Token Changer Refill Procedure: Stock Counts and Key Handover

01Give every refill a stock and access record

A token changer refill record follows the tokens and the access event: stock source, quantity loaded, test output, person accessing the cabinet and key return. This lets the next shift trace the opening-to-closing balance.

Lock hardware, key arrangements and software roles remain unspecified for the reference kiosks. Build the refill procedure around the controls included in the proposed order.

02Use a refill and key-handover sheet

Use a kiosk ID and stock-container ID, with the count method beside the quantity. Name whether the number comes from physical counting, approved counting equipment or a documented container quantity.

Adapt the handover to venue staffing. Where the operator uses a second-person check, identify the events covered and the reviewer.

• Date/time, kiosk ID, operator and approved refill reason.
• Stock source, container or batch ID, quantity and count method.
• Opening stock evidence, refill quantity and any manual removal.
• Key/access issued by, received by and returned by with times.
• Service or test dispense quantity, purpose and resulting stock adjustment.
• Door closure and ready-state confirmation following supplier instructions.
• Variance, unresolved issue, evidence file and next responsible person.

03Separate a missing record from a proven loss

When counts differ, retain the original entry and review transfers, service output and the count method. A dated correction should explain the supporting evidence.

In a hypothetical handover, storage issues 2,000 tokens, 1,950 are loaded and 50 are allocated to an authorized test. Record where those 50 go and the actual test output so the full quantity remains traceable.

04Ask for the actual access and recovery design

Include key identification, replacement-key procedure, missing-key response and any available access log in the procurement brief. Where software roles are offered, identify their privileges and handover steps.

The ordinary stock sheet should record the access event without carrying account credentials. Use the operator’s account procedure for credential changes.

05Keep service stock distinct from cash handling

For a configured cash-accepting kiosk, map refill access and cash-collection access with their respective authority. They may use different doors or responsibilities.

Keep token movements separate from cash denominations, collection and payment records. Linking the event IDs allows the operator to review both without confusing their balances.

06Make the next shift able to continue

Close each refill entry with door/ready-state checks from the supplier instructions, unresolved issues and the next responsible person. Identify a kiosk awaiting service clearly for the incoming shift.

Send the proposed handover sheet with the enquiry. Access hardware, count fields, refill instructions and replacement-key conditions define the practical staffing process.