Labels and groups: see only your part of the fleet
A simple guide to organising machines with your own labels — and to making sure every person sees exactly the machines they look after.
In short
- Labels are your own words for your machines: a region, a customer, a route, a pilot.
- Put labels on machines one at a time or in bulk, then filter and export the fleet by them.
- Machine groups decide which part of the fleet a person sees, so a driver sees their route and nothing else.
Every vending business organises its machines in its own way. One operator thinks in regions. Another thinks in customers: everything at the hospital group, everything at the university. A third thinks in routes: the Tuesday run, the night route, the airport loop. Most think in all three at once.
A machine list that only knows serial numbers and addresses doesn't help much with any of that. So in CleaVend, you bring your own words.
Labels: your words, your fleet
A label is a short name with a colour — Region North, Night route, Hospital, Pilot — that you put on any machine. A machine can carry as many labels as you like. Your account keeps one catalogue of labels, so everyone uses the same words, and you can see how many machines carry each one.
Once machines are labelled, the whole fleet can be sliced by them. Want to see every hospital machine in the north? Two clicks. Need a list of the pilot machines for a meeting? Filter, then export.
Filter by label, then view as someone else
Example machines and labels. Your account has its own label catalogue and groups.
Try switching to Driver, south. The list shrinks to six machines — not because anything was filtered by hand, but because that's all this person is meant to see. Then pick Night route: two machines, the ones on tonight's run.
Groups: who sees what
Labels organise the fleet. Machine groups decide who sees which part of it. Access in CleaVend is built in three simple layers:
- The plan decides which features your account has at all.
- The role decides which of those features a person can use — a driver gets the refill screens, accounting gets the sales reports.
- The machine groups on that role decide how much of the fleet they see: a region, a customer, a route.
Two colleagues in the same company can therefore open CleaVend and see completely different menus and completely different machines. That's not a restriction for its own sake. It means the driver's phone shows their stops, the hospital technician's alerts are their hospitals, and nobody wades through a thousand machines to find their twelve.
Good for privacy, too. If you look after machines for several customers, a person working on one customer's machines doesn't need to see another customer's sales. Groups keep those worlds apart.
Getting started in an afternoon
If you're setting this up for the first time, here's an order that works well:
- Start with three or four labels. Regions and your biggest customers are usually enough. You can always add more.
- Label in bulk. Select a batch of machines in the list and apply a label to all of them at once.
- Create a group per area or customer, then attach the groups to the roles that need them.
- Ask one driver and one technician to try it. If their screen shows exactly their machines, you're done.
The best screen for each person is the one that only shows what they're responsible for.
Labels and groups take minutes to set up and keep paying back every day: faster searches, cleaner exports, shorter alert lists — and a fleet that's organised the way your business already thinks about it.