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Create your account, choose your plan and add your company details. Then add your first location and machine from the Dashboard. Your available tools appear automatically based on your plan.

Open Dashboard or Machines & QR and select Add location. Enter a clear location name and the complete street, city and country. A complete address helps Fleet Map place the machine correctly.

Solo includes Machines & QR, Customer Support and Revenue & Partners. Starter adds technician accounts, scheduled maintenance and suppliers. Growth adds custom branding and QR pages. Professional includes the complete toolset, including Fleet Map, integrations and AI photo review.

Use the left menu to move between your Dashboard and available tools. On mobile, open the menu button at the top. Tools that are not included in your current plan remain unavailable until you change plan.

Open Machines & QR and select Add machine. Choose its location and save the machine details. To update its name, address or assigned location later, use the Edit button next to that machine.

Every registered machine receives its own QR reporting page. Open Machines & QR, select QR and download or copy the code. When a customer scans it, their report is linked to the correct machine and location.

Check that the machine is assigned to a saved location with a complete street, city and country. If the address cannot be found, edit the location and use a more precise address before reopening Fleet Map.

Open Machines & QR, select Edit beside the machine and choose Remove machine. Confirm only after checking that you selected the correct machine. Removing it may also affect its QR reporting page and related views.

Edit the location and enter a complete postal address with street number, city, postal code and country. Avoid informal place descriptions. Save the changes, then reopen Fleet Map to refresh the pin.

Open Customer Support to view new reports. Select a ticket to change its status, review evidence, record a refund decision and keep the customer update connected to the same machine.

Open means the request needs attention. In progress means someone is working on it. Resolved means the issue is complete. Keep the status current so your team and customer communication stay clear.

Open the ticket, review the customer message and any uploaded evidence, then record your decision. AI photo review can highlight possible concerns, but VendPortal never approves or rejects a refund automatically.

Open the relevant ticket or work order, choose an active technician and save the assignment. The technician will see only the work assigned to their account.

Open Revenue & Partners and select Add partner. Choose the partner, machine, revenue percentage, username and temporary password. Email is optional. If no email is added, share the login details manually.

Choose the correct partner and machine first, then select the month and year. Enter the gross revenue or upload a supported statement file. Confirm the detected amount and publish. Only the selected partner can see that statement.

VendPortal accepts supported Excel, CSV, PDF and image evidence up to the displayed file-size limit. Always confirm the detected revenue amount before publishing, especially when spreadsheet layouts vary.

Partner usernames must be unique. VendPortal can generate an available variation when a name is already used. If creation still fails, use a clearly different username with letters, numbers or an underscore and try again.

Open Revenue & Partners, find the correct partner and choose Disable access. Existing statements remain recorded, but the partner will no longer be able to enter the private portal until access is enabled again.

The partner share is calculated from the gross machine revenue using the percentage saved on that partner access. The remaining amount is shown as the operator share. Confirm the percentage before publishing each statement.

Create the technician account first, then assign the relevant machine or work order. Technicians use their private access to see only the work assigned to them and update its progress.

Open Scheduled maintenance, choose the machine, service type, next due date and an active technician. Email sends the assignment automatically when you save. WhatsApp opens a prepared message that you must send manually. The task also appears in the technician’s private portal.

In the Technician Portal, open the assigned maintenance task, record whether the technician is on site, completed the visit or could not complete it, and add findings or work notes. Completed visits automatically move the recurring schedule to its next due date, while the operator can see the latest report and arrival time.

Open Suppliers and save the supplier name, contact person, phone, email, website and product categories. You can edit the record later and use its call or email action when contact details are available.

Open Suppliers, find the supplier and select Edit. Update the contact details, products or notes and save. Call and email actions appear only when the corresponding contact information is available.

No. VendPortal can be used without an integration. A supported Nayax or VMS connection can import sales data automatically, while manual monthly uploads remain available for other systems.

Open Nayax & VMS integrations for the official Lynx guide and sandbox access request. For live sales, save a production Lynx token, link your Nayax Machine IDs and select Sync now. Sandbox credentials are for testing only.

You can continue using VendPortal without Nayax. Upload a supported monthly Excel or CSV statement, select the correct partner and machine, verify the detected amount and choose the relevant month and year.

When using a supported provider, match its machine or terminal ID to the correct VendPortal Machine ID. Review the machine name and location before saving so future sales are assigned correctly.

Open Settings & Billing and choose the plan that matches your machine and user requirements. Review the new price and included tools before confirming the change.

Open Settings & Billing and enter the secure Stripe billing portal. Add or replace your payment method there. VendPortal does not store your full card details.

Open Settings & Billing and use the available subscription controls. Review the date your paid access ends before confirming. Contact support if the cancellation control is not visible.

From the sign-in page, choose Forgot password and enter the email connected to your account. Follow the secure reset link sent to that address. Never share your password with support.