Hardware maintenance

Hardware maintenance

What
Structured hardware maintenance reduces failures, improves performance, and extends the lifespan of the devices.

Where
POS terminals, self-ordering terminals, kitchen manager, printers, card readers/payment terminals, customer monitors and touchscreens, fans, cooling fins, as well as cables and connectors.


Systematic overview

Your systems

  1. Self-ordering terminals (Windows or Android)
  2. Kitchen manager
  3. POS terminals (cash registers)
  4. Accessories: Printers, scanners, payment terminals, network devices (routers/switches), optionally digital signage

Goals

  1. Minimize downtime
  2. Ensure stable performance (avoid memory leaks, etc.)
  3. Provide hygiene and device lifespan
  4. Prevention is better than reaction


Restart and software intervals

Daily restarts
  1. Self-ordering terminals, kitchen manager and POS: Automatic restart once a day, ideally after closing time or before opening.
    -> Reason: Windows and Android systems accumulate cache, temporary files, and memory fragments, which restarts eliminate.

  2. Routers/switches/Wi-Fi access points: Restart only monthly or if problems occur. Network devices are designed for continuous operation.

InfoTip:
Automate restarts using scheduled tasks or MDM (e.g., SureMDM, Intune, Esper, Scalefusion).



Cleaning intervals (hardware)

Device
Interval
Procedure
Self-ordering terminal touchscreens
Daily, several times during peak customer traffic
Microfiber cloth + alcohol-free screen cleaner; no harsh chemicals
POS terminals and printers
Daily, in the evening
Clean with a slightly damp cloth, remove paper residue
Card readers/payment terminals
Daily
Exterior cleaning, clean card slots with compressed air
Kitchen manager monitors and touch screens
2–3 times per week
Same method as for self-ordering terminals
Fans, cooling fins (self-ordering terminals and POS PCs)
Monthly
With compressed air or vacuum cleaner (low setting)
Cables and connectors
Quarterly
Visual inspection for corrosion, breakage, or loose connections



Maintenance and service intervals

Interval
Action
Weekly
Visual check: all devices are running, check printer paper and ink
Weekly
Check software updates (self-ordering terminal app, OS patches), check logs
Quarterly
System backups and image tests, network tests, internal dust cleaning
Semi-annually
Hardware test (touch response time, performance), reinstallation or OS refresh if necessary
Annually
Replacement of particularly stressed components (e.g., power supplies, fans)



Best Practices from the QSR (Quick Service Restaurant) Industry

  1. Daily maintenance routine: Every employee has checklists for the self-ordering terminals and POS.
  2. Automated software deployments: Via central MDM systems (remote updates and monitoring).
  3. Daily reboots of all self-ordering terminals to prevent memory errors.
  4. Centralized fault monitoring: Health monitoring displays outages or network problems in real time.
  5. Technical cleaning plan: Combined with kitchen hygiene plans – documentation is mandatory.


Example plan (summary)

Device
Restart
Cleaning
Maintenance
Self-ordering terminals
Daily
Daily
Monthly
Kitchen manager
Daily
2-3 times/week
Monthly
POS (cash register)
Daily
Daily
Monthly
Printers/scanners
Daily
Daily
Quarterly
Network devices
Monthly
-
Semi-annually



Implementation recommendations

  1. Automate as much as possible (restarts, updates, log reports).
  2. Maintain checklists (e.g., digitally via tablet or printed).
  3. Define responsibilities (e.g., shift supervisor checks restarts and cleaning).
  4. Use monitoring tools (e.g., PRTG, Zabbix, MDM dashboards).






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