Vending Refill at a Secure Site: Arrange the Escort Before Arrival

A refill worker arriving with the right stock can still leave without reaching the machine if nobody can authorise access. At a secure workplace, agree the access process before the visit and make sure reception and the operator have matching information.

Confirm the actual arrival point

Specify the entrance, reception desk or loading area the worker should use. Include the machine’s building and floor, rather than only the site’s postal address. Confirm any booking reference or advance identification requirement through an approved channel. Do not send door codes in a public notice or ask the driver to follow another person through a controlled door.

Name an escort and a backup

Identify who can meet the worker and who takes over if that person is absent. Agree a realistic arrival window and a contact method for delays. The arrangement should cover the return journey as well as entry. If access is refused, the worker needs a clear escalation route rather than pressure to bypass the site’s security process.

Check what the visit involves

Tell the site whether this is routine replenishment, a service call or a larger delivery. Tools, stock trolleys and work areas may need different arrangements. HSA guidance asks employers to assess workplace activities and associated hazards. Apply the site’s own assessment and induction requirements; a vending appointment does not replace them.

Record whether access was successful

Keep a brief visit outcome: completed, delayed or unable to access, with the reason and next action. If the escort process repeatedly fails, change the booking arrangement before simply adding more refill visits. Share confirmed changes with reception, the operator and the backup contact. Reliable access supports stock availability without weakening the site’s controls.

Source: supporting primary guidance. For site-specific help, explore our fully managed vending service or contact our team. Related reading: New Site Contact? Hand Over the Vending Service Details.