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Incidents
Report an incident
1. Go to **Food Safety & Compliance → Incidents**.
2. Click **Report Incident**.
3. Fill in the type (food safety, allergen, personal injury, near miss, pest sighting, equipment failure, customer complaint, or environmental), severity, title, description, location, and the immediate action taken.
4. Save it.
Move an incident through its lifecycle
Use the status filters (**All / Open / In Progress / Closed**) to find an incident, then update its status as it’s worked through: **Open → In Progress → Closed**. For incidents that are RIDDOR-notifiable, the report includes HSE notification fields (reported to HSE, method, reference number) — Admin-only.
You and any Outlet Manager (for their own outlet) are notified by email and push when a new incident is logged; the original reporter is notified again once it’s closed.
Food Safety Management (SFBB)
This is a live “Safer Food Better Business” scorecard across five sections — **Cross-contamination, Cleaning, Chilling, Cooking, Management** — using the **Overview**, **Cleaning Schedule**, **Pest Control**, and **Setup** tabs. Most of the score is calculated automatically from data you’re already logging elsewhere (temperature checks, checklists, training, incidents).
Complete your SFBB setup
1. Go to **Food Safety & Compliance → Food Safety Management**.
2. Click **Go to Setup** on the banner, or the **Setup** tab directly.
3. Name your responsible supervisor, set a review frequency, and answer the manual compliance questions — until this is done, the module shows as **”Action required.”**
Manage the cleaning schedule
Click the **Cleaning Schedule** tab to maintain your reference list of cleaning tasks, products, and frequencies — at least 5 tasks are needed for a full score in this section.
Log a pest control record
Click the **Pest Control** tab to add a record — even a “no evidence found” check counts toward your score, and records should cover the last 90 days.
HACCP Checklists
Create or import a checklist template
1. Go to **Food Safety & Compliance → HACCP Checklists**.
2. Click **Create / Import**.
3. Either build a template defining the required tasks yourself, or import one of the ready-made presets (Opening, Closing, Cleaning, Delivery, HACCP).
Run today’s checklist
On the **Today** tab, each checklist due shows its status (**Not Started / In Progress / Completed**). Click **Start Checklist** to work through it.
Manage existing templates
Click **Manage Checklists** to edit or archive templates you’ve already created.
> Enabling **Allergen Management** automatically adds a daily “Allergen control — Daily HACCP” checklist here — it doesn’t have its own separate page.
Training
Upload and assign training
1. Go to **Food Safety & Compliance → Training**.
2. Click **Manage Training** to upload a new training document, with an optional expiry period.
3. Click **Assign Training** to assign an uploaded document to one or more staff members.
Monitor completion
The **Team Matrix** tab (the default view) shows every staff member against every training document, with completion status and e-signatures at a glance.
Reports (EHO)
Export a single section’s report
1. Go to **Food Safety & Compliance → Reports (EHO)**.
2. Choose a section tab: **Food temps (3m)**, **Blast chilling (3m)**, **Fridge temps (3m)**, **Maintenance (2w)**, **Delivery temps (3m)**, **Incidents (3m)**, or **Food Safety (SFBB)**.
3. Narrow the date range with the **From** / **To** fields if needed.
4. Click **Download Food Temp Report (PDF)** (label changes per section), **Export CSV**, or search within the log with the search box.
These individual section exports are available to every member of staff, not just Admins.
Generate the combined EHO Pack
Click **Download EHO Pack (PDF)** — a single inspection-ready PDF covering up to 90 days across every section. This is Admin-only.
Run a quarterly export
Under **Quarterly Export**, choose **By Quarter** or **Custom Range**, tick which datasets to include (**Incident Reports**, **Training Records**, **Compliance Summary**), and click **Export Q[X] [Year]**. This is Admin-only.
Compliance Score
Go to **Food Safety & Compliance → Compliance Score** to see your property’s automated grade (A–F), based on activity across the last 30 days, recalculated on every page load. Each contributing area — Fridge & Freezer Temps (25%), Maintenance (20%), Training Records (20%), Checklists/HACCP (20%), and Food Temperature (15%) — is broken down individually with its own **”How to improve”** tips and a direct link to fix it (e.g. **Go to Checklists →**). Only modules you have enabled contribute to the score.
Documents
Upload a document
1. Go to **Food Safety & Compliance → Documents**.
2. Click **+ Upload document**.
3. Choose the file and confirm.
Uploaded documents are accessible to all active staff in read-only form. As Admin, you can replace or remove them from the same screen.
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