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Modern Amenities National Leads: Guidelines and Process

This guide explains how Vending Partners (VPs) manage National Leads. These leads are properties provided by Modern Amenities. Following these rules ensures a professional relationship between the Vending Partner, the property, and Modern Amenities.


​Printable Checklist found here.

Core Standards and Expectations

  1. Brand Representation

    • VPs represent the Modern Amenities brand and must follow all guidelines and standards outlined in this document.

  2. Lead Acceptance

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

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

  3. Compliance

    • Failure to follow these guidelines or directions from the VP National Leads team may result in reassignment of the location.

  4. Contracts and Roles

    • Modern Amenities owns and negotiates all contracts and revenue share agreements.

    • The VP acts as a subcontractor for the lead.

    • Do not discuss contract terms or revenue share details with the property.

  5. Systems Access

    • VPs must provide Modern Amenities with backend software access for installed machines.

    • This ensures proper billing and revenue share distribution.

  6. Responsiveness

    • VPs must respond to property communications within 24 hours.

Step-by-Step Process

Accept and Intake

  • Accept the property via the Fillout Form within 24 hours

  • Review lead requirements:

    • Machine type/brand

    • Stocking requirements

    • Aesthetic preferences

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

Introduction and First Response

  • Wait for JB to introduce you to the property

    • Timing may vary from a few days to a few weeks

  • After introduction:

    • Respond within 24 hours

    • Schedule a property tour

  • Do NOT discuss:

    • Contract terms (handled by MA)

    • Revenue share

    • Scope and SOW

  • If additional locations are requested:

    • Check with JB and Thomas first

Scope and SOW

  • Tour the property with the local decision maker

  • Complete the SOW (Statement of Work):

    • Specify:

      • Brand

      • Machine type

      • Number of machines

    • Identify exact installation location(s)

    • Include photo(s) of agreed locations

  • Email completed SOW to:

Approvals and Contracts

  • JB submits SOW to National Contact for approval

    • Timeline: a few days to a few weeks

  • In parallel:

    • VP signs contract with Modern Amenities

      • Includes revenue share and machine details

Ordering and Confirmation

  • After SOW approval:

    • You will be instructed to order the machine

  • Confirm with MA team:

    • Machine model(s) and quantity

    • Same-day order confirmation

    • Estimated delivery date

Property Communication Timeline

  • Notify property of:

    • Machine model(s)

    • Machine count

    • Expected delivery date

  • 4 weeks before delivery:

    • Send goods-preference survey

    • Ask decision maker to distribute via email

  • Follow-up:

    • After a few days

    • Share summarized results with decision maker

Shipping and Logistics Updates

  • When machine ships:

    • Notify property

    • Provide updated ETA

  • When it reaches local warehouse:

    • Inform property it has arrived locally

  • Scheduling:

    • Provide installation date

    • Communicate any changes immediately

Installation and Go-Live

  • Installation day:

    • Bring all required supplies

    • Consult guide or ambassador if unsure

  • After installation:

    • Email property confirming installation date

    • Inform MA of exact installation date

  • Stocking and activation:

    • Stock and go live within 72 hours

    • Report delays immediately

  • Go-live confirmation:

    • Take photo of stocked, running machine

    • Send photo + go-live date to:

      • Property

      • MA

Ongoing Operations and Reporting

  • Stocking:

    • Keep machine fully stocked

    • Avoid stockouts longer than 24 hours

  • Backend access:

    • Coordinate with MA

  • Monthly reporting (month-end):

    • Machine revenue

    • Top 5–10 selling items

    • Overall performance rating

  • Merchandising optimization:

    • Remove bottom 3 items monthly

    • Add 3 new items

    • Inform property of updates

Underperformance Protocol

  • If performance is low:

    • Notify Thomas and JB

    • Document:

      • Revenue

      • Performance vs. target

  • Implement improvements:

    • Flyers

    • Discounts

    • Email campaigns

    • Door hangers

  • Maintain documentation for 90+ days

  • If no improvement after 90+ days:

    • Email Thomas and JB

    • MA will coordinate next steps (possible removal)

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 fast, 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

    • Offline

    • Without prompt communication

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