For: Admins and Managers
Note: Training Management is part of the Training Management Module. It's included in some plans and available as an add-on on others. To activate it, contact your Customer Success Manager or [email protected].
Training lets you set out what every person in your kitchen needs to know, sign or prove, assign it to the right people automatically, and see who's up to date before your verification visit. For example, every new starter needs your kitchen induction, but only your Chefs need a food handler certificate. You set each one up once, and Safe Food Pro tells the right people, reminds them before it expires and flags anyone who falls behind.
This article explains the building blocks used across Training, so the setup and day-to-day articles make sense.
The building blocks of Training
Term | What it means |
Requirement | A single training or compliance standard someone is measured against, such as a food handler certificate or allergen awareness. A Requirement can have up to 30 Activities. |
Activity | A task that must be completed to satisfy a Requirement, such as uploading a certificate, passing a quiz or attending an in-house session. |
Assignment | How a Requirement reaches people: by Job Role, User Group, Supplier, or directly to an individual. Direct assignment is discouraged because it doesn't cover new starters automatically. |
Reporting Category | A heading used to group Requirements in the Matrix and Register. |
Work Ready Score | The percentage of a person's (or group's) Required and Critical Requirements that are complete. Optional Requirements aren't counted. |
Compliance Score | A dual-ring indicator on the Matrix showing the score for your current filter (purple) and your overall business score (green). |
Competency Assessment | An optional extra step on a Requirement, where a Tablet Manager, Manager or Admin signs off that the person can actually do the job. |
Every Staff Record has a training record, whether or not the person has a login. Staff Records can be added to Job Roles, User Groups and Suppliers, so Requirements reach people who only use the shared tablet.
Required, Optional and Critical
When you assign a Requirement, you choose how important it is:
Required: the person needs to complete it, and it counts toward their Work Ready Score.
Optional: the person can complete it, but it never shows as overdue and doesn't affect their Work Ready Score.
Critical: an extra flag on a Required Requirement. It shows the person a red banner instead of yellow and sends more notifications. It doesn't block them from using Safe Food Pro.
Note: If a person gets the same Requirement more than one way, for example through their Job Role and a User Group, the strongest setting applies. Critical beats Required, and Required beats Optional.
Requirement statuses
Status | What it means |
Draft | Being set up. Nobody it's assigned to can see it yet. |
Active | Live. Assigned people are notified and it counts toward compliance. |
On Hold | Still visible in reports, but nobody can complete its Activities. Useful while you update content or a training provider is unavailable. |
Archived | Retired. People no longer need to complete it, and existing completions don't renew. |
Important: Archiving can't be undone. To bring a Requirement back, use Duplicate to create a new copy. Anyone whose evidence is still valid has it carried over automatically.
How your team completes training
Staff can complete training in two ways, and both count toward the same training record:
On the shared tablet: staff open their training record from Training on the menu and verify with their PIN. A Tablet Manager, Manager or Admin can also open anyone's record with their own PIN and complete training on their behalf. See Completing your training on a shared tablet.
By email: if External Requests are turned on, staff with an email address on their Staff Record receive a link to their training. See Sending training through the External Portal.
Where to find Training in the Admin Console
Requirements: create and manage Requirements, their Activities and their Assignments
Matrix: see and change Assignments across Job Roles, User Groups and Suppliers at a glance
Register: see who's compliant, overdue or in progress, person by person
Settings: manage Reporting Categories, Competency Levels and External Requests
New accounts start with these Reporting Categories: Getting Started, Sourcing & Receiving, Preparing & Cooking, Serving & Displaying, Cleaning & Maintenance, Management & Compliance, and Specialist Cards.
Note: If your plan doesn't include Training, you can keep recording training with the built-in training forms. See Staff training overview.