Maintenance Logs

How to do it

1. The header shows Welcome, your name and the date.
2. Sections run in order: Daily Checks, the SFBB Opening & Closing Diary, Temperature Readings, Dishwasher Temperatures, Food Preparation Logs, Cook/Chill Records, Goods Received and Kitchen Cleaning.
3. Then the weekly sections, the weekly SFBB diary forms, Catering Goods Delivery, Cold Storage Log, the 4 Week Summary and First Aid.
4. Tiles change wording as you go: Start, then Continue (some of it done), then Complete with a link to view the record.

What the tiles tell you

• ✓Start / Continue / Complete shows the state of today or this week
• ✓Daily logs say how many locations or readings are done, for example 2 of 4 locations completed
• ✓The Probe Check tile says Due Now in the first week of the month

How to do it

1. Tap Start Today's Opening Checks. The page shows a progress bar out of 8: opening and closing for Main Kitchen, Kitchenette, Bistro and Teams Room.
2. Each area has an Opening Checks and a Closing Checks tile. Tap Start Check.
3. Tick each item, add any Comments, then tap Save Opening Checks (or Save Closing Checks).
4. A saved tile turns green with Completed and a count. Tap Edit to change it later.
5. The dashboard counts n of 4 locations completed and changes to Closing Checks Due once all four openings are done.

What you tick

• ✓Main Kitchen opening (16): hands, uniform, hair, jewellery, cuts covered, fridge and freezer temperatures recorded, surfaces, equipment, pests, bins, soap and towels, sanitiser, chopping boards, date labels, probe thermometer
• ✓Main Kitchen closing (13): surfaces, equipment off and cleaned, floors, sinks, waste removed, food stored, PM temperatures, cloths, doors and windows secure, lights off, hands washed
• ✓Kitchenette, Bistro, Teams Room opening (10) and closing (10): a shorter list for each satellite kitchen

How to do it

1. Tap Start This Week's Diary. The header shows Week commencing, with arrows to move between weeks and a bar showing n/7 days completed.
2. Find today's card (marked TODAY). Under Any problems or changes: what did you do? record anything that went wrong and what you did about it.
3. Tick Opening checks and Closing checks as you do them.
4. Type your Name and Signed.
5. Tick Our safe methods were followed and effectively supervised today.
6. The card shows Saving... then Saved at HH:MM. When all three ticks are set it turns green and shows COMPLETE.

Good to know

• ✓No Save button: text saves after you stop typing, ticks save straight away
• ✓A day only counts once opening, closing and safe methods are all ticked
• ✓View Diary History shows any week, day by day

How to do it

1. Tap Record Temperatures. The page shows today, with arrows and a date picker, and a progress bar of readings entered.
2. Under Main Kitchen Fridges and Freezers, enter AM, Noon and PM temperatures for each unit, in °C. Freezers have − and + buttons.
3. Open any Kitchenette, Bistro or Tea Room fridge section to record those too.
4. Use Venues at this home to tick which venues you have. Anything unticked is N/A and does not count.
5. Add Notes (Optional) if needed.
6. Each reading saves as you type, with a small tick beside it. You can leave and come back through the day.
7. When every required reading is in, the grey button turns green: Mark Day as Complete & Submit.

Good to know

• ✓Fridge 3 and 4 and Freezer 3 and 4 are optional
• ✓Fridges are green from 0 to 5°C and freezers at -18°C or below
• ✓Out-of-range readings show a prompt when you submit
• ✓Past dates can be opened and edited

How to do it

1. Tap Record Dishwasher Temps. The page is locked to today.
2. Enter the Morning and Afternoon temperatures in °C. The hint says Final rinse should reach 82°C minimum.
3. If you have kitchenette dishwashers, enter those under Kitchenette Dishwashers. They are optional and do not affect completion.
4. Add Notes (Optional).
5. Readings save as you type. When both main readings are in, the button turns green: Submit Complete Record.

How the history colours it

• ✓Safe: 82°C or above
• ✓Warning: 75 to 81°C
• ✓Unsafe: below 75°C

How to do it

1. Tap New Food Prep Log. Tap Temperature Guidelines if you need the limits: hot food at 63°C or above, cold food at 8°C or below, reheating to 75°C core, hot trolleys at 63°C minimum.
2. Set the Date of Preparation and choose the Meal Service: Breakfast, Lunch, Dinner, Supper or Snack.
3. Pick the Menu Item from the list, or tap Add New Item, or type a custom item name.
4. Enter Temperature 1 (initial), Temperature 2 (after 2 minutes) and Trolley Temp. Check the Time Recorded.
5. Add Comments about any temperature issues.
6. Tick I confirm these records are true and correct and tap Submit Temperature Log.
7. A Log Submitted! box offers Record Another or Return to Dashboard.

Good to know

• ✓Required: meal service, menu item, time and the confirmation tick
• ✓A missing item opens a Missing Information box listing what to fix
• ✓Every submit creates a new record, so you can log many dishes a day

How to do it

1. Tap New Cook/Chill Record. The page reminds you: core temperature of 75°C or above when cooking, and below 8°C within 90 minutes when chilling.
2. Enter the Food Item (required) and Portions.
3. Cooking Stage: start time, end time and Core Temp (minimum 75°C).
4. Chilling Stage: chill start time, Temp at 90 mins, chill end time and Final Temp.
5. Add Comments and tap Save Cook/Chill Record.
6. Today's records list below with a badge: Compliant when cook is 75°C or more and the 90-minute temperature is 8°C or less, otherwise Check Required.

How to do it

1. Tap Record Delivery. The date is today, and the time defaults to now.
2. Enter the Supplier (required) and the Invoice Number.
3. Tick Use-by / best-before dates have been checked and are acceptable.
4. Enter a temperature for each product type delivered: Ambient, Chilled (target 0 to 5°C) or Frozen (target -18°C or below). Use the ± button for minus.
5. Choose Accept or Decline. If you decline, say why under Reason for Decline.
6. Add Comments and tap Record Delivery.
7. Today's deliveries list below each with Accepted or Declined.

Good to know

• ✓At least one temperature is needed
• ✓Leave blank any product type that was not delivered
• ✓Each product type becomes its own line in the history

How to do it

1. Tap Complete Daily Clean. The date is today.
2. Tick each task: worktops, floors, sinks, bins, cooking equipment, hob, microwave, fridge contents and use-by dates, dishwasher filter, door handles and light switches, hand contact areas, food waste and cleaning cloths. (13 tasks)
3. Add Notes (Optional) and tap Submit Daily Clean Record.
4. If anything is unticked, an Incomplete Tasks box asks you to Go Back or Submit Anyway.

How to do it

1. Tap Complete Weekly Clean. The header shows Week commencing (Monday) and a Progress n/23 bar.
2. Under Kitchen Deep Clean tick the 19 jobs as you finish them: oven, Rational oven, extractor, fridges, freezers, walls and splashbacks, cupboards, windows and screens, fryer, trolleys, hot trolleys, dry store, rumbler, ice machine, can opener, grill, dishwasher trays and wheels, drainage and waste area.
3. Under Food Store Check tick: shelves cleaned, stock rotated (FIFO), use-by and best-before dates checked, pest check completed.
4. Add Notes about issues or expired items removed.
5. Every tick saves, and the page says Auto-saved, you can leave and come back anytime.
6. At 23 of 23 the button unlocks: Submit Weekly Clean Record. After submitting, the record is locked.

How to do it

1. Tap Start Satellite Clean. The header shows the week, Friday to Thursday.
2. Three tiles show progress for Kitchenette, Bistro and Teams Room: blue (none), amber (some) and green (all). The first one not finished opens for you.
3. Tick the jobs: fridges and freezers defrost and clean, microwave, toaster (not for the Bistro), dishwasher filters and seals, cupboards, sinks and work surfaces.
4. Add Notes if needed. Ticks save automatically.
5. Tap Submit [Location] Clean. If anything is unticked, an Incomplete Tasks box asks whether to go back or submit anyway.

How to do it

1. Tap Record Catering Delivery. Set the Date Received and Time Received.
2. Enter the Supplier, Product Type (for example Frozen, Chilled or Ambient), the temperature if it applies, and the Invoice Number.
3. Choose Pass or Fail for the Visual Check and the Date Coding Check.
4. Choose ACCEPT or REJECT. If rejected and reported, add the Complaint Reference Number.
5. Add Comments, tick I confirm these records are true and correct and tap Submit Goods Check.

How to do it

1. Tap Record Cold Storage Temperatures. The date is today. The box reminds you: Fridges 0°C to 5°C, Freezers -18°C or below.
2. In the table, enter AM, Noon and PM readings for each unit: Fridge 1 and 2, Freezer 1 and 2, the Mini Kitchen fridges, Bistro Fridge, Staff Fridge and two additional units.
3. For an additional unit, write its name in Comments.
4. Tick I confirm these records are true and correct and tap Submit Temperature Log.

How to do it

1. Each form is for one week commencing a Friday, running Friday to Thursday. Arrows move to the previous or next week. Today's column is highlighted.
2. The home has one record per form per week. Anything you enter saves as you go: you will see Saving... then Auto-saved.
3. The tile on the dashboard says Start, then Continue, then Complete.
4. At the bottom, tick the confirmation sentence. The submit button is grey until you do. A green box confirms Check submitted & recorded.
5. After submitting, the form is locked. View Previous Records shows every week, with Continue for unfinished ones and View for finished ones.

Good to know

• ✓Defaults to this Friday, or last Friday if today is not a Friday
• ✓Your name and today's date appear as Recorded by
• ✓Nothing is lost if you leave halfway

How to do it

1. Open Opening Checklist or Closing Checklist. The grid has one row for each of Main Kitchen, Kitchenette 1, 2, 3 and 4, and one column for each day Friday to Thursday.
2. Tap the round tick for each area, each day, once you have done the check. Your username appears under it.
3. On a phone, choose the day tab first, then tick each area.
4. At the end of the week tick I confirm all opening checks have been completed accurately for this week (or closing) and tap Submit Weekly Checklist.

How to do it

1. Open Cleaning Checklist. The key is green Excellent, amber Room for improvement and red Unsatisfactory.
2. For each item and day, tap one of three buttons: tick (excellent), dash or warning (room for improvement) or cross (unsatisfactory). Tap the active one again to clear it.
3. Add a Comments note for any item that needs one. The comment applies to the whole week.
4. Tick the confirmation and tap Submit Cleaning Checklist.

The 22 items

• ✓Fridges/Freezers, Trolleys, Blue rolls filled, Soaps filled, Hotplates, Stoves, Lift, Hand sink, Drawers and storers, Worktops
• ✓Door and fridge handles, Jackstacks and racks, Under bench and counter, Fridge shelves, Tin opener, Shelving, Microwave, Back areas
• ✓Fridge date coding, Dry goods date coding, Condiments date coding, Main fridge

How to do it

1. Open Equipment Temperature Checks. Read the guidance: temperatures are taken before 9am each morning, and probes are sterilised before and after each food test.
2. Enter AM and PM readings for each unit, each day: Cold Area (max 5°C): Main Fridge, Salad Bench 1 and 2, Salad Main Fridge, Bacon Fridge, Dairy Fridge. Frozen Area (max -18°C): Ice Cream Freezer. Hot Equipment (min 63°C): Bain Marie 1 to 4.
3. A box turns red if a cold reading is above 5°C, a frozen reading is above -18°C, or a hot reading is below 63°C.
4. Write what you did about it in the unit's Actions box.
5. Tick the confirmation and tap Submit Equipment Temperature Checks.

How to do it

1. Open Food Temperature Check. The target is a core temperature of 75°C minimum for cooked and reheated food. Batch cooked food needs at least 5 checks per service, and cook-to-order food at least 3.
2. Probes must be sterilised with the correct wipes before and after each food is tested.
3. Tap Add Record. Enter the Date, Product, First Cook Time, Re-heat Time, Temperature, your Initial and any Comments.
4. Add as many records as you need. Tap the bin to remove one.
5. On submit, a low reading prompts you to re-probe or confirm before it is saved. Then tick the confirmation and submit.

How to do it

1. Open Alto-Shaam Checks. There are two targets: probe temperature at the end of the germ-kill phase, 75°C or more, and the final probe when removed, 65°C or more.
2. If the first is not met, place joints back into a pre-heated oven until the centre reaches 75°C. If the second is not met, discard unless within two hours of the end of the germ-kill phase.
3. Tap Add Check. Enter Date, Meat Type, Cook Time, Probe Temp and Final Probe.
4. Target Met? is set for you when you enter the temperatures. You can change it with Yes or No.
5. Record Actions if Required and your Signed initials. A low temperature turns the box red.
6. Tick the confirmation and submit.

How to do it

1. Open Cold Holding Checks. The target is 8°C or less. Probe at the start and end of service, and at least every four hours.
2. If the target is not met, discard food within four hours of the last satisfactory check. If display is over 4 hours, check the item that has been out longest.
3. There are two tabs: 1st Display Period and 2nd Display Period, each showing how many checks.
4. Tap Add Check. Enter Date, Time Checked, Food Checked, Food Temp, Discarded / Time and Checked By.
5. A temperature above 8°C turns the card red.
6. Tick the confirmation and submit.

How to do it

1. Open Hot Holding Checks. The target is 63°C or more. Probe at the start and end of service, and at least every two hours.
2. If it is not met, discard unless within two hours of the last satisfactory check. If display is over 2 hours, check the item displayed longest using a sanitised probe.
3. Use the 1st and 2nd Display Period tabs and tap Add Check.
4. Enter Date, Time Checked, Food Checked, Food Temp (min 63), Discarded / Time and Checked By.
5. A temperature below 63°C turns the card red.
6. Tick the confirmation and submit.

How to do it

1. Open Cooling Checks. The target is below 5°C within 90 minutes of the end of cooking.
2. If it is not met, refrigerate and re-test four hours after the end of cooking. Discard if the food is above 8°C.
3. For blast chilling, reduce below 5°C within 90 minutes. If you have no blast chiller, cool below 20°C using accelerated cooling and refrigerate within 90 minutes.
4. Tap Add Record. Enter Date, Product, Time End of Cooking, Time End of Cooling, Temperature, Checked By and Comments.
5. The form works out the cooling time and shows it in minutes. Over 90 minutes shows in red.
6. Tick the confirmation and submit.

How to do it

1. Open Wastage Record. Tap Add Product.
2. Enter the Product and the Reason.
3. In the Friday to Thursday columns, type the quantity wasted each day. Cells you fill in turn orange.
4. Tick the confirmation and submit.

How to do it

1. Open Bread Weight Check. Target weights are: 400g loaves and bloomers, minimum 430g, 400g baguettes, minimum 440g, 800g bloomers, minimum 850g.
2. Tap Add Product. Enter the Product, Target Weight, No. in Batch and Checked By.
3. Tick the Day(s) of Bake.
4. Enter Check 1, 2 and 3 weights in grams. Each shows PASS (at or above target) or FAIL (below).
5. Tick the confirmation and submit.

How to do it

1. Open Maintenance Record. In Fault / Repair Log, tap Add Fault.
2. Enter the Date Fault Reported, Equipment ID No, Equipment Description, Job No if there is one, and the Fault.
3. When the engineer has been, enter the Date Engineer Visited and choose Repair Work Completed?: Satisfactory (done) or Unsatisfactory (not done / issue remains).
4. In Outstanding Jobs, tap Add Job and enter the original date, job detail and Current Status, for example awaiting parts.
5. Tick the confirmation and submit.

How to do it

1. Checklist 1 reviews last week's diary and records. Rate each diary form SAT, IMP (room for improvement) or UNSAT, answer YES or NO to occasional documentation (such as pest sightings, complaints, recalls and return-to-work forms), then rate the dry stores and transport.
2. Checklist 2 covers fridges, freezers, cold displays and probes, stock control, food preparation and personal hygiene. Each item is SAT or UNSAT.
3. Checklist 3 covers cooking, cooling, re-heating and hot display, cleaning, waste and pests, and structure, and has a Comments box.
4. If you choose IMP, UNSAT or NO, a red box opens: State the problem and what action you have taken.
5. Tick I confirm all items have been reviewed and any issues have been documented with corrective actions and submit each form.

How to do it

1. The tile says Probe Check Due Now from the 1st to the 7th of the month.
2. Open the check. For Probe 1 and Raw Probe, there are two tests.
3. Ice Check: half fill a container with ice, cover with water, stir, insert the probe until it settles. The target is -1°C to +1°C.
4. Boiling Water Check: bring water to the boil and carefully insert the probe until it settles. The target is 99°C to 100°C.
5. Enter the date and temperature. Accurate? is set for you (Satisfactory or Unsatisfactory), and you can change it.
6. If unsatisfactory, record the Corrective Action, such as changing the battery and re-testing. If the target still is not met, replace the probe.
7. Tick I confirm all probe accuracy checks have been completed and tap Submit Probe Accuracy Check.

How to do it

1. Tap Start 4 Week Summary. The top shows Overall Compliance for the last 28 days and the number of daily checks completed for each area.
2. Walk around the kitchen and observe whether safe methods are being followed. Write any problems and what you did under the walk-around box.
3. Look back over the last four weeks of diary entries. If something went wrong three or more times, note it and what you did.
4. Answer the nine Review Questions Yes or No: allergen information updated, equipment or process changes, new suppliers, cleaning schedule, new staff trained, refresher training, extra checks, food complaints and weekly extra checks.
5. Add Additional Review Notes and Actions Required, then tap Save 4 Week Summary.
6. Previous Summaries lists the earlier reviews.

How to do it

1. Open the repair form. The Report Date is today.
2. Enter Your Name.
3. Describe the problem: where it is (for example kitchen area or equipment name), what is broken, any safety concerns.
4. Tap Submit Repair Request. It starts as Pending.
5. To follow it, open the repairs list. Filter by All, Pending, In Progress or Completed, or search by reporter or description.

How to do it

1. Tap First Aid Guide for the step-by-step reference.
2. In an emergency, call 999 immediately.