Forms¶
The things you fill in: what is due today, everything you have, and the doors to building your own.
Where: menu → Food Safety → Forms. The menu row carries a count — amber while something is merely due, red once something is overdue and nobody has started it.
Due today¶
The top of the screen, and the reason to open it. Due today (3), each one with a Fill button, and Overdue in red on anything that has slipped past its day.
A check somebody has already started reads differently: Tom is filling this in · 20 min ago, in grey rather than red, and the button says Resume. Tap it and you carry on from where Tom got to, on whichever till you are standing at. Left untouched for twelve hours it goes back to counting as simply not done.
Under those, what has already been filed today, in green with a count. Filing one does not take it off the screen. The receiving log gets filled once per delivery, so it stays there all day, one tap from the next one.
Below that, All forms — or Results once you start searching — and Recent records at the foot. Search forms by name… filters as you type, and the chips below it filter by category, with All and Uncategorised always there.
When today was not a normal day¶
Dismiss all, at the far right of the Due today heading. It asks first, and says exactly what it means:
Use this when the forms genuinely were not needed today — a closed day, for instance. Nothing is filed, and today will show no records for: ...
Recorded in the audit history against your name. Schedules are unchanged — these are due again on their next scheduled day.
It is not a way of clearing a busy screen. A dismissed day reads as dismissed on the morning summary, which is different from missed, and it has your name on it. Use it for the Sunday you were shut.
Filling one in¶
Fill, or tap the form. It opens as a form with sections, and the fields your form has.
| Completed by * | Required. "Name of person doing this check" |
| Record for | The date it is about, if that is not today |
| Copy last entry | Fills in what you put last time, for a form where most of it never changes |
A Supplier field lists your suppliers. Pick one, or tap New supplier and type a name: they join the list when the check is filed. If the supplier has no certificate in date, a line under the field says so -- once you keep certificates at all.
Some forms take a signature, a photo or a file: Add Signature, Re-sign, Remove, Add Attachment, Replace. Some have tables you add rows to with Add row. A new row's time is filled in as now; tap it only if the reading was taken earlier.
Save for later sits at the bottom of every page. Leaving half way through asks too: Finish this later? — Keep filling, Discard, or Save for later. A saved draft is waiting on every till, not just the one you saved it on: the form shows In progress and its button says Resume, and whoever opens it picks up your answers, photos and all. A cooling log is a reading now and another one hours later, and the person on then is not always the person who started it.
When a check does not pass¶
Saving a form with a failed check tells you so at once — "Cooling Cooked Food filed — a check did not pass" — with Open record beside it.
The record itself keeps the warning until a corrective action is linked to it, so this is a door, not the place it is tracked. See Records.
Dictating one¶
Dictate entry, from the dashboard or here. Tap the big mic and talk through what you did. What it hears shows under the mic as you go, so if it mishears a number, just say it again. Tap the mic to stop: it works out which form you mean and fills it in from what you said. You get what it heard, to check before anything is filed: Confirm all (3), Record another, Start over, Try again, Done.
Already in a form? Tap Speak at the bottom, on any page, and say your answers. You do not need to say the form's name. What it hears shows at the top. Tap Done and the answers go in, ready for you to check and submit.
Speaking adds, it never writes over. On a cooling log with two readings in, tap Speak and say "down to 20 degrees": a third reading goes in at the time now. If you say something different for an answer already filled in, it keeps yours and asks: tap Use new to change it.
Nothing is filed until you confirm it. Read it before you tap, especially the numbers — a probe reading misheard is worse than one not written down.
Building and changing forms¶
The + menu at the top:
| Form Builder | Build one field by field |
| New from template | Start from one of ours and change it |
| Manage categories | Categories |
| Site rules | Site rules |
Build with AI is the other way in: describe the form you want and answer its questions. It reads your site rules first, so it already knows your sign-off name and what you call the cool room. To talk instead of type, tap the mic beside the box, say what you need, then tap the red mic again. Your words appear in the box as you speak. When you stop, they are tidied up -- a misheard word is often put right -- and stay in the box for you to add to before you send.
While it works, a line under the chat says what it is doing -- Making the form…, Choosing the words that open it… -- and the form on the left fills in after each step, so you can read it as it grows. When the form looks right, tap Done at the top to open it.
Ten forms come ready to use, among them Receiving / Delivery Inspection, Cleaning & Maintenance Record, Pest & Hygiene Check, Cooling Cooked Food, Reheating Cooked Food, Corrective Action Log, Staff Training Log and Walkthrough. Checking It Works and Cold Storage Temperature Log wait under Start from a template for a shop that wants them. Fridge temperatures (by hand) is there too, with two fridges to start. It opens one fridge to a page, each with its safe range: see Fridge temperatures.
Editing one¶
⋮ on a form → Edit form. Rename a field, change its hint, make it required or not, edit the dropdown options, move it up, down or into another section.
Renaming a field never touches records already filed. They keep the words they were filled in with, which is what makes an old record still mean what it meant.
The supplier field¶
On a new Dropdown field, Choices come from your supplier list turns it into the supplier field: its choices are your suppliers, and whoever fills it in can add a new one. Use it for the supplier on a receiving check, in place of a text box or a tick box per supplier -- every check then names its supplier the same way, and each supplier's page lists the checks that name them. The Receiving / Delivery Inspection form comes with one.
Options a pass or fail depends on¶
Three dropdowns decide a result rather than just recording one: Product Category on the receiving form picks which temperature that delivery is held to, and Goods Accepted? and Competency Verified settle the result outright.
On those fields every option row carries a Checked as setting, and the form will not save until each option has one:
| Option | Checked as |
|---|---|
| Fresh, Chilled | Chilled (5°C or colder) |
| Frozen | Frozen (-12°C or colder) |
| Dry | No temperature check |
This is what lets you use your own words. Rename Dry to Pantry and pantry deliveries still skip the temperature check, because the check follows the row rather than the wording. Add Ice cream, set it to Frozen, and it is held to the frozen limit from the next delivery on.
Renaming an option also carries any field that only shows for it. Change No to Rejected on Goods Accepted? and the rejection reason still appears when you pick it.
Your existing forms already have this filled in, worked out from the wording they had. Anything it could not place is left blank, and the form asks you the next time you edit that field.
The field that records what was done¶
On a text or dropdown field, This records the corrective action marks it as the one that says what was done about a failure.
The report reads the ticked field instead of hunting for a field whose name sounds about right, so you can call it What we did, Fixed it, or whatever your staff already say, and it is still found.
Your forms already have it ticked on the fields the report was finding by name, so nothing changes until you move it. Tick a different field and the report follows the tick, not the wording.
The same menu has Export CSV and Export PDF — one form over a date range, out through the usual share sheet — Discard draft ("Keeps the form") and Delete form ("Removes it for everyone"). Deleting makes you type delete to confirm.
Good to know¶
- A form is the blank; a record is the filled-in one. Deleting a form does not delete what was filed on it.
- Forms are per shop. Two shops keep their own.
- Nothing here needs a signal. A form filled with no reception is kept and sent when you are back on.