Making Vending Machine Operations Seamless

Tablet-first app to streamline stock, alerts, and maintenance for vending machine operators and technicians.

Context

Vending machines are convenient for quick snacks, but behind the scenes, operators and technicians often struggle to keep them stocked and functional. Manual checks, unclear problem reports, and mismatched inventory lead to wasted time, lost revenue, and customer dissatisfaction. Munchkin is a tablet-first application designed to give operators and technicians real-time visibility into machine stock levels, technical issues, and required maintenance — helping them save time and keep machines running smoothly.

Problem Statement

No real-time view of stock or machine errors Wasted visits due to manual checks Mismatch between van stock and actual needs Technicians arriving unprepared with wrong tools/parts The goal was to create an application that keeps machines active, stocked, and serviced on time — while reducing downtime and operational inefficiency.

Operator's Current User Flow

Operator's Current User Flow

Operator's Pain Points

Proposed Complete Operator Flow

Solution For Operator

Problem 1: No vending machine insights

A dedicated tab gives the operator a detailed list of the exact items and quantities required for a specific vending machine. This helps them load the pickup truck accurately, avoiding both excess and shortage.

Problem 2: Wasting Time on Manual Checks

We use red UI chips to indicate the stock status of each vending machine. This allows operators to quickly see, from their device, whether a machine is fully stocked or needs refilling, saving time and reducing the need for physical inspections.

Problem 3: Can’t Refill Everything Properly

(screen 1) On the first screen, the operator sees detailed information about a specific vending machine, including the list of items needed and their exact quantities. This helps the operator load the pickup truck with only the required items. Once all items are loaded, the operator taps the “Add to Cart” button. This confirms that the truck is ready and takes the operator back to the home screen.

(Screen 2) You’ll notice a small change — an orange chip appears next to the vending machine. This means all the required items for that machine have been loaded into the pickup truck, and it’s ready for delivery.

(Screen 3) After the operator loads all the required items into the pickup truck, a “Start Delivery” button appears. This lets the operator begin the delivery process. By following this step-by-step process, we make sure the right items are delivered to the right machine, reducing the risk of incomplete or incorrect refills.

Problem 4: Errors Often Missed or Fixed Late

The machine is automated and can detect technical issues on its own — no need for the operator to manually find them. When an issue is detected, a red UI chip appears to alert the team instantly. This ensures faster response from technicians and helps reduce machine downtime.

Current User Flow of the Technician

Technician's Pain Points

Proposed Technician Flow

Problem 1: Problem Not Explained Clearly
The system uses UI chips to directly show the type of issue, for example, red chips for service needs and purple chips for part repairs. Since the machine detects and displays problems automatically, technicians don’t have to rely on the operator for accurate information.
Problem 2: Carrying Unnecessary Tools and Parts
A dedicated “Repairs” tab gives technicians clear, machine-detected information about the issue and the exact parts needed. This reduces guesswork, prevents unnecessary trips, and ensures they bring only the required tools, saving time and improving repair accuracy.
Problem 3: Lack of Real-Time Machine Insights
As soon as a technician completes a repair or service, the status is automatically updated on both the home screen and the map screen. This provides instant visibility to everyone involved and removes the need for manual updates.

Solution For Technician

Problem 1: Problem Not Explained Clearly

The system uses UI chips to directly show the type of issue, for example, red chips for service needs and purple chips for part repairs. Since the machine detects and displays problems automatically, technicians don’t have to rely on the operator for accurate information.

Problem 2: Carrying Unnecessary Tools and Parts

A dedicated “Repairs” tab gives technicians clear, machine-detected information about the issue and the exact parts needed. This reduces guesswork, prevents unnecessary trips, and ensures they bring only the required tools, saving time and improving repair accuracy.

Problem 3: Lack of Real-Time Machine Insights

As soon as a technician completes a repair or service, the status is automatically updated on both the home screen and the map screen. This provides instant visibility to everyone involved and removes the need for manual updates.

Metrics

Impact of the Design

By using Munchkin, vending operators and technicians can:

● Save up to 2–3 hours daily by avoiding unnecessary machine checks.

● Reduce the chance of stockouts and errors by 50%.

● Improve the overall efficiency of restocking and maintenance tasks, leading to higher uptime and fewer customer complaints.

What I Learned

By using Munchkin, vending operators and technicians can:

● Design for users who work in the field (not sitting at desks).

● Prioritize clarity over complexity — operators and technicians need quick, easy-to-read interfaces.

● Adapt my design process to real-world challenges like internet issues or limited time.

Future Considerations

In the next phase, we plan to expand the ecosystem to include:

● Test Munchkin with real users in a vending company and refine the design based on their feedback.

● Explore adding a web dashboard for managers to monitor machine health and operator performance.

● Add predictive maintenance alerts based on usage patterns.

Final Thoughts

This case taught me how to :

● Prioritize tasks in a limited time.

● Design around real-world constraints like internet loss.

● Focus on what users truly need — and cut the rest.

Lets Connect & Create!

Yup here is it : jeetender000007@gmail.com

Currently on the hunt for PD1 and Associate roles!

Lets Connect & Create!

Yup here is it : jeetender000007@gmail.com

Currently on the hunt for PD1 and Associate roles!

Lets Connect & Create!

Yup here is it : jeetender000007@gmail.com

Currently on the hunt for PD1 and Associate roles!

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