In fast-paced office environments, businesses are continuously seeking efficient solutions that not only enhance workplace productivity but also foster employee satisfaction. The key benefits of having a vending machine in the office range from encouraging regular breaks for your team to supporting a positive company culture. Commercial vending are on the rise to encourage a positive workforce, in fact, Census reported a 15.7% increase in vending machine usage in 2023 compared to the previous year.
Here at Vending Sense, we’re transforming refreshment solutions for businesses across the UK to supply businesses with sustainable equipment such as coffee machines, vending machines, water solutions and micro markets to power their teams with a tailored solution from start to finish. So when you purchase a vending machine from us, you gain a partner with access to caring customer service levels backed by intelligent telemetry vending machine maintenance and replenishment. We take great pride in our 97% first-time fix rating, ensuring optimal machine efficiency for our customers throughout the year.
In this blog post, we’ll take you through what to expect when purchasing a vending machine, with instructions on how to get set up and what to expect during the process.
When can I expect the vending machine?
Upon enquiry about buying a vending machine, our dedicated team of refreshment experts will guide you and your office needs. Once you know which make and model you would like, we’ll provide you with a detailed quotation for you to review before making the big commitment. If you’re happy with the service we provide and partnering with us, our team will then carry out some standard finance checks to warrant any lease payments and financial commitment. Once the financial checks have been carried out, we’ll then arrange your machine order and delivery date, ensuring you receive your chosen equipment with a hassle-free efficient service.
How long does the delivery normally take?
The delivery time can vary based on a few aspects such as, how fast the quoting and lease contracts are approved and signed. Our operations team will then be in touch to arrange the delivery and installation of your vending machine to organise a delivery time that suits you best.
Generally speaking, you can expect to have your vending machine installed within 3-8 weeks of enquiry, subject to the machine’s availability and the time needed to choose your ideal machine. Refurbished commercial vending machines tend to have a shorter lead time of 3-4 weeks as they tend to be readily available, whilst brand new machines vary in lead time of around 4 – 8 weeks.
What comes with the vending machine?
As standard when you buy a vending machine from Vending Sense, all of our customers will receive training from one of our helpful engineers that come to install the machine to show you the ins and outs and the basics of how to use and maintain it.
With your installation, a machine manual will also be provided should you need to refer to it at any point. If you have ordered any product supplies for your machine with Vending Sense directly – for example coffee cups, snacks, or drinks to go into your vending machine – your machine will also be delivered alongside these items.
When purchasing a coffee vending machine, our customers will also receive a free starter kit which includes:
- Shadow Blend Sense Coffee Beans
- A Tate and Lyle Syrup bottle
- Drink stirrers
- Sugar sachets
- Milfresh granulated milk (if required)
- Hot chocolate Powder (if required)
Ordering your office vending machine supplies with Vending Sense is super easy and hassle free. We have a dedicated consumables team in-house devoted to ordering and shipping product supply stock straight to your office, whenever you need it. Plus, if you have opted for our fully managed services, our team will be onsite to restock and refuel your machines on a regular basis.
How do I set up the vending machine?
Here at Vending Sense, we take away all the heavy lifting, by carrying out a full set up on installation for you.
Whether you’ve opted for a plug and play snack or drinks vending machine or a coffee vending machine, you may also need to take some additional steps before and after your delivery. Let’s take you through each option based on the type of machine you’ve ordered:
How to set up a snacks and drinks vending machine
Before our technical engineers arrive to install your machine, you will first need to think about its dimensions and where it would be best placed within your office space. Our friendly installations team will make a note and communicate this with your dedicated installations engineer here at Vending Sense that will set up your machine onsite.
Secondly – if you have opted for a with a digital display or touch screen – once your machine has been installed, you may need to download any management apps associated with the machine to be able to update and change the products, their pricing, and tailor any marketing screens.
All vending machines have different requirements depending on their features, so having a brief read of the user manual should help cover any tasks you need to do off the bat. Plus, our friendly support team are always on hand, 24/7 over the phone or via email at service@vendingsense.com.
How to set up a coffee vending machine
Similarly, a standing will also require some thought around where it will be placed in your office such as a communal area, staffroom or breakroom.
Whilst our friendly team will do all the heavy lifting for the initial set up, you’ll need to load your coffee vending machine on a regular basis with cups, coffee beans and milk to be able to maintain the machine. Alternatively, you can also opt for our managed service where our team can make onsite visits to restock your machine anytime.
How does cleaning and vending machine maintenance work?
Once your vending machine is set up, an important factor in maintaining your machine is to clean it regularly. Cleaning your vending machine regularly has massive benefits as it will not only increase its longevity but also improve its reliability too. Here at Vending Sense, we recommend conducting a small clean at the end of each working day as well as a full deep clean at the end of each week.
How do I clean a snack and drinks vending machine?
Cleaning a snack and drinks vending machine is fairly low maintenance and can be done quite easily.
Firstly, you should switch off your machine by unplugging it to avoid any hazards and remove all the products that are stocked within the machine.
Then you will need to wipe down all the surfaces with a soft, damp cloth alongside some antibacterial detergent spray to remove any bacteria from the machine. This includes wiping down the inside, both sides of the glass, any keypads or buttons as well as any other moving parts.
If your snacks vending machine is chilled, you will also need to clean the cooling fan mechanism (usually placed at the back or side of the vending machine). A layer of dust may build up within the cooling mechanism which you can wipe down if there is only a light layer of dust, alternatively, you may want to result in using a stronger cleaning detergent to remove any dirt.
We recommend creating an office schedule that will avoid any build up of dirt within your machine to make the process more manageable. Having a schedule will also allow you to distribute the task across team members to spread the load.
Before restocking your machine, please ensure that any liquid products or detergents have been dried and wiped away before turning the machine back on for use.
For further information, you can also read our blog post on How vending machines work and how to use them which outlines the different elements and components of a vending machine, and how to maintain them.
How do I clean a coffee vending machine?
Office coffee machines are arguably the most important vending appliance to require a regular cleaning schedule. The cleanliness of your coffee machine will impact not only the machine’s performance but also the taste of the coffee itself.
There are a few components that need cleaning in a coffee vending machine, which is why we like to break the process down into daily cleans and weekly cleaning schedules.
A daily cleaning schedule, preferably towards the end of the working day involves cleaning the milk dispensers, and milk intake pipes and giving the machine a general wipe down with disinfectant solution. You will also need to empty and clean your drip tray which will fill up with liquid throughout the day.
Weekly cleaning schedules are slightly more in depth cleans which mainly involve descaling the coffee machine with descaling tablets that are recommended for your particular machine. Here at Vending Sense, we recommend doing your weekly clean on a Friday afternoon, as your office will have made good use of the coffee vending machine throughout the week.
Here at Vending Sense, our product supplies service means you can take out monthly subscriptions for the cleaning products recommended for your coffee machine. We’ll place your recurring order and deliver it straight to your office each month. Plus if you’re well stocked up, you can pause or cancel your recurring order at any time.
In a nutshell, the journey of leasing or buying an office vending machine spans from around 3 to 8 weeks from the moment you enquire. Throughout this exciting process, our supportive team here at Vending Sense will be there every step of the way, ensuring you also discover the perfect spot to place your vending solution within your office environment.
Keeping your machine in tip top shape is paramount, and our team understands this entirely. Which is why we take pride in offering optional in-house training for your team, guiding you on the best practices to maintain your machine effectively.
Whilst you’re in the process of deciding which vending machine solution is the right one, rest assured that you’re in excellent hands when you partner with us. Our track record speaks volumes, with 4.5/5 stars service rating on Trustpilot Reviews. Plus, our dedicated account management team is always available 24/7 to address any concerns or queries you may have during the process. We also take pride in maintaining a 97% first time fix rate to keep your machines running, meaning your office vending will always be in safe hands with us.