Courier pickup locker or fridge: no staff, no tablet

In the collection flow described here, a courier pickup locker or locked fridge uses the order code shown in the courier app. The courier follows the machine sticker, enters the code, opens the authorised door, takes only the ordered items and closes it. Your installed machine and chosen integration need to support that flow, including collection of an order already paid for.

The courier pickup locker instructions start in the app

The courier needs the collection code, the item list and directions to the machine. The location information should identify the entrance and explain any building access needed.

At the machine, the courier checks the sticker against the location in the app. The sticker should show where to enter the code, what to do after opening and where to get help.

Make those instructions usable by someone visiting for the first time. “Fridge in lobby” leaves too much to guess if the building has several entrances or cabinets.

A courier should be able to recognise the right machine before starting collection.

Code entry must lead to the authorised door

The courier enters the collection code using the method shown on the sticker. If the site uses a collection keypad, they enter it there. If the sticker has a QR code for a collection page, they scan it and enter the order code on their phone.

Keep the collection code distinct from an order reference or a customer’s building-entry instructions. Your setup needs to validate the code against the correct order and machine.

After acceptance, the courier waits for the unlock instruction and opens the indicated door normally. Instructions should make clear whether they are opening a locker compartment or a fridge containing shared stock.

The courier should not need an operator’s service key or access to the machine’s maintenance controls.

The courier takes the listed items and closes the door

The courier checks the product name, pack size and quantity against the app. In a shared fridge, permission to open the door covers collection of the listed basket.

Make products easy to identify through their labels and placement. Similar packaging should not require the courier to guess which flavour or size the customer ordered.

If a listed product is missing, the courier follows the support instructions. Decide how that situation is handled before accepting orders.

Once the items are taken, the courier closes the door fully and checks the collection confirmation provided by that setup. Confirm which step records the pickup as complete.

Test the latch on your actual cabinet. Closing the door and having it secured are both part of the handover.

RFID tracks products, while a keypad accepts an input

Check stock detection and access control separately. RFID identifies tagged products by radio. A keypad is a way to enter a code or selection.

A tagged-product fridge can report what remains after collection. RFID fridges such as Selfly’s read the product tags and identify the removed items after the door closes. Verify the equivalent behaviour on your model.

A keypad on a dispensing machine may lead to a different collection flow. The courier may receive authorised credit and then press the requested product button. On supported machines, remote product selection can handle that choice.

The instructions must match what the installed equipment actually does.

Rejected codes and unopened doors need a clear fallback

If the code is rejected, the courier checks the app, the machine identity and the code entered. Your instructions should distinguish the collection code from other references.

If it still fails, the courier uses the stated support route. Support needs enough information to identify the order and machine and check whether collection has already started.

If the code is accepted but the door stays shut, the courier should stop and report the problem. Forcing the handle can turn an access fault into a repair visit.

Ask your supplier how support can distinguish a rejected code from an accepted unlock request that failed. Agree how an incomplete pickup is recorded and resolved.

Extra items need checking against the prepaid basket

An open fridge gives the courier physical access to stock beyond the order. Product detection needs to be connected to a process for handling differences.

Where the cabinet reports removals, the integration should compare that record with the prepaid basket. Ask what happens when the recorded items differ from those ordered.

If the courier notices an extra item before leaving, the instructions should explain the supported correction process. Confirm how returning an item affects the cabinet’s record.

As the operator, agree who handles discrepancies and how inventory is corrected. Test this deliberately during setup rather than discovering the process through a live shortage.

Test the Friday handover with the receptionist absent

Imagine a Friday order at 22:00 from a fridge in a co-working lobby. The courier arrives, finds the sticker, enters the collection code, takes the listed drinks and snacks, closes the door and confirms pickup.

That example depends on an accessible entrance, readable directions, working code entry and a complete collection record. Rehearse it under the conditions you plan to offer.

Ask your machine supplier about a supported collection connection, or assess an integration you can maintain.

PickVend is built to the published APIs and is another practical option to assess. Platform access is opened one by one. Its intended flow sends orders to the machine, syncs stock from the machine’s cloud and gives the courier access through a one-time code. The intended handover needs no staff or tablet. Confirm the code-entry method and collection behaviour on your installed machine.

Check whether your machine qualifies: pickvend.com/compatibility

Does the collection code also open the building?

Only if building access is explicitly supported. Check the route from the street to the cabinet separately and agree access with the host.

Does RFID stop a courier taking extra items?

RFID can identify tagged-product movements on supported equipment. The collection process still needs to compare removals with the order and handle discrepancies.

Does no staff mean no support is needed?

Routine collection can work without someone beside the machine. Failed codes, lock faults and incomplete orders still need an agreed support route.