Bespoke Merchant Solutions

How to Effectively Manage Multiple Card Machines

At Bespoke Merchant Solutions, we understand it can be difficult to manage multiple card machines, however it is crucial for seamless business operations. That’s why we have compiled a list of tips and tricks to help your business succeed.

How to Monitor your Card Machines:

  • Centralised Tracking:

    Consider utilising a spreadsheet or dedicated software to track all your machines' serial numbers, along with their assigned locations, assigned staff, and maintenance history. This allows for quick identification and location of any specific machine.

  • Test Connectivity Regularly:

    Ensure that your terminals are tested regularly to benefit your organisation and your customers. This safeguards your revenue, allows you to address any issues regarding connectivity, and ultimately creates a more streamlined experience for the customer.

  • Employee Training:

    Training your employees in everything related to card machines can be extremely beneficial. Understanding factors such as industry compliance and operational procedures, such as processing refunds and accepting contactless payments, allows for efficient transactions, a reduction in errors and ensures compliance with regulations regarding PCI DSS (Payment Card Industry Data Security Standard).

Maintaining your Card Machines:

  • Warranty Tracking:

    Use your inventory list to keep track of each machine's warranty period based on its serial number. This ensures you don't miss out on free repairs or replacements when needed.

  • Scheduled Maintenance:

    Implement a schedule for regular maintenance based on manufacturer recommendations or your usage patterns. Track completed maintenance by serial number to avoid neglecting any machine.

  • Software Updates:

    Ensure all machines have the latest software updates installed. Keep track of which version each machine is running on by serial number for easier troubleshooting and security management.

  • Cleaning and Care:

    After the pandemic, customers have high expectations of hygiene and cleanliness from organisations; to meet these standards utilise the recommended cleaning instructions from the terminal manufacturer or get in touch with your merchant services consultant.

Close-up of entrepreneur using EDC to receive credit card for payment from customer in her store.

Keep Track of Serial Numbers and Locations:

  • Inventory & Labelling:

    Create a detailed list of all your card machines with the most important information; including their model, brand, purchase date, and most importantly, serial number. Label each machine prominently with its serial number for easy identification. Keeping track of serial numbers is also essential for verifying warranty eligibility and coordinating repairs with manufacturers.

  • Consider where your Terminals are Located:

    The location of your terminal is vital to ensuring accessibility and security. Assure your card machine(s) are in a visible location, near a point of sale and can be easily monitored by staff. This creates a safe and streamlined experience for both customer and business.

Though these tips are useful for effectively managing multiple card machines, we understand that things go wrong sometimes! That’s why our dedicated customer care team are on hand to help you with any queries or concerns you may have.

To learn more about gaining another card machine or how to manage them effectively, contact us today using the form below.

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