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SafeServe Kitchen — Food Safety Portal ← safeservekitchen.com
Dashboard
Checklist Completion
average across recent submissions
Open Action Plans
📌
require follow-up
EHO Rating
🏛️
most recent inspection
Open Incidents
⚠️
unresolved
📋 Recent Checklists
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📌 Priority Actions
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🚚 Delivery Sign-offs This Week
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From the SafeServe team
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Compliance Tracker
Daily · Weekly · Monthly — RAG status for every food safety obligation
tick = at least one entry logged that day  ·  ✗ cross = nothing recorded  ·  Hover column headers for compliance details
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Completed Missing Future
Checklist Completions
Click a row to view details · Delete removes the record permanently
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Action Plans
Click Resolve/Reopen on any action to update its status
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🥜 Allergen Register
Enter your menu items and ingredients — allergens are auto-detected and verified by you
⚠️ Important disclaimer
Allergen information is auto-generated from the ingredients you enter and is intended as a starting point only. It must be independently verified by a qualified food safety professional before being provided to customers. Always confirm with suppliers that ingredients have not changed. SafeServe Kitchen accepts no liability for auto-generated allergen information that has not been checked and approved by a qualified person.
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🏭 Approved Supplier Register
Manage your approved suppliers — only approved suppliers appear in the Goods Received log
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EHO Inspections
Inspection history and outcomes
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Deliveries & Goods Received
All inbound deliveries and stock collections logged via the app
Delivery Sign-offs
Sign off deliveries for any day. Select a date and mark as received & checked.
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Temperature Checks
Fridge, freezer and hot-hold readings from the app
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Cooking Temperature Logs
Core temperature records for cooked food items
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Probe Calibration Log
Daily thermometer calibration records — ice slurry, boiling water, reference
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Training Records
Log certificates and training sign-offs for your team
🎓 Add Certificate
Log a formal qualification or certification for a staff member.
All Certificates
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✍️ Add Training Sign-off
Record an in-house training session or verbal sign-off.
All Sign-offs
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Incidents & Complaints
Customer complaints and staff-reported incidents — click a row to manage
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Staff Health & Fitness
Daily fit-to-work declarations and illness / exclusion records for all food handlers
Daily declarations confirming staff have no symptoms of vomiting, diarrhoea, jaundice or infected wounds before starting food handling duties.
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Team Members
Manage staff accounts for your restaurant
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Thawing / Defrost Log
Records of controlled thawing of frozen food. Food must never be thawed at room temperature.
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Stock Rotation Checks
Daily FIFO stock checks — confirms all items are in date, stored correctly and oldest stock used first.
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Fit-to-Work Checks
Daily staff food safety fitness declarations — confirms no symptoms of vomiting, diarrhoea, jaundice or infected wounds.
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Equipment Maintenance Log
Fault reports and repair records. Open faults affecting food safety must be actioned immediately.
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🪧 Signage Checks
Monthly checks that legally required signage is in place — handwashing, allergens, fire exits, FHRS certificate and more.
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HACCP Verification Records
Monthly manager sign-off confirming food safety controls are operating correctly — HACCP Principle 6.
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HACCP Plan
Your written Hazard Analysis and Critical Control Points plan — a legal requirement under UK food safety law.
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Comprehensive Food Safety Reviews
Click any review to see all answers, comments and section scores
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Kitchen Setup
Manage the equipment and custom items that appear in the daily checklist
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🍳 Cooking Temperature Products
Tick the products you sell that need a core temperature probe check. Only ticked items will appear in the app when staff log cooking temperatures.
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Cold items (salads, bread, drinks) don't need probing — leave those unticked.
🧹 Cleaning Schedule Tasks
Toggle tasks on/off — disabled tasks are hidden from staff in the app. Add custom tasks at the bottom.
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➕ Add Custom Task
Or add from presets:
🪧 Custom Signage Items
Add signage items specific to your premises — these appear alongside the standard legal items in the monthly Signage Check screen in the app.
➕ Add Custom Signage Item
Or add from presets:
🚚 Delivery Days
On these days, "Delivery Sign-off" will appear in staff's Today's Tasks and be tracked in the compliance log.
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📱 App Features
Enable or disable sections of the staff app. Disabled features are hidden from staff — they won't see those menu items or tasks.
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Task Deadlines
Set timed tasks for staff — urgency increases as the deadline approaches
➕ Set a new deadline
Staff will see this on their home screen and receive a push notification 1 hour before.
Daily recurring task
Off — pick a specific date and time
Today's active deadlines
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Business Compliance Checklist
Everything your food business must have in place. Work through each category and tick off what you have. Progress is saved automatically.
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Hot Holding & Cooling Logs
Records logged via the app by your team
♨️ Hot Holding
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❄️ Cooling Logs
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Fryer Oil Log
TPM tests, oil changes and top-ups logged via the app. Oil must be changed when TPM reaches 25%.
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Prep & Date Labels
Items prepped and labelled via the app
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Pest Control Logs
Contractor visits, internal checks and pest sightings logged via the app
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EHO Inspection Export
Generate a printable summary of your food safety records for an inspection. Covers the last 3 months across all key areas.
🖨️
Ready to generate
Select a date range and click Generate Report to build your inspection summary.
❓ Help & Instructions
Explains every tab — what your team enters in the app, and what you see here in the portal.
Dashboard
📊 Overview (Dashboard)

The first screen you see when you log in. It gives you a real-time snapshot of your kitchen's compliance status today.

What you seeA colour-coded banner showing today's status (green = all done, amber = some outstanding, red = overdue). Stat cards showing completion percentages across key areas.
Where it comes fromAutomatically built from every log your staff submit during the day — checklists, temperatures, deliveries, and more.
Daily Records
📋 Compliance Log

A rolling calendar view showing whether each compliance task was completed on each day.

In the appStaff complete their daily tasks (checklists, temperatures, etc.). Each completed task turns the relevant cell green.
In the portalColour-coded grid — green = done, amber = partial, red = missed. Use this to spot patterns and evidence compliance to your EHO.
Checklists

Opening and closing food safety checks — the core daily record every kitchen must keep.

In the appStaff work through the opening checklist each morning: clean clothes, hand-washing, pest check, waste bins, and more. Closing checklist covers end-of-day sign-off. Completed by tapping each item and pressing Submit.
In the portalView each day's submission with timestamp, staff name, and any comments flagged. Incomplete days show in red on the Compliance Log.
🚚 Deliveries

Records every food delivery or stock collection, including temperatures and condition checks.

In the appStaff select the supplier, enter item details, probe the delivery temperature, scan or select the use-by date, and note the condition (satisfactory / rejected). Batch number can be recorded for traceability.
In the portalFull delivery log with all records. Temperature pass/fail is highlighted. Feeds into the Compliance Log and EHO Export.
🌡️ Temperatures

Daily fridge and freezer temperature checks — one of the most important records an EHO will look at.

In the appStaff select each fridge/freezer by name (set up in Kitchen Setup) and enter the temperature reading. The app automatically flags pass (≤8°C fridge / ≤-18°C freezer) or fail.
In the portalView all temperature records by date. Any readings outside safe ranges are highlighted red. Equipment names come from your Kitchen Setup configuration.
🍳 Cooking Logs

Records probe temperatures for cooked products to verify they've reached a safe internal temperature.

In the appStaff select the product from the list (configured in Kitchen Setup), enter the probe temperature, and the app checks it against your defined threshold (e.g. chicken ≥75°C). Pass/fail shown immediately.
In the portalFull cooking log with product, temperature, pass/fail, and staff name. Thresholds are managed in Kitchen Setup → Cooking Products.
🔬 Calibration

Records regular probe calibration checks to prove your thermometers are accurate.

In the appStaff select the probe, enter the reading in a known-temperature medium (usually iced water = 0°C), and record whether it passed calibration tolerance.
In the portalCalibration log by probe and date. EHOs expect this to be done regularly — typically weekly or monthly.
♨️ Hot/Cooling

Tracks hot-holding temperatures for food kept warm before service, and cooling records for food being chilled down.

In the app — Hot HoldingStaff enter the food item and temperature. Must be ≥63°C. Staff can log how long it's been held and any action taken.
In the app — CoolingStaff log start time, target cool-down time, and final temperature. Food must reach ≤8°C within 90 minutes (or to your set limit).
🍟 Fryer Oil

Daily oil quality checks for deep fryers — colour rating and optional TPM (Total Polar Materials) test.

In the appStaff rate the oil colour (1–5 scale), record whether a TPM test was done, and note any action taken (top-up, change, discard).
In the portalFryer oil log by date and fryer. Colour ratings trending amber or red flag when an oil change is due.
🏷️ Prep Labels

Tracks food prep and date labelling — ensuring every prepped item has a correct use-by label.

In the appStaff enter the food item, preparation date, and use-by date. The app calculates shelf life and flags anything exceeding your maximum days.
In the portalFull prep label log. Items nearing or past their use-by date are highlighted, helping managers spot waste and compliance risks.
🐀 Pest Control

Records pest control contractor visits and any pest activity observations made by staff.

In the appStaff can log a pest observation (type, location, action taken) as soon as they spot anything. Contractor visits can also be logged with visit date and findings.
In the portalFull pest activity and contractor visit log. Critical for EHO inspections — evidence that you're actively monitoring and responding.
🧊 Thawing Log

Records controlled defrosting of frozen food to ensure it's done safely in the fridge, not at room temperature.

In the appStaff log the food item, weight/quantity, start time, expected completion, and method (fridge, cold water, microwave). Completion probe temperature is entered when done.
In the portalThawing records by date and item. Shows method used and whether the defrost was completed within safe time/temperature limits.
🔄 Stock Rotation

Daily FIFO (first in, first out) stock rotation check — confirms staff are rotating stock correctly and no out-of-date items are in use.

In the appStaff complete the stock rotation check, noting any items found out of order or past date and what action was taken (discarded, labelled, reordered).
In the portalStock rotation log by date. Shows pass/fail and any items that needed action — useful for spotting ordering or storage issues.
🔧 Maintenance

Logs equipment faults, repairs, and maintenance visits — essential for demonstrating due diligence.

In the appStaff report a fault by selecting the equipment, describing the issue, and noting the severity. Resolution and repair date can be added when fixed.
In the portalFull maintenance log. Outstanding faults are highlighted. Closed faults show the resolution and repair date for compliance records.
🪧 Signage Checks

Monthly check to confirm all required food safety signage is displayed correctly (handwashing signs, allergen notices, FHRS display, etc.).

In the appStaff work through the signage checklist once a month, ticking each sign as present and correctly displayed. Custom signs configured in Kitchen Setup also appear here.
In the portalMonthly signage check history with pass/fail per item. Any missing or damaged signs are flagged for action.
Food Safety
🥜 Allergens

Your allergen register — lists every menu item with its ingredients, and automatically builds a 14-allergen matrix.

In the portalAdd each menu item and its ingredients here. The system auto-detects which of the 14 major allergens are present and builds the visual matrix.
Why it mattersNatasha's Law requires food businesses to clearly communicate allergens. This register is your evidence. Print it for the kitchen and for EHO inspections.
🏭 Suppliers

Your approved supplier register — a list of every food and non-food supplier you use.

In the portalAdd supplier name, contact details, and product categories. Mark suppliers as active or inactive.
In the appWhen staff log a delivery, they select the supplier from this list. Only approved suppliers appear, ensuring traceability and preventing unauthorised suppliers.
⚠️ Incidents

Records food safety incidents — customer complaints, suspected food poisoning, foreign body reports, allergen incidents, and near-misses.

In the appStaff or managers log the incident type, description, who was affected, and immediate action taken. Can be submitted in the kitchen in real time.
In the portalFull incident log with dates, descriptions, and resolutions. Feeds into Action Plans. Essential for EHO evidence and insurance claims.
📌 Action Plans

Tracks corrective actions raised after incidents, failed checks, or EHO inspection findings.

In the portalCreate an action, assign it to a staff member, set a due date, and mark it as open, in progress, or resolved.
Why it mattersShowing an EHO that you've identified an issue and taken corrective action demonstrates a positive food safety culture — even if the original issue was serious.
🏛️ EHO Inspections

Records official EHO inspection visits, scores, and any requirements set by the inspector.

In the portalLog the inspection date, officer name, FHRS rating awarded, and notes from the inspection report. Attach any requirements raised.
Why it mattersKeeping a history of inspections helps you track improvement over time and demonstrates proactive engagement with food safety regulations.
Staff
👥 Team

Manage all staff accounts — who has access to the app and their role (manager or staff).

In the portalInvite staff by email. Assign them the manager or staff role. Managers can access the portal and all data; staff can use the app to submit records.
Why it mattersEvery record submitted in the app is linked to a named staff member. This gives you a clear audit trail for each log entry.
🎓 Training

Tracks food hygiene certificates, allergen training, and bespoke sign-offs for each staff member.

In the portalAdd training records: select the staff member, certificate type (e.g. Level 2 Food Hygiene), issue date, and expiry date. Add custom sign-offs for internal training.
Expiry alertsWhen push notifications are enabled, managers receive an alert when certificates are due to expire within your chosen number of days (set in Kitchen Setup → Notifications).
🏥 Staff Health

Covers two things: daily fit-to-work declarations and illness/exclusion records.

Fit-to-work (app)Staff confirm each shift they are free from symptoms (vomiting, diarrhoea, skin infections, etc.) before starting work. This is a legal requirement.
Illness log (portal)If a staff member reports illness, log it here with start date, symptoms, and return-to-work date. The 48-hour exclusion rule is enforced automatically.
Management
📄 HACCP Plan

Your Hazard Analysis and Critical Control Points plan — the cornerstone of food safety management.

In the portalUse the guided wizard to define each CCP: the hazard, control measure, critical limit, monitoring procedure, responsible person, and corrective action. Step-by-step — no prior HACCP knowledge needed.
Why it mattersEvery food business must have a food safety management system based on HACCP principles. This is what an EHO will ask to see first.
🔍 HACCP Verification

Periodic review logs confirming your HACCP plan is being followed and is still effective.

In the appManagers log a verification session — confirming CCPs are being monitored, records are being kept, and no new hazards have emerged. Can be done weekly, monthly, or at the frequency you set.
In the portalVerification history with next-due date. Appears in the monthly compliance matrix and EHO Export.
📝 Monthly Review

A monthly self-audit covering all key food safety areas — think of it as an internal mock inspection.

In the portalWork through the scored checklist once a month. Each area is rated and an overall compliance score is calculated. Add notes for any areas needing improvement.
Over timeMonthly scores are graphed so you can track improvement. Low-scoring areas can be linked to Action Plans for follow-up.
Deadlines

Schedule important one-off or recurring tasks with due dates — licence renewals, deep cleans, contractor bookings, etc.

In the portalCreate a task with a name, due date, and assigned person. Mark it as complete when done.
NotificationsWhen enabled in Kitchen Setup, managers receive a push notification X days before a deadline (you set the lead time). Upcoming deadlines also appear on the Overview dashboard.
⚙️ Kitchen Setup

The control panel for the whole system — configure your equipment, products, and notification preferences here before your team starts using the app.

EquipmentAdd named fridges, freezers, and probes. These names appear in the temperature and calibration screens in the app so staff know exactly which unit to record.
Cooking productsAdd each product with its safe minimum probe temperature (e.g. Chicken Breast → 75°C). The cooking log in the app checks each entry against this threshold.
Cleaning tasksDefine your daily, weekly, and monthly cleaning schedule. Tasks appear in the cleaning screen in the app and are tracked on the Compliance Log.
NotificationsConfigure when push alerts are sent — daily opening check reminder, overdue task alerts, certificate expiry warnings, and deadline reminders. Staff must have the app installed to receive them.
Business Checklist

A one-time checklist of legal and operational requirements every food business must have in place.

In the portalWork through each item (food business registration, public liability insurance, allergen policy, FHRS display, etc.) and mark as done. Add notes or expiry dates where relevant.
Why it mattersHelps new businesses make sure nothing is missed before opening. Also useful for annual compliance reviews.
🖨️ EHO Export

Generates a printable PDF-ready summary of all your food safety records — ideal for handing to an EHO during an inspection.

How to useSelect the date range (e.g. last 3 months), click Generate Report, then use Print / Save PDF to export. The report covers: checklists, temperatures, deliveries, cooking logs, calibration, training, HACCP, and more.
TipGenerate and print this before a known inspection visit so you walk in with a clear, organised evidence pack. EHOs consistently rate businesses higher when records are easy to review.
💡 Tip: Use the search box above to quickly find any topic. If you're unsure what to set up first, the ❓ Help tab → Kitchen Setup section and the 🚀 Setup checklist on your Overview dashboard are the best starting points.