Audience: Admin
The Form Assistant helps you build food safety and compliance forms quickly. Whether you're starting from scratch, uploading an existing document, or making bulk edits to a template, the Form Assistant is designed to speed up the process.
It includes:
A Chat function for bulk form changes or building a new template from the ground up
An Upload button to convert an existing PDF, PNG, or JPG file into a form
For example, if you have a PDF copy of a Temperature Log Sheet or a Supplier Delivery Check, upload it to the Form Assistant. It will read the document and generate a form based on the questions it finds.
Accessing the Form Assistant
Log into your Admin Console
Navigate to the Forms page
Click Add to create a new form, or click the pencil icon to open an existing one
The Form Assistant panel appears on the right-hand side of the page by default.
Uploading a File to Create a Form
If you already have a food safety form in PDF, PNG, or JPG format, you can upload it directly.
Click the Upload button
Select a file from your computer
The file will appear in the chat box
Enter a brief description of what you want the form to accomplish
Click Ask
The Form Assistant will generate questions based on your file — new questions are highlighted in purple
Note: Depending on the size and complexity of your form, the Form Assistant may take a few minutes to complete. This is expected behaviour.
Chatting with the Form Assistant
Once a form exists, you can use the chat to make adjustments across the whole form.
Click the Chat Box
Type your request (e.g. Make all questions in this form Required)
Click Ask or press Enter/Return
The Form Assistant will apply the changes across your form.
Creating a Form from Scratch
Step 1 — Set your context
The Form Assistant uses pre-loaded context to determine which regional food safety legislation or standards to reference when generating your form.
To customise this:
Click the Toggle/Settings button
Adjust your Location or Legislation fields as needed
Save your changes
Step 2 — Ask the right question
Like all AI tools, the quality of your output depends on the quality of your prompt. When requesting a specific form, include as much relevant context as possible.
Consider including:
Who will be completing it (e.g. Head Chef, Kitchen Hand, Food Safety Manager)
How often it will be completed (e.g. twice daily, at open and close)
Any specific pass/fail thresholds or compliance requirements relevant to your operation
A more effective prompt would be:
"Create a twice-daily fridge temperature monitoring checklist for a commercial kitchen, covering walk-in cool rooms and display fridges. Include fields for unit ID, temperature reading, acceptable range (1–4°C), pass/fail result, corrective action if out of range, and staff sign-off. The form will be completed by kitchen hands and checked by the Head Chef."
Limitations
The Form Assistant is a tool to help you build templates more efficiently. It is not a substitute for sound food safety practices or compliance expertise.
Important: Like all AI tools, the Form Assistant can occasionally produce inaccurate or incomplete output. Always review the generated form carefully and make any necessary adjustments before publishing or using it with your team.
For help, contact our support team at [email protected].