Coffee Machine Troubleshooting

The process depends on how your machine receives its water. On a tank-fed coffee machine, the filter can usually be accessed by emptying the water tank, removing the existing cartridge and fitting the correct replacement. Filters on mains-fed machines are more involved and may need to be replaced by an engineer. This can be included within a Wellbeing Group service plan, or you can contact the team to arrange a separate filter change.

For a tank-fed machine, check that there is enough water in the reservoir and that the reservoir is fitted correctly. On a plumbed-in coffee machine, make sure the mains water supply hasn’t been interrupted or isolated.

Check the display as well, as a warning or error may explain why dispensing has stopped. If water is available but the problem continues, arrange technical support.

Check that the machine has enough coffee beans, powder or other ingredients for the selected drink. A full waste container or drip tray can also prevent some machines from operating normally.

Look for any cleaning prompts or error messages on the display. If the machine has everything it needs but still won’t dispense coffee, contact the service team rather than trying to access its internal components.

Coffee grounds, milk and other ingredients can build up in areas of the machine that are used every day. Keeping these areas clean supports reliable operation and helps maintain consistent drink quality.

The exact cleaning routine will depend on the type of coffee machine and its milk system.

Shutdown requirements depend on the machine. For bean-to-cup and instant machines, complete the normal cleaning routine, empty milk or chocolate canisters where applicable and clean the drip tray and waste container. Manual water tanks should be emptied, while plumbed-in machines should have their water supply isolated before the power is switched off.

Commercial espresso machines need a different process. Clean and backflush the group heads, clean the milk equipment and then isolate the mains water and electrical supplies. Don’t attempt to empty the boiler. Follow the shutdown procedure for your particular machine if you’re uncertain about any of the steps.

For a plumbed-in machine, restore the water supply before switching the electrical power back on. This prevents the inlet valve from operating without a water supply.

Let the machine complete its normal start-up process and run the appropriate cleaning cycle before making drinks again. Restart procedures for traditional espresso machines can vary, so follow the instructions for your specific model where required.

First, check for an obvious external cause, such as an overflowing drip tray or a container that hasn’t been positioned correctly.

If the leak appears to be internal, continues after these checks or is near electrical components, stop using the machine and contact the service team. Don’t remove machine panels or attempt an internal repair yourself.

Coffee machines make a range of noises while grinding beans, heating water and preparing drinks, so a change in sound doesn’t always indicate a fault. Check the display for warnings or cleaning prompts and make sure the machine has enough water and ingredients.

A new mechanical noise that persists during normal use should be checked by the service team, particularly if it appears alongside a fault message or a change in the machine’s performance.

Basic checks such as confirming the power and water supply, checking ingredients, emptying waste containers and following on-screen cleaning instructions can usually be carried out safely.

Electrical faults, plumbing problems, persistent internal leaks and anything that requires machine panels to be removed should be handled by an engineer.

No. You don’t need to be an existing Wellbeing Group customer. We can provide servicing and technical support for workplace coffee machines that we stock or supply, even if the machine wasn’t originally purchased from us.

Contact the service team with the make and model of your machine, and we’ll confirm whether we can support it.

Contact an engineer if basic checks don’t resolve the problem, particularly for recurring error codes, electrical faults, persistent leaks, mains-fed filtration issues or anything requiring access to internal components.

If you’re unsure whether a fault is safe to investigate yourself, stop using the machine and speak to Wellbeing Group service team before going any further.

Start by checking the display for an error message or fault code, as this will often indicate what needs attention. Make sure the machine has power and water, then check that coffee beans or other ingredients haven’t run out and that the drip tray or waste container isn’t full.

If the machine still won’t operate, or the fault shown on the display isn’t something you can resolve safely, contact Wellbeing Group service team.

Make a note of the exact error message or fault code before doing anything else. If the machine displays instructions, follow the recommended steps and check whether the message clears.

Avoid repeatedly switching the machine off and on if the same error returns. Send the fault details and machine information to our technical team so they can advise on the next step or arrange an engineer call-out.

Cleaning varies between machines, so follow the programme or instructions provided by the manufacturer. Routine cleaning will usually include emptying and washing the drip tray and waste container, wiping the dispensing area and cleaning the milk system where one is fitted.

Follow the manufacturer’s cleaning programme or instructions for your machine. Wellbeing Group engineers also carry out a full deep clean as part of scheduled servicing. Wellbeing Group engineers also carry out deeper cleaning as part of scheduled servicing.

Many coffee machines installed by Wellbeing Group have built-in scale management, so a separate manual descale may not be necessary. Regular cleaning and filter replacement are still required.

Don’t add descaling chemicals unless they are suitable for your specific machine and recommended by the manufacturer. If you’re unsure how scale is managed on your model, check with our service team before using a descaling product.