations.

  • Ongoing monitoring and optimization based on real usage.

Core customization possibilities

• POS layout and workflows: customize how screens look, what shortcuts are available, and which fields are mandatory.

• Payment and tender types: support for multiple tenders (cash, card, gift cards, mobile wallets), tip options, and split payments.

• Tax and regulatory rules: configure tax rates by jurisdiction, tax-exempt handling, and round rules.

• Discounts and pricing: quantity discounts, seasonal pricing, membership/loyalty discounts, promo codes (if supported), and bundle pricing.

• Inventory and product setup: custom product attributes (size, color, wrap, vase), seasonality flags, and multiple SKUs per bouquet type.

• Delivery and order routing: delivery windows, delivery fees by zone, driver assignments, and pickup vs. delivery workflows.

• Reporting and dashboards: custom report templates, KPIs (gross profit, average order value, revenue by channel), and scheduled reports.

• Integrations: APIs or connectors for website, ecommerce storefronts, accounting software (e.g., QuickBooks, Xero), CRM, and delivery services.

• Setup and implementation fees

  • Initial installation/configuration: one-time setup fee (varies with scope).

  • Data migration: sometimes billed separately by data volume and complexity.

  • Custom integrations or API development: one-time or milestone-based charges.

  • Training sessions: may be included or billed separately depending on package.

• Ongoing subscription and licensing

  • Monthly or annual subscription/license fees per location/seat/module.

  • Depending on deployment (cloud vs on-prem), ongoing hosting or maintenance fees.

• Maintenance and support

  • Annual maintenance/upgrade fees: access to updates, security patches, and feature releases.

  • Support plans: tiered options (standard, priority, 24/7) with defined response times.

  • Per-incident or per-hour support billing: some plans include a set number of support hours; beyond that incur rates.

• Add-ons and ancillary costs

  • Payment processing fees: typically pass-through to payment gateways; FloristWare may have a negotiated fee or margins.

  • Online ordering/website integrations: setup and monthly hosting/maintenance for ecommerce channel.

  • Delivery system integrations: courier/routing software fees if used.

  • Hardware: printers, barcode scanners, label printers, cash drawers, and POS tablets/terminals may require purchase or lease.

  • Training re-runs or refresher courses for new hires.

• New-employee onboarding: structured sessions to bring new staff up to speed on POS operations, order management, inventory adjustments, and payments.

• Role-based training: separate tracks for cashiers, designers, managers, and admins (permissions, workflows, reporting).

• Hands-on practice environment: sandbox or test mode to simulate real transactions without affecting live data.

• Training formats: live instructor-led webinars, on-site training, and self-paced e-learning modules or video tutorials.

• Training materials: user manuals, quick-start guides, cheat sheets, and in-app help tips.

• Certification or competency checks: some programs provide a quick assessment to confirm readiness before go-live.

• Refresher sessions: periodic updates when new features roll out or when there are process changes (new POS menus, new integrations, etc.).

• Train-the-trainer options: empower a store administrator to train staff locally.

• Data encryption: at-rest and in-transit encryption (e.g., TLS for data in transit; AES-256 for stored data).

• Access controls: role-based access, strong password policies, multi-factor authentication (MFA) options.

• Payment data handling: PCI-DSS compliance for card data; tokenization and secure payment gateways; scope limited to merchant data.

• Data backups and disaster recovery: regular automated backups, RPO/RTO guarantees, and tested recovery procedures.

• Network and host security: firewalls, intrusion detection, regular security patches, and anti-malware protection.

• Audit trails: comprehensive logs of user activity, with tamper-evident records and easy export for compliance.

• Data residency and privacy: where data is stored (cloud region), data retention policies, and GDPR/CCPA considerations if applicable.

• Incident response: defined process for security incidents, notification timelines, and remediation steps.

• Third-party risk management: security assurances and SOC/ISO attestations for any hosted components or integrations.

• Release cadence: updates may be monthly, quarterly, or on a staggered schedule depending on module and deployment type.

• Types of updates: bug fixes, security patches, and feature enhancements; sometimes major version upgrades with break/fix notes.

• Deployment approach: cloud/SaaS environments often auto-update or push updates with minimal downtime; on-prem deployments may require planned maintenance windows.

• Change communication: release notes detailing new features, deprecations, and configuration impacts; access to a changelog or update portal.

• Testing and validation: pre-release pilot programs or sandbox environments to test updates before production.

• Backout/rollback options: procedures to revert to a previous version if an update causes issues.

• Compatibility considerations: impact on custom integrations, API changes, or customizations; guidance on what to test during a rollout.

• Ownership of data:

  • Who owns the data entered into FloristWare (customer data, orders, product catalogs, vendor data, financial/tax data)

  • Do you retain rights to export or obtain a copy of all data on demand

• Data access and export formats:

  • In what formats can you export data (CSV, JSON, XML, Excel)

  • Are data exports archived with timestamps and metadata (schema, data definitions)

  • Is there a data dictionary or schema documentation to aid export and migration

• Data retention:

  • How long is data retained in the system after account termination

  • Are historical records preserved for legal/compliance purposes, and in what format

• Flexible licensing:

  • How is pricing tied to locations, seats/users, modules, or throughput? Can licenses be added mid-term with prorated pricing

  • Is there a minimum/maximum number of locations or users

• Add-on/module expansion:

  • Process and cost for adding modules (online ordering, CRM, advanced reporting, inventory modules) mid-term.

  • Lead times for provisioning new modules and ensuring data compatibility.

• Scaling down:

  • Is there an option to reduce licenses or suspend modules mid-term? Any penalties or fees?

• Renewal structure:

  • Auto-renewal vs. manual renewal; renewal notice periods; length of renewal terms (annual, multi-year).

  • Any pricing changes at renewal and how increases are communicated ( Caps, CPI-based, etc.).

• Termination rights:

  • Termination for convenience vs. for cause; notice requirements; any early termination penalties.

  • Right to transition assistance on cancellation (data export, knowledge transfer, API access through termination).

• Exit assistance and data handover:

  • Timeline and method for data export upon termination; format and delivery method.

  • Availability of a transition period where both systems can interoperate for cutover.

• Fees upon termination:

  • Any remaining balance, early termination fees, or minimum spend refunds.

  • Return or cancellation of hardware, if any, and associated costs.

• SLA and support post-termination:

  • Access to support after termination (limited, paid on-demand, or none) and for how long.

• Price protection and concessions:

  • Any guarantees on price protection for existing customers at renewal.

• Data migration obligations:

  • FloristWare’s responsibilities vs. customer responsibilities for data migration to a new system.

• Industry and data security standards:

  • PCI-DSS status for cardholder data handling (merchant services, hosted components, tokens).

  • SOC 2 Type II or SOC 1 reports availability and scope (security, availability, processing integrity, confidentiality, privacy).

  • ISO 27001 certification status and scope.

  • CSA STAR, HIPAA (if applicable), or other industry-specific compliance relevance.

• Data privacy frameworks:

  • GDPR/CCPA/CPRA readiness, data processing agreements (DPA), and data subject rights handling.

  • Data residency commitments and data processing location disclosures.

• Subprocessors and vendor risk:

  • Public list of subprocessors; ability to review DPA with subprocessors; any contingent security controls for third parties.

• Security program details:

  • Regular penetration testing, vulnerability scanning frequency, incident response times, and breach notification commitments.

  • Encryption practices for data at rest/in transit and key management practices.

  • Access controls, MFA options, and IAM governance.

• Audit rights and documentation:

  • Availability of audit reports, third-party certifications, and the process to review them.

• Data breach notification:

  • Timeframe for breach discovery notification to customers and remediation commitments.