A regular driver carries a surprising amount of route knowledge in their head: which entrance opens first, where to park, who signs the commission receipt and which machine needs a little extra attention. That works until illness, annual leave or a busy week puts somebody else behind the wheel.
A useful handover gives the covering driver what they need to complete the round properly. It should not become a copy of every record the business holds. The aim is a short, current working brief backed by reliable site and machine records.
Start with the route, date and expected work
Name the round, the planned date and the person covering it. List the sites in the intended order, but leave enough flexibility for opening times, traffic and urgent calls. Mark which stops are due for a collection, refill, service check or another specific job.
Include an estimated start and finish window rather than promising an exact arrival time at every site. If a site has a firm access slot, make that obvious. A covering driver should be able to spot the fixed commitments before setting off.
VendMetrix has route planning for selecting sites due a visit and opening directions in Google Maps, Apple Maps or Waze. That can support the driving plan, while the handover notes explain the details a map cannot.
Give clear site access instructions
For each stop, record the trading name, address, relevant site contact and the correct entrance. Add practical details such as loading restrictions, reception procedures, parking limits and areas where equipment must not be taken.
Do not rely on notes such as “ask Dave”. People change roles, and an unexplained first name is little use to a new driver. State the person’s role and add an alternative contact where one is genuinely needed.
Keep access information separate from general comments. Door codes, alarm details and keys need tighter handling than an ordinary delivery note. Share them only with the person covering the route, through an approved system, and remove access when the cover ends.
Make each machine unambiguous
A venue may have several machines, sometimes on different floors or in similar-looking areas. Identify each machine by its usual name, asset number or exact position. State the job due at that machine and note any live fault, product restriction or outstanding part.
The covering driver should know what “finished” means. For a routine stop, that might include cleaning the machine, checking presentation, completing the count and leaving the agreed paperwork. A consistent record of what happened at each site visit makes future handovers much easier.
Spell out the cash and commission process
Cash handling is the wrong place for shorthand. Record which machines are due to be collected, how the money should be identified in transit and where it must be handed over or secured at the end of the route. The handover should also say what to do if the physical count does not match an expected figure.
Do not ask a temporary driver to remember commission terms from a previous visit. The current site or machine arrangement should be available in the working system, including any charity contribution. Note whether the site expects a printed or emailed receipt and who normally receives it.
VendMetrix supports machine-level commission settings, automatic commission calculations during cash-up, and printed or emailed receipts. Those are confirmed current features on the VendMetrix features page.
Include safety and check-in arrangements
The Health and Safety Executive says employers must manage risks before people work alone, and its examples include delivery drivers. A handover should therefore cover more than the day’s jobs. Tell the driver how and when to check in, who to call after a breakdown or incident, and what to do if a site feels unsafe.
Add known physical issues, such as awkward stairs, restricted unloading areas or a machine that needs two people to move safely. The handover does not replace a risk assessment, but it should put the relevant controls in front of the person doing the work.
Share only the personal information needed
Route paperwork can contain names, mobile numbers and access details. The Information Commissioner’s Office describes data minimisation as keeping personal data adequate, relevant and limited to what is necessary. In practice, a cover driver needs the right contact for the visit, not an export of the whole customer database.
Avoid sending route packs through personal accounts or leaving printed copies in a vehicle. At the end of the cover period, recover paper notes and remove temporary digital access. Individual accounts and suitable permissions also make it easier to see who completed each task. Our guide to vending team permissions covers that in more detail.
Close the loop after the round
Ask the covering driver to record completed stops, missed visits, cash handovers, faults and promises made to site contacts. A quick phone call at the end of the day is not enough if the details never reach the permanent record.
Review the handover while the round is still fresh. Correct old contact names, unclear directions and missing machine references. The next cover day should begin with a better pack, not the same scribbled amendments.
A short handover checklist
- Round name, date, covering driver and office contact
- Planned stops, fixed access windows and work due
- Site entrances, parking notes and current contacts
- Machine identifiers, locations and open faults
- Collection, commission, receipt and cash handover instructions
- Check-in times, known risks and incident procedure
- End-of-day records and outstanding follow-up
- Return of keys, paperwork and temporary access
Keep the checklist brief enough to use at the roadside, and keep the underlying site records current. That combination lets another driver cover the route without guessing or carrying more sensitive information than the job requires.