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Modern Amenities National Leads: Guidelines and Process

Updated over 4 months ago

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Core Standards and Expectations

  • VP represents the Modern Amenities brand. Follow all guidelines and standards in this document.

  • Lead acceptance:

    • You have 24 hours to accept a National Lead in the Fillout Form by clicking “Accept.”

    • If not accepted within 24 hours, the lead may be reassigned to another VP.

  • Compliance:

    • Failure to follow these guidelines and the direction of the VP National Leads team may result in reassignment of the location.

  • Contracts and roles:

    • Modern Amenities owns and negotiates the contract and revenue share.

    • The VP is a subcontractor for the lead and must not discuss contract terms or revenue share with the property.

  • Systems access:

    • VP must provide Modern Amenities with backend software access for installed machines so MA can charge and distribute revenue share.

  • Responsiveness:

    • VP must respond to the property within 24 hours whenever contacted.

Step-by-Step Process

  1. Accept and Intake

  • Accept the property via the Fillout Form within 24 hours.

  • Review lead requirements:

    • Machine type/brand, stocking requirements, and aesthetic preferences.

    • Note: Some properties have pre-assigned machines from Corporate/National (e.g., SandStar).

  1. Introduction and First Response

  • Wait for JB to introduce you to the property. Timing can vary from a couple of days to a few weeks.

  • After the introduction, respond to the property within 24 hours to schedule a property tour.

  • Do not discuss:

    • Contract terms (MA owns and negotiates the contract)

    • Revenue share

  1. Scope and SOW

  • If the property requests additional locations, check with JB and Thomas before agreeing.

  • Tour the property with the local decision maker.

  • Complete the SOW (Statement of Work):

    • Specify brand, type, and number of machines.

    • Specify the exact install location(s) on the property.

    • Include a photo of the agreed location in the SOW.

  • Email the fully completed SOW to:

  1. Approvals and Contracts

  • JB will submit the SOW to the National Contact for sign-off. This can take a few days to a few weeks while contracts are finalized.

  • In parallel, VP signs the contract between Modern Amenities and the VP’s company (outlines revenue share and machine for the property).

  1. Ordering and Confirmation

  • After SOW sign-off, you’ll be instructed to order the machine.

  • Order the machine and confirm with the MA team:

    • The machine model(s) and quantity.

    • Same-day order confirmation.

    • Estimated delivery date.

  1. Property Communication Timeline

  • Notify the property of:

    • Machine model(s) and count.

    • Expected delivery date.

  • Four weeks before expected delivery:

    • Send the property a goods-preference survey (National Lead goods survey) to determine preferred items.

    • Send the survey link to the decision maker and request they distribute it to the property via email.

    • Follow up after a few days and share summarized results with the decision maker.

  1. Shipping and Logistics Updates

  • When the machine ships from the manufacturer:

    • Inform the property it has left the manufacturer and provide updated delivery ETA.

  • When the machine arrives at the local 3rd-party delivery warehouse:

    • Notify the property it has arrived in the local area.

  • Scheduling:

    • Provide the scheduled delivery/installation date.

    • Communicate any changes promptly.

  1. Installation and Go-Live

  • Installation day:

    • Bring all required supplies. If unsure, consult the installation guide or ask an ambassador.

  • After installation:

    • Email the property confirming installation date.

    • Inform Modern Amenities of the exact installation date.

  • Stocking and activation:

    • Stock and bring the machine live within 72 hours of delivery.

    • If delays occur, inform both the property and MA immediately.

  • Go-live confirmation:

    • Take a photo of the fully stocked, running machine.

    • Send the photo and go-live date to both the property and MA.

  1. Ongoing Operations and Reporting

  • Stocking:

    • Keep the machine consistently stocked; avoid any item being out of stock for more than 24 hours.

  • Backend access:

    • Work with MA to ensure backend access is enabled.

  • Monthly reporting (send at month-end following the provided template):

    • Machine revenue

    • Top 5–10 selling items

    • Overall machine performance rating

  • Merchandising optimization:

    • Each month, remove the bottom 3 sellers and add 3 new items.

    • Inform the property of items removed and added.

  1. Underperformance Protocol

  • If the machine underperforms:

    • Notify MA (Thomas and JB).

    • Document revenue, current performance vs. target.

    • Propose and execute improvement strategies:

      • Flyers, discounts, property email blasts, door hangers, etc.

    • Maintain documentation of efforts for 90+ days.

    • After 90+ days of documented attempts without sufficient improvement, email Thomas and JB.

    • MA will coordinate with the property and National Group regarding notice of removal if needed.

Quick Do/Don’t Summary

  • Do:

    • Accept leads within 24 hours.

    • Follow MA guidance and the National Leads team.

    • Keep MA informed at each major milestone.

    • Maintain rapid, professional communication with properties.

  • Don’t:

    • Discuss contract terms or revenue share with the property.

    • Commit to additional properties without MA approval.

    • Allow machines to remain understocked or offline without prompt communication.

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