A practical troubleshooting guide for workplaces, gyms, accommodation venues and shared spaces
A reliable coffee machine can make a big difference to the daily experience of staff, customers and guests. When something goes wrong, however, even a small issue can quickly become frustrating. The good news is that many common coffee machine problems can be traced back to a handful of simple causes. This guide covers frequent issues, what may be causing them and the first checks you can make before calling for service.
Before you begin
Coffee machine designs vary. Fully automatic bean-to-cup machines, traditional espresso machines and automatic milk systems use different components and cleaning procedures. Always follow the manufacturer’s operating and cleaning instructions. Do not open service panels or access internal electrical, pressurised or plumbed components unless you are trained and authorised to do so.
If nothing comes out when you try to make a coffee, start with the basic supply and setup checks.
1. No Coffee Dispensing from the Machine
Possible causes
- Water reservoir is empty or the water supply is unavailable
- Coffee bean hopper is empty
- Grinder setting is too fine or the coffee path is restricted
- Brew unit or coffee spouts are blocked or dirty
- Machine is not fully powered on or a door/interlock is not engaged
- Air is trapped in the water system
What to check first
- Refill the water tank, if fitted, and check the water supply
- Refill the coffee bean hopper
- Confirm the machine is plugged in, switched on and all service doors are closed
- Clean the coffee spouts and the brew unit if it is designed to be removed by the user
- Check the grinder setting and adjust only in accordance with the manufacturer’s instructions
- Run a hot-water cycle, if available, to help clear trapped air
- Restart the machine after completing the checks
If the machine still does not dispense coffee, contact The Vend Shop Service Centre for assistance.
2. Coffee Leaking from the Machine
Leaks can be messy and may point to an overflowing tray, an incorrect setup or a worn component.
Possible causes
- Drip tray is full or not positioned correctly
- Coffee basket has been overfilled
- Coffee hose dispenser seal is not closed correctly or damaged
- Coffee residue is preventing a proper seal
- An internal hose, valve or fitting may be leaking
What to check first
- Empty, clean and correctly reinstall the drip tray
- Avoid overfilling the coffee basket
- Clean coffee residue from the group head and sealing area
- Inspect user-serviceable seals and replace them only where the manufacturer permits
If leaking continues, particularly from inside the machine, professional servicing may be required.
3. Milk Not Frothing Properly
Poor milk frothing can affect drink quality and usually comes down to cleaning, milk temperature, or steam flow.
Possible causes
- Milk tube blocked or not connected
- Using warm milk
- Steam nozzle clogged
- Milk system requires cleaning
- Low steam pressure
- Milk foamer or frother blocked with milk residue
- Milk container is empty
How to fix it
- Make sure the tube is clearer and connected to the nozzle properly
- Use cold, fresh milk for best frothing results
- Check the water tank and ensure there is enough water
- Clean the milk frother and milk tube (recommended daily)
- Remove the foamer or frother device completely and disassemble all removable parts
- Place the parts in hot water with two cleaning tablets and leave them soaking overnight
- Rinse all parts thoroughly before reassembling
- Run the automatic milk cleaning cycle after reassembly
- Check for blockages in the steam nozzle and milk lines
Steam wand maintenance
Purge the steam wand immediately after every use. If it is already blocked, soak the frother tip in warm water and use a paperclip or designated cleaning tool to clear the milk residue from the small air holes.
Regular cleaning of the milk system is essential for proper frothing performance, hygiene, and machine reliability.
If the issue continues after cleaning, contact The Vend Shop Service Centre for professional support.
4. Machine Displaying Error Messages or Flashing Lights
Error messages often point to maintenance, supply or setup issues that can be resolved with a few basic checks.
Possible causes
- Water tank is empty
- Drip tray or waste bin is full
- Brew unit not inserted correctly
- Machine requires descaling
- Door or service panel is open
How to fix it
- Refill the water tank
- Empty the drip tray and coffee grounds container
- Reinsert the brew unit properly
- Run the descaling program
- Ensure all doors and covers are fully closed
- Restart the machine after completing these checks
5. Water Not Being Pulled from the Reservoir
If the machine is powered on but not drawing water, the issue may be with the tank, filter, or pump.
Possible causes
- Water tank not inserted correctly
- Air trapped in the pump
- Blocked water filter
- Pump issue
How to fix it
- Remove and reinstall the water tank
- Run hot water through the machine
- Replace or remove the water filter temporarily
- Check for kinks in water hoses
If no water flow returns, servicing may be needed.
6. Coffee Tastes Bad or Burnt
A poor-tasting coffee often comes down to cleaning, bean freshness, grinder settings, or water quality.
Possible causes
- Grind too fine
- Extraction/dispensing time too long
- Dirty brew group or coffee system
- Old or stale coffee beans
- Coffee dose too high / Incorrect grinder settings
- Water temperature too high
- Machine overdue for cleaning or descaling
How to fix it
- Clean the brew unit and coffee spouts regularly
- Use fresh, quality coffee beans suitable for the machine
- Adjust the grinder to a medium setting and check the time of the extraction
- Run cleaning and descaling cycles
- Replace old water in the tank daily
- Check the water filter and replace it at the recommended interval
Routine cleaning and correct setup can make a noticeable difference to coffee quality and machine lifespan. Ideal range of a balanced extraction between 20-30 seconds
7. Coffee Dispensing Too Slowly
Slow dispensing can affect service speed and usually points to blockages or scale build-up.
Ideal range of a balanced extraction between 20-30 seconds
Possible causes
- Grinder set too fine
- Coffee oils blocking the brew system
- Scale build-up inside the machine
How to fix it
- Adjust grinder to a coarser setting
- Check and clean the coffee spouts
- Clean the brew unit thoroughly
- Perform a descaling cycle
- Use approved cleaning tablets regularly
- Check the water filter and replace it at the recommended interval
8. Grinder Making Noise but No Coffee Coming Through
If the grinder is running but coffee is not dispensing, beans may be blocked or the grind settings may need adjusting.
Possible causes
- Beans stuck in the grinder
- Oily coffee beans causing blockage
- Grinder adjustment issue
How to fix it
- Check the grinder and remove beans on anything can block working
- Clean the grinder hopper
- Avoid very oily beans
- Adjust the grinder while operating
- Use grinder cleaning pellets if recommended
9. Machine Asking to Empty Grounds Container When It Is Already Empty
This is often related to timing or how the container was reinserted.
Possible causes
- Grounds container reinserted while machine was off
- Sensors not resetting correctly
How to fix it
- Empty the container while the machine is turned on
- Reinsert the drip tray and grounds container properly
- Restart the machine
10. Machine Requires Frequent Descaling
If your machine keeps asking for descaling, water quality and filter maintenance may be the cause.
Possible causes
- Hard water usage
- Water filter not replaced regularly
How to fix it
- Use filtered water where possible
- Replace water filters as recommended
- Perform regular descaling maintenance
Regular maintenance helps prevent costly repairs and keeps your coffee machine operating at its best.
When to Call in Professional Support
Some problems can be resolved with quick troubleshooting. Others may point to internal parts, pump issues, or ongoing maintenance requirements that need professional attention.
If your machine continues to experience problems after troubleshooting, contact The Vend Shop Service Centre for professional support and repairs.
Need Help with Your Coffee Machine?
If your coffee machine is not performing as it should, or you would like support with servicing, maintenance, or replacement options, The Vend Shop is here to help. To talk through machine types, servicing support, or replacement options, contact The Vend Shop on 1800 001 211 or enquire through the website.
Frequently Asked Questions About Coffee Machine Problems
1. Why is my coffee machine not dispensing coffee?
This can happen if the water tank is empty, the beans have run out, the brew unit is blocked, or there is air in the system.
2. Why is my coffee machine leaking water?
Leaks are often caused by an overfilled drip tray, a loose portafilter, worn seals, or internal hose issues.
3. Why is my milk not frothing properly?
Poor milk frothing is usually caused by dirty or blocked milk lines, a clogged frother or steam nozzle, milk that is too warm, or a blocked milk tube. Regular cleaning of the milk system is important to maintain consistent frothing performance.
4. How often should I clean my coffee machine?
Daily cleaning is recommended for fresh milk systems, with the machine’s regular cleaning cycles completed in accordance with the manufacturer’s instructions.
For machines using powdered milk, a regular cleaning cycle should be completed at least once per week, or more frequently depending on usage and the manufacturer’s recommendations.
5. Why does my coffee taste burnt?
Burnt coffee can be caused by stale beans, incorrect grinder settings, a dirty brew system, or overdue cleaning.
6. What should I do if my coffee machine shows an error message?
Start by checking the water tank, drip tray, waste container, brew unit, and any service doors. A restart may also help.
7. Why is my coffee machine not pulling water from the reservoir?
The tank may not be fitted correctly, the filter may be blocked, or there may be air trapped in the pump.
8. How do I stop my coffee machine from needing frequent descaling?
Using filtered water, replacing filters on time, and following a regular descaling schedule can help reduce build-up.
9. Why is my grinder making noise but not producing coffee?
Beans may be stuck in the grinder, the grinder may need cleaning, or the grind setting may need adjustment.
10. When should I contact The Vend Shop for servicing?
If basic troubleshooting does not fix the issue, or the problem keeps returning, it is best to contact The Vend Shop for professional support.
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