Reminders & Escalations

Set a reminder email or notification to stay on top of your Food Safety forms or set up escalations for when a form is not completed at the scheduled time

In this Article

Working in the Food Industry can get super busy, Use the daily form scheduled Reminders to help your staff complete the Food Safety forms on time. You can then set up escalations that will initiate a process if the form is not completed at the scheduled time. 

Note: You can only set Reminders and Escalations on Daily Scheduled forms

Adding a Reminder to a Form

Set a Reminder in your Form to remind your phone or staff tablet when a form is due. 

To do this: 

  1. Log in to the Web Console ( Computer Log in)
  2. Go to Forms
  3. Click the Pencil icon 
  4. Scroll down to the Scheduling section of the form
  5. Click the Toggle button to turn on a reminder
  6. For a new reminder, Click on the radio button Create your reminder setting
  7. Give a Name to the reminder
  8. Enter the number of minutes you want to be reminded before the form is scheduled.  You have the option of 5, 15 or 30 mins
  9. Save

E.g. if the Form is due at 10 am and you set a reminder for 30 minutes prior you will receive a notification at 9.30 am to remind you to complete the form

Adding an Escalation to a Form

  1. Click the toggle button to turn on an escalation.
  2. For a new escalation, click on the radio button "Create your escalation setting"
  3. Give the escalation a name if you wish to use it in another form
  4. Specify the number of minutes after the scheduled time to send the escalation, with options ranging from 15 minutes to 20 hours.
  5. If you want to send an email message, add the email and press enter to see it in a "pill".
  6. You can choose to send a push notification to the tablet.
  7. Add an action to be triggered by this escalation. You may send a message to everyone or an individual staff member and link a form or resource.
  8. To enable repeating escalations, toggle snooze and set interval (5-30 mins).

When you look at the save escalation it looks like this.  Note: If a message is sent to everyone the "Send to" line is blank.

Adding a Reminder/Escalation to a Question

If you have a form that you fill out throughout the day but don't always complete in one go, you can set up reminders and escalations for specific questions. This is particularly useful for tasks like checking on food that's cooking or cooling down, which need to be done at different times throughout the day. You can set question reminders for any type of form, whether it's a daily routine, a weekly report, a monthly update, or anything else you need to keep track of.

To get started: 

  1. Go to Forms 
  2. Click the Pencil icon to edit the form 
  3. Scroll down to Form Design 
  4. Click on the question you need to add a reminder/escalation to 
  5. Click the Clock icon
  6. Click minutes after the form is started until this question is completed
  7. Select the minutes that would suit you e.g. 30 minutes 
  8. From there you can set the Reminder and/or Escalation for that question as per the Reminder and Escalation instructions above 

The timer for the form starts when the first question is answered. For instance, if you set a Reminder to remind you in 5 minutes and you have 30 minutes to answer a question, you will be notified 25 minutes after you start completing the form to answer that specific question.

Note: If you are using Repeating Sections or questions, the time is still reminded based on when the form is first started. Not when you click Repeat this Section. 

Adding a Reminder to a Time Answer Type

Set a timer from within your Food Safety Form using the Time Answer Type. You'll be able to set a reminder before the time you set is due. 

E.g. At a bakery, there is a form that includes a question about the temperature of a baked good while it is cooling. Setting a reminder for this question will notify the user that they need to take a temperature reading in about 5 minutes. This is different from general form reminders, as this notification will only prompt users to answer this specific question.

When you fill in the form on the app, you can answer the question to say the Pies need to be out at 10 a.m. You'll then get a reminder 5,10 or 15 minutes before 10 am. 

To do this: 

  1. Log in to Web Console ( Computer Log in)
  2. Go to Forms  
  3. Click the Pencil icon to edit the form
  4. Scroll down to Form Design 
  5. Add a Question 
  6. Change the Answer type to Time
  7. Set a reminder for either 5, 10 or 15 minutes before the selected time 

Now when you jump onto the app and fill in this form, you can select a time. You will then get a push notification/reminder on the App 5, 10 or 15 minutes before select time.

Monthly Reminders & Escalations

Monthly forms can have both reminders and escalations set. Some points to note:

  • Monthly scheduled form reminders will be set 1, 2 or 3 days before the form is due.
  • If no date is set, monthly forms default to being due on the last day of the month

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