From installation
to daily operation.

System overview

FreshPass is a complete retail fridge with internal RFID antennas, a reader, a controlled lock, a door sensor and a payment terminal. The software links individual physical items, shopping sessions and payment outcomes. The operator supplies the products, replenishes stock and manages food operations.

This documentation describes operating procedures and the intended system behaviour. Exact dimensions, electrical ratings, reader models, inventory intervals and supported integrations are defined in the configuration of each delivery.

Preparing the location

1. Choose a location. Provide a level, load-bearing surface, enough space to fully open the door and room for replenishment. Maintain the ventilation and service clearances specified for the supplied fridge.
2. Prepare connections. The power supply must match the appliance rating and manufacturer instructions. Provide an approved data connection; test any mobile connection at the actual location.
3. Define the assortment. Provide real packaging samples, including bottles, cans and foil packs. Liquids and metals can affect reading; stock density and placement also matter.
4. Agree on payments. Define the merchant account owner, payment provider, currency, pricing rules and customer claims process. For employee cards, identify the source of permissions and billing.
5. Assign responsibilities. Who replenishes stock, resolves exceptions, checks expiry dates and helps customers? Assign a contact for each role.

Installation and connection

1. Receive the equipment. Inspect packaging, glass, door, lock, terminal, wiring and the delivery list. Record serial numbers and any damage before starting the appliance.
2. Position the fridge. Transport, placement, levelling and any waiting period before powering on must follow the manufacturer's instructions. Check that the door closes correctly and the seal seats properly.
3. RFID components. The complete unit has antennas inside the fridge. The installer checks mounts, cables and the read zone. Do not reposition antennas for aesthetic reasons: even small changes can affect performance.
4. Door control. Verify mechanical closure, the door sensor signal and lock confirmation. Customer unlocking must follow an approved shopping session.
5. Terminal. Check secure mounting, screen legibility and convenient payment card access. Activate the terminal with the payment provider.
6. Power and data. Connect the equipment according to the supplied installation diagram. Electrical installation and refrigeration work require qualified service personnel. Verify a stable data connection.
7. Initial checks. With customer sales disabled, verify device communication, door states, empty inventory and the operating temperature required by the assortment.

Installation concludes with a handover record covering placement photographs, device inventory, configuration and responsible contacts. Do not include passwords or secret keys in plain text.

Initial software setup

1. Create a location and give the fridge a unique name, such as “Airport / Hall B / Fridge 01”.
2. Associate the physical devices with this fridge: RFID reader, door controller, terminal and optional sensors.
3. Set the time zone, currency and pricing rules. Verify that device and server clocks allow events to be ordered correctly.
4. Connect the payment provider or employee system. Clearly separate test and live payment environments.
5. Assign roles, operational alert recipients and rules for open doors, outages and uncertain baskets.
6. Import the catalogue and label pilot products. Keep public sales disabled at this stage.
7. Complete acceptance scenarios before confirming the switch to live operation.

Screen names and connection procedures depend on the deployed software version and chosen integration. Record versions and administration responsibilities during handover.

Catalogue, RFID labels and batches

A product is a type of merchandise, such as 0.5 l water. An item is an individual bottle with its own RFID ID. Items of the same product can have different batches and expiry dates.

1. Apply the approved paper RFID label to the tested area of the outer packaging. Do not cover mandatory product information.
2. Read the label ID and assign the product, batch and expiry date. For bulk intake, check that all items really belong to the same batch.
3. Check readability and duplicates. Replace damaged labels and retire the original identifier from active inventory.
4. Load goods in service mode, then compare the physical count with the accepted inventory after closing the door.

Continuous inventory and expiry tracking

While the fridge is idle with the door closed, the system repeatedly verifies its contents. A confirmed inventory is also taken after shopping, replenishment or service. Scan intervals and confirmation counts depend on the hardware and test results.

• Last confirmed state: a list of RFID IDs, the verification time and device connectivity status.
• Open door: observations can change during selection. The final difference is confirmed only after closure and stable reading.
• Unknown or missing label: flag the record for verification. A single incomplete scan must not automatically become a sale.
• Outage: show the timestamp of the last valid inventory; old data must not appear current.

Batches and expiry dates in daily operation

Display the batch and expiry date for individual items. Use them to prepare inspection, removal or batch-recall lists. Expiry alerts depend on correct input data and regular action by staff.

Disabling an item in the catalogue is insufficient if customers can still physically take it. Remove unsuitable or expired products from the fridge; depending on the situation, suspend sales for the entire unit until removal.

Shopping session, step by step

1. Ready: the door is closed, inventory is known and required services are available.
2. Authorisation: a payment card or mobile wallet establishes the payment session. Any required pre-authorisation must be confirmed before unlocking.
3. Selection: one session opens for one customer. The customer can take several items and return items before closing.
4. Closure: confirmation from the door sensor and lock triggers the final scan.
5. Basket: compare confirmed inventory before opening and after closure. Removed IDs become basket lines using the prices applicable to the session.
6. Payment: send the verified amount to the provider. Associate the final result with the same session.
7. Completion: update inventory and the available receipt. The next customer can start after the previous session has been safely closed.

An uncertain read or payment outcome moves the session into review. The relationship between physical removal, basket and payment transaction must be preserved.

Replenishment and stock removal

1. Prepare replenishment using stock levels, minimum quantities and expiry dates. Separate items that need removal.
2. Sign in with an authorised service account. Confirm that no customer session is active.
3. Start replenishment mode. Items added or removed in this mode must not be charged to a customer.
4. Remove unsuitable stock and record the reason: expiry, damage, transfer or another inventory operation.
5. Load labelled items with assigned batches and expiry dates. Preserve the tested layout and airflow.
6. Close the door and wait for confirmed inventory. Review added, removed and unknown identifiers.
7. Resolve differences, close the service session and confirm that sales can resume.

When moving stock between fridges, preserve item identity and batch information. A transfer is not a customer sale. Associate unknown labels with inventory records before making the items available for sale.

Payments, holds and customer claims

The payment terminal handles secure card communication through the selected provider. FreshPass uses a transaction reference, amount and status; card numbers must not be copied into operational notes.

• Pre-authorisation: a configured amount may be reserved before opening. A hold is different from a completed charge.
• Final amount: capture the verified basket amount after shopping. The provider and issuing bank release any unused hold under their rules.
• No items taken: once unchanged inventory is confirmed, no sale is created. Any hold is closed.
• Unknown outcome: check the existing transaction with the provider. Do not create a new payment simply because a response was not received.
• Customer claim: retrieve the session, removed items, charged price and payment status. An authorised person issues corrections or refunds through the agreed integration.

An employee card needs a separate connection to credit, benefits or billing. An ordinary access badge cannot itself debit a bank account.

Roles, security and audit history

Assign permissions according to job needs. Service openings, price changes, label assignments, removals and payment interventions should record the time, user and reason. Shared accounts reduce traceability.

Connections and access must use the security supported by the supplied system. Integration secrets belong in controlled configuration. Agree on record retention, exports and backup responsibilities during implementation.

Exceptions and troubleshooting

For support, prepare the fridge identifier, event time, session ID, door state, issue description and an optional photograph. Do not send payment card details or passwords.

Data model and integrations

Integrations link the catalogue, physical items, sales and payment outcomes. Exact interfaces, permissions and formats are agreed per project. The record below is a semantic example, not a published API endpoint.

{
  "fridgeId": "airport-b-01",
  "itemId": "item-0042",
  "rfidId": "EXAMPLE-EPC-0042",
  "sku": "water-500",
  "batch": "LOT-2026-10",
  "expiresAt": "2026-11-30",
  "status": "in_stock",
  "lastVerifiedAt": "2026-10-05T10:30:00Z"
}

• Catalogue: product, price, currency, effective date and external ID.
• Inventory: individual item, fridge, status and last confirmation time.
• Sale: session, lines, quantities, prices and payment reference.
• Exception: issue type, resolution status and responsible role.

Receiving the same event again must not create a second sale or deduct an item twice. After an outage, processing must resume from the last confirmed state. Corrections should add a traceable change to the original record.

Acceptance testing and handover

Before launch, test the actual assortment with the fridge empty, partly stocked and fully stocked. Record the configuration, outcomes, deviations and resolutions.

• Continuous inventory matches the items physically loaded.
• Purchase of one item and multiple different products.
• Taking and returning an item before closure; closing without taking anything.
• Correct association of RFID ID, batch and expiry date.
• Declined card and unconfirmed payment scenarios.
• Door held open, service opening and a second customer request.
• Unreadable, unknown and duplicate labels.
• Replenishment, removal and transfer without customer charging.
• Recovery after network and power outages without duplicate transactions.
• Customer claim, session lookup and the approved refund process.

The handover record includes devices, versions, approved packaging and labels, operating limits, contacts, trained roles, service procedures and open issues. Unresolved issues affecting correct charging must prevent live sales.

Daily operation and maintenance

Before the sales day

Check device availability, the last confirmed inventory, refrigeration under your operating procedures, cleanliness and expiry alerts. Review unresolved exceptions and payments from the previous day.

At each replenishment

Check packaging, labels, batches and expiry dates. Remove unsuitable items, confirm the new inventory and close the door. Preserve airflow and the tested product layout.

Regular servicing

Clean the equipment using manufacturer-approved products and methods. Inspect seals, the lock, terminal mounting and cable condition. Do not reposition antennas or modify the refrigeration system.

Changes and updates

A new package, label supplier, shelf layout or payment integration version requires appropriate verification. Apply updates in service mode, with a configuration recovery plan and no active customer session.

Ready for your configuration?

Send us the location, expected assortment and payment mode. We will use them to define the delivery, pilot tests and handover.