Introduction to Equipment Tasks & Maintenance Schedules
In this article:
What are Tasks?
Tasks are your tool for managing all the work related to your kitchen equipment. When an item needs to be cleaned, calibrated, or inspected, Tasks allow you to assign, schedule, and track that work to ensure your Food Safety Plan is being followed correctly.
This system helps you manage everything from one-off repairs to recurring cleaning schedules, giving you clear visibility over what needs to be done, by who, and by when.
Understanding Task Types
To help you organise work effectively, Safe Food Pro uses five distinct task types.
- Maintenance: For scheduled servicing, repairs, or upkeep (e.g., "Replace fridge seal").
- Inspection: For routine checks and safety inspections (e.g., "Inspect cool room shelving").
- Corrective Action: For work needed to fix an issue found during a check (e.g., "Repair freezer - temperature too high").
- Compliance: For tasks specifically related to meeting regulatory standards (e.g., "Annual thermometer calibration").
- Other: A general category for any other type of work.
Locating Tasks in the Admin Console
The Admin Console gives you two main views for managing equipment-related tasks, plus specialised dashboards for high-visibility items.
Task & Maintenance Lists
Under the Equipment tab, you'll find two lists:
- Maintenance List: This is a focused view that shows only tasks with the "Maintenance" type. It's perfect for your maintenance team or external technicians to see their specific workload.
- Task List: This is the master list. It provides a comprehensive view of all task types related to your equipment, including cleaning and compliance schedules.
Dashboard Widgets
To give you an at-a-glance visibility of urgent items, certain tasks also appear on your main dashboard:
- Maintenance Summary Widget: This widget displays the top 10 equipment maintenance tasks that are not yet complete, ensuring they stay top of mind.
- Corrective Action Summary Widget: Any equipment-related task with the "Corrective Action" type will also appear here, alongside all other corrective actions for your business.
Locating Tasks in the Mobile App
The Mobile App allows you to view a comprehensive task list, as well as Tasks associated with a single equipment item. Corrective Action type Tasks can also be viewed from the Tasks (Actions) page.
- Against the Equipment Item: Opening a piece of equipment allows you to create and view tasks associated with that specific item
- In the Equipment Tasks tab: This provides a view of all equipment tasks
- Tasks (Actions) page: This provides a list of all of the Corrective Action type tasks (including and excluding Equipment)
Where to Go Next
Now that you understand the basics of what tasks are and where to find them, you can learn how to create and manage them.
To learn how to create and schedule work from the office, see our guide on:
To see how your team will action tasks in the field, read about: