Settings

Industrial Vending has rich set of configurable options. This section of user manual goes through some of the important options.

Organization Profile Settings

To update your organization profile, visit the Organization Information page.

Updatable Organization Information

The following organization settings can be updated by administrators directly through the web interface:

Basic Information

Timezone - Search for and select the organization’s timezone for accurate reporting and scheduling. All transaction timestamps and reports will use this timezone.
Organization Logo - Upload your company logo to be displayed in the employee app and in generated reports. Only PNG and JPEG file formats are supported. Recommended size: at least 500x500 pixels for best quality. The logo is converted to PNG and scaled down to at most 1024 pixels on its longest side when you save; see Photo uploads.
Organization Contact Details - Set the contact phone number for your organization, including country code. This contact information is displayed to employees within the app for reporting incidents or requesting support.

Currency Settings

Currency Name - The name of the currency used by your organization (e.g., “US Dollar”, “Australian Dollar”)
Currency Symbol - The symbol to display for prices (e.g., “$”, “£”, “€”)
Currency Decimal Points - Number of decimal places for currency display (typically 0 or 2)

Employee Access Configuration

Job ID Settings - Control whether employees must enter a Job ID when obtaining items from vending machines. Available options:
- Disabled - No Job ID required
- Enabled - Job ID input is optional
- Enforced - Job ID input is mandatory
- Strictly Enforced - Job ID must be from a preconfigured list of valid jobs
Pickup Methods - Enable or disable authentication methods for accessing vending machines:
- Mobile App (recommended) - Employees use the employee web app with secure authentication
- Key Card - Support for physical access cards including:
  - Barcode & QR Code access cards
  - MIFARE cards (CID)
  - HID cards
- Hide Login with Card - Hides the “Login with Card” button on the kiosk/vending machine screen. Turn this on if your organization does not issue physical cards, so employees see a cleaner sign-in screen showing only the methods you actually use (for example, mobile app or access code). This setting only changes what is shown on the machine; it does not delete any cards already on file.
Access Code Configuration - Control Access Code Login feature for employees:
- Enable/Disable Access Code Login - Toggle whether employees can use access codes to authenticate
- Access Code Format - Choose between:
  - Numeric - 8-digit numeric codes only
  - Alphanumeric - Codes with both letters and numbers
- Temporary employees automatically receive an 8-digit Access Code when created, so contractors and short-term staff can sign in at KioskForce machines straight away without any manual setup.

Notifications

Low Stock Notification - Enable or disable automatic notifications when product inventory falls below threshold levels. When enabled, administrators will receive alerts about low stock items.
Drop Sensor Notification - Enable or disable notifications raised by the drop sensor (which confirms whether an item physically dropped during a dispense). Turning this off reduces noise from machines with unreliable sensors. You can also disable the drop sensor check on individual machines — see Vending Machine settings.

Integrations

ServiceNow (SNOW) Integration - Enterprise clients can configure ServiceNow integration for incident management and asset tracking. Contact Vending on Track support team for setup assistance.

Cloning an Organization

If you look after several organizations that should be set up the same way — a distributor or supplier onboarding a new client, or a company standing up a second site — you can copy an existing organization instead of configuring a new one from scratch.

On the Organization Information page, click Organization Clone, give the new organization a name, tick what you want carried across, and save. The new organization is created immediately and you will find it in your organization switcher.

What is always copied: every setting on this page — timezone, logo, contact details, currency, Job ID settings, pickup methods, Access Code configuration, notification toggles and the ServiceNow integration settings. The new organization starts configured exactly like the one you copied.

What you can choose to copy:

Clone Products - the product catalogue, including categories, images, manufacturer and supplier details, inspection intervals and product value. Archived products are not copied.
Clone Trackable Items - trackable items, together with the products they belong to. Every copied item starts back at Draft, whatever state the original was in, so the new organization begins with a clean history rather than inheriting one it never had. Archived items are not copied.
Clone Administrators - everyone who currently administers the source organization, with the same roles. Leave this off and you will be the only administrator of the new organization; you are always added either way, so it is never left without one.

What is never copied: employees, employee groups, vending machines and their product maps, lockers, usage limits and restrictions, and all transaction history. A cloned organization is a configured shell, not a working site — you still need to add machines and people to it.

Points worth knowing before you click:

The name must be unique across all organizations, and it cannot be changed afterwards without contacting support — so get it right the first time.
Cloning cannot be undone. There is no “delete organization” in the web interface; removing an organization created by mistake requires the Vending on Track support team.
The copy is a snapshot. The two organizations are completely independent from the moment the clone is created: later changes to one never flow to the other.
It is recorded. Both organizations get an entry in their audit log naming who cloned what and when, and the new organization’s log records that it was created as a copy.

Information That Cannot Be Self-Updated

The following organization information cannot be changed directly by administrators and requires assistance from the Vending on Track support team:

Organization Name - To update your organization’s name, please contact Vending on Track support team
Organization UUID - This unique identifier is permanent and cannot be changed
ServiceNow Integration Configuration - Initial setup and major configuration changes require support team assistance

Administrator Management

On Organization Information page, you can update organization’s administrators.

Block Administrator

To disable an administrator, please follow this procedure,

Visit Organization Information page
Scroll down to Administrators section
Find the admin entry that’s going to be blocked
Click Disable button on that row

Please make sure to not disable the only remaining administrator, as this will lock yourself and only Vending on Track support team would be able to re-enable the account.

Add Administrator/Operator

To “Add a new Administrator/Operator”, please follow this procedure,

Go to the Organization Information page
Scroll down to Administrators section.
Click the Add Role button.
Enter the name, email.
Toggle ROLE_ADMIN/ROLE_EMPLOYEE_MANAGEMENT.
Click “Save” button to finalize the operation.
The new administrator/operator will receive an email from ppe+support@vendingontrack.com with subject Admin Onboard. This email also includes the initial password. It’s recommended for the new administrator to reset password immediately.