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Best Practices for Portal AMS Implementation

If you’re a route operator thinking of using a system like Portal AMS you may be tempted to just “jump right in” and figure it out as you go.

While Portal AMS is built to be intuitive enough to do just that, it’s a good idea to take a beat and do a little up front strategy.  You’ll have a smoother transition, see benefits quicker, and reap more rewards.

This simple Arcade Management Studio (AMS) software implementation guide is an ordered process created to help maximize the rate of success of implementing the Portal AMS software package into your organization. Each point has been hand selected based on a number of pitfalls organizations often face during a management software implementation. The guide has been designed to help get you and your organization up and running quickly and effectively.

“The more you put in, the more you get out.”

It is tempting to dive right in, but putting in a little work ahead of time will pay dividends well into the future.

Let’s get started.

1. Get buy-in and commitment from management

It’s critical to understand and outline the benefits of moving your maintenance activities from paper to digital.  Ownership, office admin & technician leadership should all be prepared to drive adoption.

A good AMS lets you track information related to the planning, installation, maintenance, monitoring and collection of game room locations. It also provides a scheduling facility for maintenance or planned preventive work on equipment and offers a one-stop database for information about equipment and inventory.  It will save every employee time & help them provide more value to your operation.

Management buy-in is important to ensure you have the necessary resources and authority to roll out the new plan.

2.Define requirements including goals, expectations, hardware, and timelines.

Set objectives around performance metrics like work-order completion rates, time on-site, etc.  Determine how field techs will access the system… will they use personal smartphones or will you purchase company tablets.

Set requirements for service call requests to ensure that every task is logged in the AMS.

With clearly defined requirements, the organization is more likely to achieve its AMS software implementation objectives on time, within budget, and without any disruptive surprises.

3. Gather a list of all assets to be entered in the AMS

Taking the time to gather all your location data and current equipment details will save you loads of time in the long run.

Start with a locations list.  You’ll need the name, address, phone number and email contacts for each.

For each location compile a list of equipment.  changers, kiosks and games are a good start. Don’t forget to include POS stations & redemption counters.

For the sake of meter readings & collections, ensure that all coin and bill meters are functioning properly and properly logging meter events (one per quarter instead of one per gameplay).

Finally you’ll need to decide which parts & consumables you’ll want to keep a running inventory on and get a good count of how much you currently have in stock.

The system is designed to handle inventory on parts like nuts & bolts and/or specific game parts.  It’s also able to keep track of consumables like tickets, tokens & plush prizes.

4.Document all the planned, preventive maintenance procedures

Usually this can be found in equipment manuals, warranty information, or the manufacturers website.

Decide which procedures you’re going to pre-schedule on recurring work orders.

Planning this out on a monthly calendar is extremely helpful and will give you a good idea up front the kind of time-saving efficiencies the AMS will bring to your business.

Once you’ve gathered all this data and set some goals for how you will use the system we’ll help you load everything in, train your staff on how to do day-to-day tasks and make sure everyone has the tools and reporting they need.  Even after initial set up we’ll be here to help with any questions or needs that arise.

We can work with you long-term to make sure that you’re getting the most out of the system and will be looking forward to any feedback that helps us make Portal AMS even better!


For more information and/or to see a live demo of the Portal AMS, simply register here & I’ll contact you.  If you have questions and would like to discuss, feel free to drop me a line anytime at or call me at (816) 898-8132.


Matthew Licausi