Route A/B Installation and Activation
Overview
This document defines the responsibilities, process, and system outcome for each step of Factory Installation — cameras installed at the factory (Route B).
At a high level:
- The OEM installs the camera at the factory and links it to the cabinet.
- For VistaZ Power, the OEM also installs the required cables on the cabinet.
- CoolR and the Customer are responsible for the system setup and master data that make this linking possible.
- The Customer Warehouse activates the camera and prepares the cabinet for shipment to the POS/store.
- Once the cabinet reaches the POS, it is assigned to the actual store and image capture is enabled.
- This assignment is driven by the Location Mismatch alert — the system's signal that the cabinet has moved from its warehouse location and needs to be placed at its real store.
- Assigning the actual location triggers the final commands (Installation and Take Picture), which is what actually enables image capture.
Every stage below has two parts: what is done, and what happens in the system as a result — this is called out explicitly under Outcome, since the original process description covered actions but not always their system-level effect.
Scope: This document currently covers the responsibilities, process, and outcomes defined for Factory Installation, based on the current Route A/B process definition. Use Cases 2 and 3 will be documented separately.
"Route" here refers to the installation route (where the camera is physically installed — A = field/store, B = factory/warehouse, C = OEM-owned, pre-fitted camera). This is a different entity from "Route" used elsewhere for distribution/pre-seller routes in Master Data. The two concepts are unrelated and should be kept distinct.
Terminology
A few terms are used precisely and differently throughout this document — worth checking before reading further:
| Term | What it means |
|---|---|
| Asset | The cabinet/cooler itself — the equipment record in CoolR. Not the camera. |
| Smart Device | The camera unit itself. One Asset can have more than one Smart Device. |
| Association | Recording, in the CoolR system, which camera serial number belongs to which asset serial number. This is a data-linking step only — it does not require the device to be powered on or connected. |
| Validation | Actually confirming a device works — image capture, sensors, connectivity — typically over Bluetooth, before it leaves the warehouse. Distinct from Association. |
| Activation | The point at which a device begins communicating with the CoolR network. This differs by device: for standard VistaZ, it is a manual step completed at the warehouse (Section 7). For VistaZ Power, it is fully automatic as soon as DC power is detected — see Section 8.3. |
| Outlet | The store/location record an Asset gets assigned to once actually deployed. |
| Location Mismatch alert | An automatic Playbook alert raised when a device's pings show it has moved away from its known factory/warehouse location and settled somewhere new — the signal that it's time to assign it to a real Outlet. |
| POG (Planogram) | The expected product layout for a location. CoolR automatically proposes one from a cabinet's first captured image; a rep approves it or assigns a saved one. |
| "Online" (asset status) | An Asset only shows as online in Playbook once both its Outlet location and its POG have been assigned — not simply once the camera starts sending images. See Section 8.2. |
1. Responsibility Summary
| Role | Responsibility |
|---|---|
| CoolR | Create the customer in CoolR, ship VistaZ Power and VistaZ devices to the OEM, create the Warehouse Store, set up users, support camera/cabinet association, and assign cabinets to the Warehouse Store where required. |
| Customer | Set up the required master data, including stores, cabinet/asset serials, and asset types. |
| OEM | Install cameras at the factory, install cables for VistaZ Power, associate cameras with cabinets, share association details with CoolR and the Customer Warehouse, and dispatch cabinets to the Customer Warehouse. |
| Customer Warehouse | Complete activation preparation, upload the activation file, activate VistaZ cameras, and dispatch activated cabinets to the POS/store. |
| Store Owner / POS | Receive the cabinet and connect it to power. |
| Sales Rep | Monitor system alerts and assign the camera/cabinet to the correct outlet/location when required. |
2. End-to-End Process
Step 1 — CoolR Setup: Customer and Warehouse
CoolR Responsibilities
Before factory installation begins, CoolR will:
- Create the Customer in the CoolR system.
- Ship the required VistaZ Power / VistaZ devices to the OEM.
- Create the Warehouse Store in the CoolR system.
- Set up the required users.
- Register the Warehouse Store as a Warehouse-type Outlet in Playbook (Playbook → Configurations → Outlets), before any cabinets ship. This must be done before shipments begin.
The Warehouse Store acts as a temporary system location for the cabinets while they sit at the OEM or Customer Warehouse, before they reach the actual POS/store.
Outcome: Once the customer, Warehouse Store, and users are created, the CoolR system is ready to receive camera/cabinet data. The Customer can begin preparing master data, and the OEM can begin the factory installation and association process.
Without this setup, no camera-to-cabinet association can be recorded in the system. Registering the Warehouse Store as a Warehouse-type Outlet ensures that pings received while a cabinet is staged there are recognized as expected and do not trigger a false Location Mismatch alert (Section 8).
Customer Responsibilities
The Customer will prepare the required master data:
- Stores
- Asset/Cabinet serial numbers
- Asset Types
The required Asset Type must exist in the CoolR Portal before the asset/device association process is initiated.
Outcome: Once this master data exists, every cabinet the OEM installs a camera on can be correctly recognized and categorized in CoolR at the point of association. If Asset Types are missing, association (Section 4) will fail or the cabinet will be recorded incorrectly.
3. OEM Factory Installation
3.1 Camera and Cable Installation
OEM Responsibilities
The OEM installs the camera on the cabinet at the factory. The steps differ slightly by device type:
| Step | Standard VistaZ | VistaZ Power |
|---|---|---|
| Install camera | ✅ Install the camera on the cabinet according to the agreed factory installation process. | ✅ Install the VistaZ Power camera. |
| Install cables | Not required. | ✅ Install the required cables on the cabinet. |
| Complete physical installation | ✅ On the production line/factory. | ✅ On the production line/factory. |
Outcome: At this point, the camera is physically mounted on the cabinet but has not yet been recorded or recognized in the CoolR system. The camera and cabinet remain functionally unlinked until the association step below (Section 4) is completed; no data will flow, and no system record will exist, until then.
4. Associate Camera with Cabinet
The OEM is responsible for associating the camera with the cabinet in the system — this is what turns the physical installation into a system-recognized pair.
There are two supported approaches:
| Option A — One-by-One | Option B — Bulk | |
|---|---|---|
| How | Mobile App, per unit | CSV import via CoolR |
| Best for | Smaller volumes, factory floor | Large volumes |
| Connectivity needed | None for Associate Only; Bluetooth for Associate & Validate | None |
| Warehouse Store placement | Manual — CoolR must assign it separately | Automatic — included in the import (Outlet Code) |
| Performed by | OEM | OEM or Customer provides data; CoolR performs the import |
Option A — One-by-One Association
The OEM can associate each cabinet and camera individually using the Mobile App → Devices → Factory Install screen, entering the Asset Type, Asset Serial #, and Vista Serial # for each unit.
Two sub-options are available at this stage:
| Sub-option | Connectivity needed | What it does | Best for |
|---|---|---|---|
| Associate Only | None | Pure data-linking step (see Terminology) | The factory floor — fastest option |
| Associate & Validate | Bluetooth | Adds a functional check that confirms the device actually works | The warehouse stage, when the extra check is worth the added time per unit |
📄 Full screen walkthrough: Factory Install — Mobile App
Outcome: Once entered, the camera and cabinet become linked as a single record in CoolR. However, this record is not yet placed in the Warehouse Store — it exists in the system, but without a location. CoolR must complete the next step below to place it correctly. If Associate & Validate was used, the record additionally confirms the device is functionally working at this point.
CoolR Responsibility After One-by-One Association
If the OEM completes the association one by one, CoolR must assign the associated cabinet to the Warehouse Store from the CoolR Portal.
The Warehouse Store assignment is required so that the cabinet has the correct temporary warehouse location in the CoolR system before it is dispatched to the Customer Warehouse.
Outcome: Once CoolR completes this assignment, the cabinet correctly shows the Warehouse Store as its current location in the system. This is what allows the Customer Warehouse to later find and process the cabinet during activation (Section 6–7).
Option B — Bulk Association
If the OEM does not perform the association one by one, the association can be completed through a bulk import instead.
The OEM/Customer can provide the required cabinet and camera details, and CoolR will perform the bulk association.
Required details:
| Field | Description |
|---|---|
| Outlet Code | Warehouse Outlet Code |
| Asset Serial Number | Cabinet/Freezer Serial Number |
| Asset Type | e.g. 5 Basket, Upright |
| Smart Device Serial | Camera Serial Number |
| Tag Number | Asset Barcode |
Template: Bulk Association
Outcome: Because the Warehouse Outlet Code is included as part of the bulk import itself, cabinets processed through bulk association are placed directly into the correct Warehouse Store as part of the import — unlike Option A, there is no separate manual Warehouse Store assignment step required afterward.
Alternative — Bulk Association
If one-by-one association is not practical at the OEM because of the number of cabinets, the bulk association process can be used instead. In this case, the required data must be provided to CoolR for import.
5. OEM Shares Association Details
After the camera-to-cabinet association is completed, the OEM will share the relevant details with:
- CoolR
- Customer Warehouse
The information should allow the teams to identify:
- Cabinet/Asset Serial Number
- Camera Serial Number
- Asset Type
- Warehouse information, where applicable
The OEM will then dispatch the cabinets to the Customer Warehouse.
Outcome: Sharing this information allows the Customer Warehouse to anticipate incoming shipments and match physical cabinets with system records when they arrive. This enables the warehouse activation process (Section 6) to run smoothly without requiring the cabinets to be identified again.
6. Warehouse Camera Activation
Once the cabinets arrive at the Customer Warehouse, the Customer Warehouse is responsible for completing the activation process.
6.1 Upload the Activation File
Before activating the cameras, an activation file containing only the cameras/cabinets to be activated must be uploaded.
CoolR Portal → Master Setup → Activation → Import
The Customer Warehouse can either:
- Upload the activation file directly through the CoolR Portal, or
- Share the required details with CoolR for bulk upload.
Required fields:
| Field | Description |
|---|---|
| Master Case | Optional |
| Base Model | Freezer Type |
| Asset Delivered Serial Number | Cabinet/Freezer serial number |
| Asset Delivered Barcode | — |
Template: Activation
Outcome: Uploading this file makes only the listed cameras and cabinets eligible for activation. This prevents cabinets that have not physically arrived or are not ready from being activated accidentally in the next step.
7. Activate VistaZ Cameras
After the activation file has been uploaded, the Customer Warehouse can activate the cameras.
| Option A — Bulk Activation | Option B — One-by-One Activation | |
|---|---|---|
| How | Mobile App scans for devices matching the uploaded activation file, runs the required remote commands automatically, and shows an Asset Summary once complete. | Individual cameras are activated one by one using the warehouse activation validation process. |
| Best for | Processing many cabinets at once | Handling a specific cabinet outside the bulk run |
| Full walkthrough | Warehouse Activation — Mobile App | Warehouse Activation & Validation — Mobile App |
Outcome (applies to both options): Once activation is completed, the camera becomes functionally live and can communicate with the system. However, because the cabinet's system location is still the Warehouse Store rather than the actual POS/store, store image capture cannot begin yet. The cabinet is ready for dispatch, but store assignment (Section 8) is still required before image capture can begin.
Optional — Validate and Prepare (bulk firmware check)
Before the cabinets go out, the Customer Warehouse can optionally re-run Validate and Prepare in bulk to confirm firmware and functionality across all devices before shipment. This is not required, but is recommended as a final quality check before dispatch.
📄 Validate and Prepare — Mobile App
8. Dispatch, Store Assignment, and VistaZ Power
If there is no network connectivity at the store location, the system will not be able to detect the movement.
8.1 Dispatch from Customer Warehouse to POS
Once the required warehouse process is completed:
Customer Warehouse
- Confirm the cabinets are ready for deployment.
- Dispatch the cabinets to the designated POS/store.
Store Owner / POS
- Receive the cabinet.
- Plug the cabinet into power.
- Keep the cabinet powered.
Outcome: Once the cabinet is powered on at the POS with network connectivity, the system compares the cabinet's physical location with its last known system location (the Warehouse Store). Because these locations no longer match, the system triggers a Location Mismatch alert to indicate that store assignment is required.
8.2 Store Assignment After Movement
When a cabinet moves from the warehouse to the actual POS/store, the system can detect a location mismatch when network connectivity is available.
The store assignment must be completed first by resolving the Location Mismatch alert. Once the cabinet is assigned to the actual store, the required commands can be triggered and Image Capture will be enabled.
Process
Playbook → Task → Alerts → Location Mismatch
- Open the Location Mismatch alerts.
- Select the relevant cabinet alert(s).
- Click Resolve.
- Review the nearby/visible stores.
- Assign the cabinet to the actual store.
- Once the store assignment is completed, the Installation and Take Picture commands are triggered automatically, and Image Capture will be enabled.
- The first captured image drives an auto-proposed POG (Planogram) for that location, which a rep then approves or replaces with a saved one.
Outcome: This is the step that finally makes the cabinet "live" at its real store. Once resolved, the cabinet's system location matches its physical location, the Installation and Take Picture commands are sent to the camera, and image capture starts. However, the Asset only shows as online in Playbook once both the Outlet assignment and the POG have been set — image capture starting is not, by itself, enough for the "online" status.
Alternative — Manual Store Assignment
If the destination store is already known, the Customer can inform CoolR of the destination store.
CoolR can then:
- Assign the cabinet to the destination store.
- Complete the required post-assignment command/configuration.
- Enable image capture.
Outcome: This achieves the same result as resolving the Location Mismatch alert: the cabinet is live at the correct store and image capture is enabled. It is a fallback for situations where the automatic Location Mismatch workflow cannot be used, such as when connectivity at the store is unreliable.
8.3 VistaZ Power — Special Process
For VistaZ Power, the standard activation process described in Step 6 — Upload the Activation File and Step 7 — Activate VistaZ Cameras is skipped entirely.
Why?
GSM is enabled when the VistaZ Power is plugged in for the first time. After that, GSM remains enabled even if the freezer is unplugged and sends a ping every 24 hours.
Therefore:
- Manual camera activation is not required.
- Bulk activation is not required.
- The activation file process can be skipped.
- The required remote command for configuring the required time slots must be sent after the cabinet has been assigned to the actual store.
Outcome: Because VistaZ Power self-reports via GSM pings, the system already knows the camera is alive without a manual activation step. This means the warehouse stage (Section 6–7) produces no meaningful outcome for VistaZ Power and can be skipped — the real trigger for making the camera fully functional is the remote time-slot command sent after store assignment, not activation.
At a Glance — Standard VistaZ vs VistaZ Power
| Aspect | Standard VistaZ | VistaZ Power |
|---|---|---|
| Cables required at factory | No | Yes |
| Connectivity while dormant | Silent until activated | GSM active by default; pings every 24 hrs |
| Activation file upload (Section 6.1) | Required | Skipped |
| Warehouse activation (Section 7) | Required (bulk or one-by-one) | Skipped |
| What makes it "live" | Manual activation at warehouse | Remote time-slot command, sent after store assignment |
| Power loss in the field | No automatic failover | Fails over to internal battery for 1+ month |
| Image capture trigger | Store assignment (after warehouse activation) | Store assignment + remote time-slot command |
VistaZ Power Sequence
For VistaZ Power, the sequence is:
- Complete the factory camera/cable installation and camera-to-cabinet association.
- Dispatch the cabinet from the Customer Warehouse to the POS.
- Plug in the cabinet at the POS.
- Resolve the Location Mismatch alert and assign the cabinet to the actual store.
- After store assignment, provide/send the required remote command for configuring the required time slots.
- Image Capture will be enabled as part of the post-assignment process.
The VistaZ Power process is different from the standard VistaZ activation process. Do not apply the standard warehouse activation steps to VistaZ Power unless specifically required.
If DC power is later interrupted (unplugged, store outage), VistaZ Power automatically fails over to its internal battery and keeps capturing and sending images for over a month before power needs to be restored — no action needed.
9. Final Responsibility at POS
| Role | Final Action |
|---|---|
| Customer Warehouse | Dispatch activated/ready cabinets to the POS. |
| Store Owner / POS | Plug in the cabinet and keep it powered. |
| CoolR | Assign the cabinet to the store when the Customer provides the destination manually, or complete any required post-alert configuration after Location Mismatch resolution. |
| Sales Rep | Monitor system alerts and assist with the store assignment process when required. |
10. Process Alternatives / Fallbacks
The following alternatives are available if the primary process cannot be followed:
| Process | Primary Approach | Alternative |
|---|---|---|
| Camera/Cabinet Association | One-by-one association through Mobile App | Bulk association through CoolR import |
| Warehouse Camera Activation | Bulk activation | One-by-one activation |
| Store Assignment | Resolve Location Mismatch alert | Provide destination store to CoolR for manual assignment |
| Store Movement Detection | Automatic detection through network/GSM | Manual store assignment when connectivity is unavailable |
| VistaZ Power Activation | Standard activation process | Skip activation; configure required time slots through remote command |
11. Responsibility Flow
Flow: CoolR → Customer → OEM → Customer Warehouse → POS/Store → CoolR / Sales Rep
| Role | Responsibilities | Outcome |
|---|---|---|
| CoolR | Create the customer and Warehouse Store, set up users, ship devices to the OEM, and support association/warehouse assignment. | The system is ready to accept association data. |
| Customer | Prepare master data: stores, cabinet/asset serials, and asset types. | Cabinets can be correctly recognized and categorized once associated. |
| OEM | Install the camera and VistaZ Power cables, associate the camera with the cabinet, share the details, and dispatch the cabinet to the Customer Warehouse. | The camera and cabinet become a linked system record placed in the Warehouse Store. |
| Customer Warehouse | Receive cabinets, complete the standard VistaZ activation process, dispatch cabinets to the POS, complete store assignment, and configure VistaZ Power as applicable. | The camera becomes functionally live and ready; final store assignment enables image capture. |
| Store Owner / POS | Receive the cabinet, plug it in, and keep it powered. | Location Mismatch detection is triggered once network connectivity is available. |
| CoolR / Sales Rep | Resolve the Location Mismatch alert, assign the cabinet to the actual store, and enable image capture. | The cabinet is fully live at its real store and image capture begins. |
12. Key Rules
- Asset Types must be available in CoolR before association starts.
- The Warehouse Store must be created before cabinets are assigned to the warehouse.
- The Warehouse Store must also be registered as a Warehouse-type Outlet in Playbook before shipments begin, to avoid false Location Mismatch alerts.
- If OEM performs one-by-one association, CoolR must complete the Warehouse Store assignment; bulk association places the cabinet in the Warehouse Store automatically.
- Bulk association is available as an alternative to one-by-one association.
- Standard VistaZ requires the activation process before it becomes functionally live.
- VistaZ Power skips the standard activation/bulk activation process entirely, since it self-reports via GSM.
- VistaZ Power requires the appropriate remote time-slot configuration after store assignment — this, not activation, is what makes it fully functional.
- Cabinets must be assigned to the actual POS/store after warehouse deployment before image capture can begin.
- Location Mismatch-based assignment requires network connectivity.
- If automatic movement detection is not possible, the destination store can be provided for manual assignment, achieving the same outcome.
- An Asset only shows as online once both the Outlet and the POG have been assigned — not simply once image capture starts.
13. Related Pages
- Installation Routes Overview — scenario map across Route A/B for VistaZ and VistaZ Power
- Walk-Away Installations
- VistaZ Power Activation
- Cooler & Freezer OEM Integration
(Screen-by-screen Mobile App walkthroughs for Factory Install, Warehouse Activation, and Validate and Prepare are linked inline above, at the relevant step.)