Giving staff their own logins
The moment someone else touches a machine, they need their own login. Sharing yours removes the only record of who did what.
Why this matters more than it sounds
A shared master login means every restock, price change and free vend on your route is attributed to the same person, which is the same as being attributed to nobody. When counts start drifting — and they will — you want to be able to see which machines and which visits are involved. That is only possible if people log in as themselves.
It also means you can remove one person's access on the day they leave, rather than changing a password everybody knows and hoping.
Adding a sub-account
- Open the account or user management section of the platform.
- Create a new sub-account with the person's own name and contact details. Resist the temptation to create one generic "driver" account.
- Assign only the machines that person actually services.
- Set their permissions to the narrowest set that lets them do their job.
- Have them log in and confirm they can see what they need and nothing else.
What to give and what to hold back
| Give a restocker | Keep to yourself |
|---|---|
| Viewing stock levels on their machines | Pricing and discount changes |
| Updating counts after a restock | Banking and payout settings |
| Reporting a fault or jam | Adding or removing machines |
| Clearing a jam and logging it | Account-wide reports and revenue |
| Free-vending a refund within an agreed limit | User management |
Housekeeping
- Review who has access every few months, and remove anyone who has left.
- Remove access the day someone leaves, not the week after.
- Do not reuse a departed person's account for their replacement — create a new one, so the history stays truthful.
- If you use contractors, give them access only to the machines and the period they are contracted for.