For: Admins and Managers
If a supplier contacts you about a product recall, Safe Food Pro gives you the tools to trace affected deliveries, identify impacted batches, and document your response — all in one place.
Safe Food Pro includes two forms that work together during a recall:
Batch Identification — completed regularly to log batch numbers, products, and use-by dates
Checklist for Managing a Recall from a Supplier — completed when a recall is notified, to record the actions you take in response
Note: For this workflow to be effective, your team must be recording Batch IDs consistently when logging deliveries. See Receiving a Delivery for more detail on how Batch IDs are captured.
Step 1 — Find affected delivery records
When a recall is notified, use Advanced Search in Completed Forms to locate all delivery records associated with the affected product or batch.
Log in to the Admin Console.
Go to Reports and select Completed Forms.
Click Advanced Search.
Enter the Batch ID or supplier name in the search field.
Set the relevant date range and run the search.
Review the results to identify which deliveries included the recalled product.
Tip: If you don't have a Batch ID to hand, you can search by supplier name or product name to return all related delivery records within the date range.
Step 2 — Check your Batch Identification records
Once you've identified affected deliveries, cross-reference your Batch Identification records to find out which of your own batches or prepared products used the recalled ingredient.
In Completed Forms, search for Batch Identification.
Set the date range to cover the period the recalled product was in use.
Review entries for any batches that reference the affected product, batch number, or use-by date.
Note which batches are at risk so you can act on them in the next step.
Step 3 — Complete the recall checklist
With your affected deliveries and batches identified, complete the Checklist for Managing a Recall from a Supplier to document your response.
Log in to the Safe Food Pro app on your Mobile or Tablet.
Tap the green + button and select Checklist for Managing a Recall from a Supplier.
Describe the item or product being recalled and why.
Confirm whether any food in your business has been affected — this includes checking packaging and any dishes where the recalled item may have been used as an ingredient.
Follow the supplier's instructions for the recalled stock — this may include destroying items, separating and labelling affected goods, or organising a pick-up.
Inform the supplier of how much of the recalled product you currently hold.
Save and complete the form.
The completed checklist is stored in your Completed Forms records and can be produced as evidence of your response during a verification or audit.