Go-live checklist for multi-unit groups

Rolling out back-of-house software across multiple locations fails when teams treat it as a software install instead of an operational change. Luminix provisioning follows a structured path — discovery, tenant setup, parallel training, and cutover — that maps to how restaurant groups actually adopt new tools.

This checklist is a practical sequence. Your timeline will vary by location count, modules, and integration scope. Use it as a starting point and refine on your demo call.

Phase 1 — Discovery and provisioning (week minus two)

Before anyone logs in, align on scope:

Organization structure

• Confirm tenant slug and subdomain plan ({tenant}.luminixops.com)
• Define locations, concepts (if multi-brand), and reporting hierarchy
• Map roles: owner, operating partner, district manager, GM, HR admin, line roles
• Select module bundle: Standard, Full BOH, or Platform

Integrations

• Connect Toast POS if in scope — see Toast integration
• Configure email notifications for exceptions and compliance alerts
• QuickBooks Online and webhooks if finance workflows require them — integrations overview

Baseline data

• Import or enter HR records, job roles, and certification baselines
• Enter par levels and inventory item catalog (or plan phased entry)
• Recreate opening/closing checklist templates from current binders or spreadsheets
• Document current schedule publish workflow to mirror during parallel week

Success criteria

By end of week minus two, your tenant should have locations, roles, integrations connected, and baseline templates loaded. Leadership should be able to log in and see the organization structure.

Phase 2 — Training and parallel run (week minus one)

Training is role-specific. One session does not fit all.

Leadership and operating partners

• Dashboard and exception strip across locations
• Location switcher and consolidated compliance gaps
• How to review inventory and scheduling exceptions without calling every store

GMs and store managers

• Daily ops checklists and shift handoffs
• Schedule build, conflict resolution, and publish workflow
• Food safety temp logs and corrective actions
• Maintenance work order creation

HR and people admins

• Hiring pipeline and onboarding task completion
• Certification expiry views and document storage
• How HR records connect to scheduling

Parallel week

Run Luminix alongside existing tools for one week:

• Mirror checklists in-app while still running binders (compare completeness)
• Build next week's schedule in Luminix before publishing for real
• Log temps in both systems if required by current process — then drop the duplicate on cutover

Parallel week catches workflow gaps before they affect service.

Phase 3 — Go-live week

Cutover should be deliberate, not a Friday afternoon switch.

Day one

• Publish first production schedule in Luminix
• Run opening and closing checklists in-app only
• Assign a single point of contact per location for questions

Days two through five

• Hold a 15-minute standup per location (or district call for larger groups)
• Review exception strip daily: inventory gaps, compliance misses, scheduling conflicts
• Log issues in a shared channel — tune templates and permissions quickly

Payroll export (if in scope)

• Run a dry-run export before the first live payroll cycle
• Validate tip pool configuration and dispute workflows with finance

Phase 4 — Stabilize (week plus one)

After the first full week in production:

• Review adoption: which checklists are skipped, which GMs need refresher training
• Tune notification preferences — reduce noise, keep critical alerts
• Add remaining modules from your bundle if you staged rollout (e.g., maintenance after food safety)
• Schedule a leadership review: exceptions trending down, records complete between shifts

Common pitfalls

| Pitfall | Mitigation | |---------|------------| | Skipping parallel week | Run at least one week mirroring existing checklists | | Training only leadership | GMs must validate floor workflows before cutover | | Importing bad baseline data | Clean HR and par data during provisioning, not after go-live | | Too many modules at once | Stage compliance or maintenance if ops + scheduling is enough for week one |

How Luminix supports rollout

Provisioning is included in customer onboarding — not a self-serve signup. We configure your tenant, connect integrations, and align on training cadence during discovery.

For a broader rollout narrative, see multi-location rollout guide. For demo and scoping questions, contact us.

Every group moves at a different pace. Map this checklist to your size and modules on a demo call.