Handheld or Fixed EPoS Terminals: How to Choose the Right Setup

Introduction

Choosing between handheld EPoS and fixed EPoS terminals is one of the most important decisions for modern hospitality and retail venues. The right setup directly affects service speed, staff efficiency and the overall customer experience. While some businesses rely on traditional fixed terminals, others benefit from the flexibility of handheld devices. SPARK EPoS offers both options, allowing businesses to build a setup that reflects how customers order, how teams work and how venues plan to grow.

In this blog, we explore the key factors to consider when deciding which setup is right for your business, including:

• Hardware and placement

• User experience

• Operational impact

•  Best fit scenarios

Hardware and Placement

Fixed EPoS terminals are typically positioned at counters, bars or reception points. They provide a stable and familiar setup that works well in venues with defined service areas. These terminals are ideal for centralised ordering and payment, particularly where space is available and customer flow is predictable.

SPARK Handheld EPoS offer greater flexibility. They are lightweight, portable and designed for use across the venue. Handheld terminals allow staff to take orders at the table, on the shop floor or in queue areas, removing the need for customers to return to a fixed point. This makes them particularly useful in venues where space is limited or service is spread across multiple areas.

User Experience

From a customer perspective, handheld and fixed terminals create different journeys. Fixed terminals support a traditional service model where customers approach a counter to place orders and pay. This can work well in quick service or retail environments where speed and simplicity are priorities.

Handheld ordering changes the experience by bringing service directly to the customer. Orders can be taken and sent instantly to the kitchen or preparation area, reducing waiting times and improving accuracy. When combined with SPARK Pay, customers can also pay at the table, creating a smoother and more convenient experience. This approach is particularly effective in hospitality venues where personal interaction and comfort are important.

Operational Impact

Operationally, handheld terminals can significantly improve speed and throughput. By allowing multiple staff members to take orders simultaneously, venues reduce queues and avoid bottlenecks at fixed tills. Orders reach the kitchen faster, especially when integrated with KDS, which helps teams manage preparation efficiently.

EPoS terminals remain valuable for handling high volumes at specific service points such as bars or checkout counters. They provide a clear focal point for transactions and are often easier to manage in venues with high staff turnover or simpler workflows. Many businesses find the most effective setup combines both handheld and fixed terminals to balance flexibility and control.

Best Fit Scenarios

Handheld EPoS are best suited to venues with table service, high footfall or complex layouts. Restaurants, bars and hospitality venues benefit from the mobility and speed they provide, particularly during peak periods. They are also effective for venues with large menus or frequent customisation, as orders can be confirmed directly with customers.

EPoS terminals work well for smaller venues, counter service environments and retail spaces where customer flow is linear. Businesses with lower footfall or limited service variation may find fixed terminals sufficient, especially when paired with SPARK Pay for efficient payments. For growing businesses, combining fixed terminals with SPARK Handheld provides flexibility without overcomplicating operations.

How EPoS Trends Are Shaping Modern Venues

EPoS systems are evolving beyond simple tills. Mobile ordering, digital payments, self-ordering kiosks and real-time reporting are becoming standard expectations. Handheld and fixed terminals now form part of a wider ecosystem that includes KDS, self-service solutions and central management through Cloud HQ. The ability to mix and match devices allows venues to adapt quickly to changing customer behaviour and operational demands.

Staff Training and Change Resistance

Some businesses hesitate to introduce handheld EPoS devices because of concerns around staff training and change resistance. Fixed terminals are familiar and have been used for years, making them feel safer and easier to manage, particularly in venues with high staff turnover or seasonal teams. Operators may worry that adding handheld devices will complicate workflows or slow service while staff adjust to new technology.

However, modern handheld EPoS solutions are designed to mirror the interface of fixed terminals, reducing the learning curve significantly. In practice, many teams adapt quickly and often prefer handheld ordering once they experience the benefits. Being able to take orders at the table, send them instantly to the kitchen and reduce unnecessary movement can lower pressure during busy shifts. With clear onboarding and simple processes, handheld EPoS becomes a support tool rather than a disruption, helping staff work more efficiently and confidently.

Got questions about setting up your EPoS system?

There is no single answer to whether handheld or fixed EPoS terminals are better. The right setup depends on your venue size, service style and customer flow. SPARK EPoS allows businesses to choose fixed terminals, SPARK Handheld or a combination of both to create a system that supports real operational needs. By selecting the right tools, venues can improve service speed, reduce staff pressure and deliver a better customer experience.

If you are reviewing your current EPoS setup or planning your next stage of growth, book a demo with SPARK EPoS and discover how the right combination of terminals can support your business.