Move your shop to DiveDesk

A shop moving over has customers, inventory, open classes and staff who know the old system. Move in layers — sell first, then teach, then stock — and keep the old system readable, not writable, for two weeks.

Week zero: before anyone else logs in

1. Sign up on Starter or Pro. Change the temporary password, set the time zone, set your sales tax rate.
2. Connect Stripe. If you already take cards with Stripe, connect that account so your history and payouts continue. If you use Square, you will need a Stripe account — it takes ten minutes.
3. Add your courses. Course Templates adds the SDI and PADI courses you teach with images and copy; nothing is pre-loaded. Fix the prices to yours and tick Active.
4. Add your locations (pool, lake, classroom) and your staff logins with the right roles. Instructors need their agency number on their login for referral forms.
5. Review your three waivers (liability with the medical questionnaire, rental agreement, trip waiver). They’re in already with your shop name; paste your own SmartWaiver wording over any section you want word-for-word.
6. Order a Stripe Reader if you sell at a counter. Setup takes a minute once it arrives.

Week one: sell here, look there

• Point your website’s “Book now” at your DiveDesk course pages (see Keep your website, run the shop on DiveDesk), or switch your domain over — your website is part of every plan.
• Ring every counter sale on the POS Register. Cash, card, courses, gear, custom charges — one ledger.
• Keep the old system open in another tab for looking things up. Don’t enter anything new in it.
• Add each customer who comes in as a Contact when they buy. You don’t need to import everyone at once.

Week two: teach here

• Post next month’s classes. Students who already paid elsewhere can be added straight to the roster from Contacts.
• Run class day from a phone at the pool. Attendance, dives, skills — the training record fills itself.
• For students mid-course on the old system, add them to a class roster; the training record is created and you log what remains.

Inventory

Subscribe to your vendors’ catalogs under Vendor Catalogs so products come in with real UPCs, costs and dealer tiers. Then walk the shop with Inventory Scan: scan each item, enter the count, capture the UPC if the catalog only had a placeholder. Print labels for anything without one. The Reorder List builds itself from what you sell.

The books

Finance replaces the end-of-day report. If you use QuickBooks Online, connect it under Settings → QuickBooks, map your accounts, and preview one day before switching on the nightly post.