Setting up Safe Food Pro

Getting Started: Simple steps to a successful setup

Follow these steps to get your Safe Food Pro account up and running. Choose to take 10 minutes on each step per day to get set up in a week, or be an overachiever and knock through all of them in a couple of hours ⌚

Check out our 5-minute quick start video, if you still want to learn more take a dive into our Setting Up Safe Food Pro webinar

Ingredients to a successful setup: 

Step 1. Add your Suppliers & Equipment

Once you have gone through our set up wizard, you can head to the login screen and enter your login details. Let's get your Equipment and Suppliers out of the way: 

  • Add equipment to start monitoring your maintenance schedule & to start taking your daily temperature checks. Once you've added your Fridges & Freezers they will automatically show in your Temperature Check form on the app, it's ready when you are. 
  • Add suppliers like delivery companies and maintenance services. This lets you fill out delivery forms for tracking and easily contact suppliers directly from the app.

Step 2. Download the App

Download the app from your Google Play or Apple Store. It's only available for mobile or tablet devices, and you and your staff will use it to complete your Food Safety forms. The Web Console is where all of the setup, monitoring, and reporting lives and the App is where all of your hard work comes into play. 

It's best to have a play around on the app, so you can get comfortable with how it works. Once you have downloaded the app you will need to: 

  1. Sign in using the login details you set yourself up with. If you set up a Tablet user when you went through the setup wizard then you can use those login details here. 
  2. You will be prompted to Set up a 4 digit pin code when you first login to the app. This is what you will use to sign off your forms. Once you've set up your staff 
  3. Start completing your Daily, Weekly & Monthly scheduled forms - find these in the TODAY, THIS WEEK and THIS MONTH tabs at the bottom of the app
  4. Find your Ad Hoc forms by clicking the green plus icon - this is where you will find all forms that are set to ad hoc. These can be completed any time of day & as many times as you need e.g. Staff Training, Troubleshooting, Deliveries and more.
  5. Find your saved forms - click the three lines in the top left corner & click Saved Forms to view the forms you've completed so far

Step 3. Review and customise your Food Safety forms

We've based our forms on MPI's forms, most of these will be ready for you to use straight away. There may be a couple of forms that you need to customise to suit you whether it's changing the schedule or changing the questions in the forms. The more you play around on the app, the more you will be able to see what works for you & your team. 

Most forms should be good to go, but the main forms you may want to start with are your cleaning forms. To start editing your forms: 

  1. Log into the Web Console (computer) 
  2. Go to Forms 
  3. Click the Pencil icon to edit any pre-existing forms schedule or content
  4. OR Click the Green plus icon to add your own custom forms

If you've got the time I really recommend checking out our Webinar on Mastering Form Building, this takes you through editing our Cleaning forms to suit your cleaning schedule & building your own custom forms. 

Step 4. Set up Users & Get your Team on board!

Now that your account is nearly finished you can start setting up your Staff. 

Quick question first! How will your Staff be filling in their Food Safety forms? Will they be: 

  • Using a Generic Staff tablet 
  • Using their Own Mobile Device 

If your Staff are going to be sharing a Tablet to complete forms you will need to: 

  1. Set up a Tablet User to sign in to the tablet, you can do this on the Staff and Users tab on the Admin Console. This will get you to set an email address and password to sign in to the tablet. 
  2. Set your Staff up as Staff. Here you will set them up with a 4 digit pin code, this is what your staff will use to complete forms on the already logged in tablet (they won't need their login details this way).

If your Staff are going to be  logging in on their own mobile device then they will all need their own email address and password to login with. To do this: 

  1. Log into the Web Console
  2. Go to Staff & Users 
  3. Click the Plus button to add a new user (then click the user icon) 
  4. Add the staff members email address & password, then their first & last name
  5. SAVE

It's always best to train your staff on how to sign in & how to use the app. The more they know at the start, the easier it will be to get them to get up and running quicker - Check out the article here on Setting up Staff in Safe Food Pro

This step may take some time, but remember you are changing the way you do your Food Safety. Adapting to change can take some time 👌

Step 5. Learn to monitor your Dashboard & review reports 

You've set up your account and your staff is now using it (or starting to). Let's check-in and see how the team is going with their form completion: 

  1. Log into your Web Console (Only for Admins or Managers) 
  2. Learn how to monitor Form Completion
  3. Learn how to view and export Reports - don't have reports yet? These are a paid feature! 
  4. Check out our Getting Ready for Verification Webinar so you can be really confident on what to do on your Verification day!

Bonus Tips

Congrats on making it this far! To thank you for all of your hard work setting up, we've put in a couple of extra bonus tips & tricks. 

  • Set up User Notifications to stay on top of any maintenance due, troubleshooting forms completed, action alerts & more 
  • Message your team any new or updates using our Messaging tool
  • Stay on top of Corrective Actions by using the Corrective Actions

Finally don't forget to visit our Education Center, Support Portal or reach out to our Support Team help with any questions you may have!

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