Running a pad vending machine: stock, cash and power cuts
Key takeaways
- Name one person responsible and a second as backup. Write down the refill and cash routine.
- Refill before the shelf is empty, using the pack the machine was built for.
- Empty the cash box on a fixed day, and log the amount against pads sold.
- Check the battery backup monthly, and clean the note reader if it has one.
Most pad vending machines that fail do not fail because the electronics were bad. They fail because nobody refilled them, nobody emptied the cash box, or nobody noticed the battery had gone flat. A simple routine fixes that.
Name two people
One person is responsible. A second is the backup. Put their names and phone numbers on a card inside the toilet block door, so a teacher or cleaner knows who to call.
Weekly routine
- Check the display. It should show price and stock. If it says Out of Stock, refill.
- Refill the shelf. Use the pack size the machine was built for. Do not squeeze extra packets in, because tight packing causes jams.
- Wipe the front and the coin or note slot. Dust and damp cause rejections.
- Write it down. Date, pads added, who did it.
Cash
- Empty the cash box on a fixed day.
- Count with two people if the amount is large.
- Log the amount and compare with the pads sold. They should agree.
- Use the money for the next order of pads, so the stock keeps going.
A machine with a full cash box should stop selling, not take money. If yours does not, ask the maker.
Power cuts
A battery backup keeps the machine running through short cuts and load-shedding. Once a month, switch the mains off for a few minutes and check that the display and the sale still work. Replace the battery when it no longer holds, as the maker advises.
What breaks, and what to do
| Problem | Likely cause | Fix |
|---|---|---|
| Packet stuck | Packed too tightly, wrong size | Remove the packet, reload loosely |
| Coin rejected | Dirt, a bent coin, wrong coin | Clean the mechanism, check the coin |
| Note rejected | Dirty sensor, worn note | Clean the reader, try a new note |
| Display blank | Power or battery | Check socket, switch and battery |
| No sale, money taken | Empty shelf or jam | Refund, then refill and test |
Keep a log
A one-page log shows when stock runs out, how many pads are used and when cash was taken. After a few weeks you will know the right refill day and the right quantity. It also shows you when use rises before exams, so you can order early.
Questions people ask
How often should a pad vending machine be refilled?
Often enough that the shelf never runs empty. Watch sales for a few weeks, then set a day each week or fortnight. Refill earlier before exams and holidays when use changes.
What if someone breaks into the cash box?
Keep it locked, empty it on a fixed day, and keep a log of the amount and the pads sold. A steel body and a locked box make it harder, and the log shows quickly if money is missing.
What if the machine takes money but does not give a pad?
Put a notice on the machine with the number to call, and keep a refund log. A good machine stops taking money when the shelf is empty or the cash box is full, which avoids most cases.
Image credits
- “Image of her machine Pakistan our” by Zubairkhalid1984, CC BY-SA 4.0. Resized and placed on a plain background.
