For: Admins
Before adding anyone to Safe Food Pro, it helps to understand the two ways the system manages your team: Staff Records and Users. These are different things, and knowing the difference will save you time during setup.
What is a Staff Record?
A Staff Record is the profile for a person in your business. Every person who completes a form in Safe Food Pro — regardless of whether they log in — needs a Staff Record.
A Staff Record stores:
Full name and contact details
4-digit PIN for completing forms on a shared tablet
Completed training history
Training certificates and expiry dates
When your team completes a food safety form, they select their name from the staff list. That list is made up of Staff Records.
What is a User?
A User is a login account. It allows a person to access Safe Food Pro using an email address and password — either through the Mobile App or the Admin Console.
Every User account requires:
A login email and password
An Access Level, which controls what they can see and do
How They Work Together
Every User must be linked to a Staff Record, but not every Staff Record needs a User account.
A useful way to think about it:
Create a Staff Record for everyone in your team — kitchen hands, servers, and all staff who complete forms.
Create a User account only for people who need to log in — such as your Head Chef, Manager, or a shared tablet.
Note: For a full breakdown of what each Access Level can do, see Understanding Access Levels.