Promotion Launch Readiness Checklist
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About this promotion readiness checklist
Promotion launches fail in predictable ways: the till does something unexpected, signage conflicts with the terms, or the hero line sells out before lunchtime. This promotion launch readiness checklist gives operations teams a simple, repeatable way to confirm the basics, catch issues early, and escalate fast — so you stop guessing and start knowing.
What this promotion launch readiness checklist covers
Use this checklist before, during, and after launch to keep execution consistent across shifts and locations. It includes:
- Preparation checks (promotion details, stock, signage, team briefing)
- In-process checks (first-hour till behaviour, refill, customer questions)
- Escalation criteria (clear triggers that prevent risky workarounds)
- Close-out actions (handover notes and learning capture)
Who it’s for
This is for frontline operations teams running promotions in fast-moving environments — especially where multiple people touch the same launch across the day. Store managers, duty managers, supervisors, and shift leaders can use it to create one shared view of readiness.
How to use it on the day
Run the checklist in three passes:
- Before opening (or before the start time): confirm promotion basics, stock position, merchandising, and a till test.
- First hour of launch: re-check the till after live transactions, refill the feature, and capture customer questions.
- End of shift: log exceptions, write a clean handover, and record what worked (and what didn’t).
Escalation triggers that prevent expensive mistakes
If you only take one thing from this checklist, make it this: don’t let unclear rules turn into local interpretations. Escalate immediately if the till price is wrong, signage conflicts with the terms, a hero line is out of stock, or complaints start repeating. Those are early warnings — and they’re cheaper to fix early.
Run this in Ocasta to keep launches consistent
Ocasta turns promotion readiness into a trackable routine: the checklist guides the right steps, captures exceptions with context, and creates visibility for managers without chasing updates. Pair it with targeted frontline comms and a searchable source of truth, and your teams spend less time guessing and more time executing.
Disclaimer: This checklist is for general guidance only and does not constitute legal, regulatory, health and safety, or professional advice. You are responsible for ensuring compliance with applicable laws, standards, and internal policies.
Included questions
Here's what's included in this promotion readiness checklist:
Promotion basics and timing (5)
Confirm the promotion details are clear, correct, and understood before any work starts.
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Yes/No
Is the promotion name and mechanic confirmed?
Example: 20% off selected lines, multibuy, bundle, gift with purchase. Avoid assumptions.
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Yes/No
Are the start and end dates and times confirmed (including time zone)?
Include any early access, member-only windows, or staged launches.
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Yes/No
Are eligible locations and channels confirmed?
Store, online, click and collect, kiosk, concession — note any exclusions.
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Yes/No
Are the promotion terms and exclusions accessible to the team?
Make sure the latest version is in the knowledgebase and easy to search.
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Person
Who is the on-shift owner for launch readiness?
One accountable person reduces guesswork and missed steps.
Stock, availability and replenishment (5)
Make sure the right products are available in the right place, with a clear plan for gaps.
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Yes/No
Is the list of promotion SKUs confirmed and available?
Include barcodes, variants, and any substitute lines authorised by head office.
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Yes/No
Has stock on hand been checked for all key promotion SKUs?
Prioritise hero lines and advertised items first.
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Dropdown
What is the stock risk level for the launch?
Be honest — this drives escalation before customers feel the impact.
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Yes/No
Is the replenishment plan confirmed (delivery dates, pick priorities, backroom locations)?
Include who will work delivery and when shelves will be refilled.
-
Yes/No
Are substitution and rain check rules clear to the team?
If not allowed, make that explicit to avoid inconsistent customer outcomes.
Pricing, POS and systems readiness (5)
Confirm the promotion applies correctly at the till and across customer touchpoints.
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Yes/No
Has a till test been completed for a promotion item?
Test at least one hero SKU and one edge-case (e.g. variant, bundle, multibuy).
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Yes/No
Are there any pricing or discount errors at the till?
If yes, stop and escalate — do not improvise pricing rules locally.
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Yes/No
Does the team know the approved fallback process if the promotion fails at the till?
Example: manual override process, who can authorise, how to record exceptions.
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Yes/No
Are loyalty, vouchers, and staff discount rules confirmed for this promotion?
Prevent awkward moments at checkout by clarifying stacking rules.
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Yes/No
Are returns and exchanges rules confirmed for promotion purchases?
Include bundles, gifts with purchase, and partial returns.
Merchandising and signage (5)
Make the promotion easy to find and easy to understand — without creating compliance risk.
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Yes/No
Is the promotion set in the correct location(s) on the shop floor?
Check endcaps, gondola ends, feature tables, and secondary locations if applicable.
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Yes/No
Has the planogram or set guide been followed?
If the guide is missing or unclear, escalate rather than guessing.
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Yes/No
Is all promotion signage installed and customer-facing?
Include price points, exclusions, and any required legal text.
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Yes/No
Has old or conflicting signage been removed?
Conflicting messages create refund risk and customer complaints.
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Vibe
Do the promotion displays meet visual standards?
Consider neatness, fill level, facing, and whether it looks ‘shop-ready’.
Team briefing and customer handling (5)
Make sure the team can explain the promotion clearly and handle edge cases consistently.
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Yes/No
Has the team been briefed on the promotion today?
Cover the mechanic, exclusions, how to find items, and what to do when something goes wrong.
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Yes/No
Does the team know the simple customer explanation for the promotion?
Aim for one sentence. If it needs a paragraph, it will be explained differently by each person.
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Yes/No
Is the queue and peak-period plan ready?
Include staffing, till coverage, and where customers should be directed for promotion items.
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Yes/No
Is the customer complaint route clear (including who can authorise goodwill)?
Avoid on-the-spot guesswork that creates inconsistent outcomes and margin loss.
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Text
Brief notes or key call-outs for today
Add anything the next shift needs to know: stock gaps, signage issues, POS behaviour, customer questions.
In-process checks during launch (5)
Run quick checks after launch to catch issues before they spread across the day.
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Yes/No
In the first hour, has the till been re-checked after live transactions?
Promotions can behave differently once baskets include multiple items or vouchers.
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Yes/No
Has the promotion area been refilled and faced after the first rush?
A half-empty feature looks like the promotion is over — and drives missed sales.
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Yes/No
Have any out of stocks been logged and communicated?
Record SKU, location, and time. This supports replenishment and prevents repeat questions.
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Text
What are the top customer questions today?
Capture the wording customers use — it improves signage and team briefings.
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Vibe
How confident are you that the promotion is executing correctly right now?
Use this as an early warning signal — low confidence means something is unclear or inconsistent.
Escalation criteria and actions (5)
Clear triggers for escalation stop local workarounds becoming costly mistakes.
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Yes/No
Escalate now if: the till price or discount is wrong
Raise to the agreed support route immediately. Pause affected sales if instructed.
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Yes/No
Escalate now if: signage conflicts with the till or terms
Remove conflicting signage if authorised and record what was removed.
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Yes/No
Escalate now if: a hero or advertised line is out of stock
Include expected delivery date and whether substitutes are allowed.
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Yes/No
Escalate now if: customer complaints spike or a pattern emerges
Example: repeated confusion about exclusions, repeated refusal of vouchers, repeated refund requests.
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Text
Escalation notes (what happened, when, impact, what you need)
Write it so someone outside your site can act without calling back.
Close-out and learning capture (5)
Close the loop so the next launch is smoother and less reliant on memory.
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Yes/No
Has an end-of-day stock review been completed for key promotion lines?
Note what sold through faster than expected and what did not move.
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Yes/No
Is signage still correct and in good condition for tomorrow?
Replace damaged or missing signage and remove any unauthorised additions.
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Yes/No
Have all exceptions been logged (overrides, goodwill, system issues)?
This protects margin and provides evidence of what went wrong.
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Text
Handover notes for the next shift
Include what to watch, what customers are asking, and any unresolved issues.
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Signature
Signed off by
Confirms the checklist is complete and any escalations are recorded.