Vending Machine Keys: Keep a Clear Handover Record
A vending machine key should have a known holder and a clear purpose. When staff, contractors or operators change, a simple handover record helps prevent delayed service and uncertainty about who can open the cabinet. Start with the owner and the service arrangement.
Confirm who is authorised
Ask the machine owner or operator which people should hold keys and which tasks they may perform. Access to the cabinet does not automatically authorise stock changes, cash handling or technical repairs. Check the existing service arrangement before issuing a spare. For a managed machine, the right answer may be to call the operator rather than keep a site key.
Use a minimal handover record
Record the machine identifier, key reference, recipient, issuing person, date, purpose and expected return. Avoid including a sensitive key code on a widely shared sheet. Ask the recipient to acknowledge the handover and explain where the key should be kept. Keep the record available to authorised people without leaving the key itself beside the public machine.
Close temporary loans
A key lent for one visit should not quietly become a permanent spare. Check its return when the visit finishes and note any agreed exception. At a change of site contact, compare the register with the keys actually held. Include contractors’ temporary access in the review. Do not assume that an old signature proves a key is still in the same person’s possession.
Report a missing key promptly
Tell the owner or operator which machine and reference are affected, when the key was last accounted for and who needs access next. Let the responsible party decide the appropriate security response; do not improvise access or copy keys without approval. Keep the incident and resolution with the service records. A clear custody trail supports a faster, more informed decision.
Further guidance: managed vending service information. For a related practical checklist, see New Site Contact? Hand Over the Vending Service Details.
For help planning an arrangement for your site, contact Vending-Machines.ie about your requirements and available managed vending services.