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].
Note: This use case uses External Requests, which are available on the Premium plan.
People from outside companies often work in your kitchen, such as contract cleaners who use your chemicals after close. This use case sets up training for a contract cleaning company's staff: they sign your chemical handling procedure and complete your contractor induction form, all by email with no login.
Add the supplier's staff to Safe Food Pro
You'll need the cleaning company added on the Suppliers page first. See Adding suppliers for deliveries/maintenance.
Log in to the Admin Console
Go to Staff & Users
Add each person as a Staff Record (see Adding a Staff Member)
Enter their first name, last name and email address. This is where their training goes
Set their Access Level to Tablet
Scroll down to the Supplier field
Select the cleaning company from your supplier list
Click Save
Note: If the person is already in Safe Food Pro, edit their Staff Record instead, add their email address if it's missing, and set the Supplier field. Without an email address, they won't receive their training.
Turn on External Requests for training
Go to Training
Open Settings
Turn on Send training to staff without a login as external requests if it isn't on already
Create the supplier Requirement
Go to Training
Open the Requirements tab
Select Add Requirement
Name it something clear, such as "Contract cleaner site entry", and add a short description
Set the Reporting Category to Cleaning & Maintenance
Add the first Activity and set its type to Accept or Sign a Policy. Select your chemical handling procedure and turn on Require Signature
Select Add Activity and set the type to Complete Form. Select your contractor induction form
Under Assignment, select Assign, choose the cleaning company's Supplier and set it to Required
Important: A Complete Form or Online Training – In-App Activity needs External Form Access turned on for its form, or it can't be completed by email. Policy and upload Activities work by email with nothing extra to set up.
Let the induction form be completed by email
Go to Forms
Click your contractor induction form
Turn on External Form Access
Activate the supplier Requirement
Open the Requirement
Change its status to Active
Once the Requirement is due, each person linked to the cleaning company gets one email link covering everything they need to do. Anyone you link to that Supplier later gets it automatically. See Sending training through the External Portal to track and resend links.