Refills 1, 3 and 5 l · housekeeping

The refill procedure, step by step

How housekeeping refills hotel dispensers by hand from 1, 3 and 5-litre refills: what is cleaned, how to pour, what is never done. The automated system, Refillution, has its own page.

Who does it and how long it takes

Housekeeping, on the trolley or in the floor pantry, with the materials at hand. A complete refill — disinfection, pouring, label — takes a few minutes per dispenser; the twelve steps below are the ADA protocol and are followed every time, not only the first time.

How many refills come out of one container (300 ml bottle)

Format	Refills	Storage	Handled by
1 l bottle	≈ 3 dispensers of 300 ml	Housekeeping trolley	Poured by hand
3 l jug	≈ 10 dispensers of 300 ml	Floor pantry	Poured by hand, with the handle
5 l cubitainer	≈ 16 dispensers of 300 ml	Central store, with the UNI006DFAPP pump	With the canister pump — not tipped

How we refill hygienically

ADA Cosmetics’ official refill protocol — the same steps housekeeping should follow every time a dispenser is topped up.

What you need

Hand soap
Disinfectant
Rubber gloves — disposable, or dedicated to this purpose only and kept clean
Face mask

Before you start

We strongly recommend operating ADA Cosmetics pump dispensers with the TPP (Tamper Proof Pump) wall mount developed by ADA, or another ADA-approved mount for that dispenser. Only these prevent opening by guests or unauthorized persons, and untraceable contamination. Unsuitable holders increase the risk of contamination and can damage the dispenser.

What is cleaned, every time

The work surface, before the bottles are set down.
The outside of the bottle and of the pump, before it is unscrewed.
The thread, after the pump is screwed back on — spills form a contamination bridge between bottle and pump.
Hands and gloves — before, and again after.

The 12 steps

1.Put on face mask.
2.Wash hands thoroughly with hand soap and disinfect. Put on gloves.
3.Disinfect the working surface.
4.Place bottles on the disinfected surface.
5.Remove the old batch code / “best before date” label.
6.Thoroughly disinfect the outside of the bottle and pump.
7.Unscrew the pump and place it upside down. Watch out: the pump tube must not touch the work surface.
8.Fill the bottle with the product defined on the front label (brand name, product category) and check the ingredients list on the back label.
9.Ensure sufficient space in the bottle for the pump to be screwed back on without overflow.
10.Screw the pump back onto the bottle. Watch out: in case of overflow, there is a potential contamination bridge in the thread between bottle and pump.
11.Clean again with disinfectant.
12.Apply the batch code / “best before date” label matching the bulk container, on the back or bottom.

The hygienic refill process is now finalized.

Source: ADA Cosmetics, Refill Instruction, Sales Support, 2021.

What is never done

Never top up over the remaining product — empty first.
Never mix products or brands in the same dispenser.
Never refill a dispenser with a worn pump — replace it.
Never pour the 10 l SmartCube by hand — it is only used with the Refillution station.
Never leave a refill container open, in the light or near heat.

From about 80 rooms with two or more dispensers each, automated refilling pays off. The system, the station and the contract are on their own page:

How Refillution works →

Why a closed system matters: the Rhine-Waal study →

Frequently asked questions

Can I refill with another brand?

No. The dispenser carries the brand on the label; a different formula inside is a misleading claim towards the guest and voids the manufacturer’s hygiene data.

How long does an open refill last?

Once opened, use within 6 months and keep it closed, cool and out of direct light. Write the opening date on the container.

Who is responsible for traceability?

The hotel, for manual refilling — hence the batch log. With Refillution the station records every refill automatically.

What do I do with the empty packaging?

Refills are mono-material and go to plastic recycling once rinsed. The 10 l SmartCube is collected within the Refillution contract.

Can the same dispenser be refilled indefinitely?

The bottle yes, as long as it is intact; the pump or membrane is replaced when it drips or hardens.

Are refills available for every brand?

For most ADA lines in 1, 3 and 5 l; the 10 l SmartCube exists for the lines in the Refillution programme. Each brand page lists what is available.

The dispenser test

Send us photos of the dispensers in your rooms today. You get a one-page assessment: what can be refilled, with which format, and what it costs per room.

Send the photos