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
An Access Level of Tablet or Tablet Manager, which controls what they can do on the shared tablet when they enter their PIN. For example, a Tablet Manager can manage other people's training
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.
Giving an existing Staff Record login access
If someone was already added as a Staff Record and can't sign in on the mobile app, don't create a separate User account for them — this leaves them with two disconnected profiles. Instead, upgrade their existing Staff Record:
Go to Staff & Users.
Open that person's profile.
Click the three dots.
Select Add Login Access.
This turns their existing Staff Record into a User as well, so their training history and details stay attached to the one profile.