Guides For managers
Setting up food safety: about 30 minutes, plus 25 for your plan
From sign-up to your venue going live, in the order that works. Each step sets up the next one, so don't skip ahead.
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Check your company details
Home → Company. The company name is the sender name on every email we send your staff, and Where staff replies go is the inbox their replies land in. Check both and press Save.
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Add your venue's address
Switch to HACCP from the switcher at the top of the page. Open Menu → All venues, tap your venue, fill in Address under Site details and press Save. It isn't copied into your Safe Catering Plan, so you'll type it there too in step 7.
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Add your staff — and yourself, if you'll do checks
Menu → Settings → Staff & PINs → Add staff. That opens your company's staff form in Home; when you're done, switch back to HACCP for their PINs. Your owner login is not a staff record, so if you'll be doing checks yourself, add yourself as well. Otherwise there's no name for you to pick on the tablet.
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Give each person a PIN
Menu → Settings → Staff & PINs, tap a name and set a 4-digit PIN. It's what they enter on the tablet, and it puts their name on every check they sign.
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Add your equipment
Menu → Settings → Assets → Add an asset. Every fridge, freezer, display fridge and hot hold at the venue, with the temperatures it must hold (Min °C and Max °C), plus your probe thermometer. Temperature checks record against this list — with nothing on it, they have nothing to ask.
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Switch off the checks you don't do
In the Menu, open Check builder in its Set up section. Every check in the starter set is switched on when you sign up, and most are required. Switch off the ones you never do — transport if food doesn't leave the premises, hot holding if you don't keep food hot — and Make optional anything you only do some days. Open any checklist to remove items that don't apply to you or add your own. Do this before step 7, because the plan's Suggest button reads what's switched on. It matters later too: once the venue is live, a required check nobody does counts against it.
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Start your Safe Catering Plan
Menu → Safe Catering Plan. A draft is already waiting for your venue. Type the premises address — it starts blank. Suggest from what you record fills in the obvious answers from the checks you left on in step 6 and the equipment from step 5. If you already have a written plan of your own, choose We keep our own written plan instead. The plan takes about 25 minutes; Your written food-safety plan walks through it.
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Pair the tablet
On the venue's page (Menu → All venues, then your venue), go to Tablets and tap Generate a pairing code. On the tablet, open app.hospitech.ie/haccp/app and paste the code in. The code is shown once, so copy it before you leave the page. A tablet only needs pairing once.
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Do one check
On the tablet, tap your name, enter your PIN and do any one check. It appears under Completed checks with your name and the time. Until the venue is live, checks are recorded but nothing is scored or chased, so this is the time to practise.
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Switch the venue live
On the venue's page, under Checks live?, tick This venue is doing its checks and press Save. That stamps today's date. From then on, a missed check raises an alert and counts against the venue's record, and the digest and reminder emails start. Switch it on the day your staff start doing the checks for real.
Good to know
- Sign each day off. On Today, tap Sign today off. It's the signature an inspector looks for, and it's easier done daily than at the end of the month.
- When an inspector calls. EHO pack gives you a read-only link or a PDF. It opens with your Safe Catering Plan, then each venue's completion over the last 30 days, the latest record of every check, the last sign-off, open alerts, and your pest control, training and supplier records. You choose whether the link lasts 1 hour, 24 hours or 7 days.
- Your staff. Forward them Doing a food-safety check — it's short enough for a WhatsApp group.
- Someone can't sign a check on the tablet. They need a PIN. Menu → Settings → Staff & PINs shows who hasn't got one yet.
- Food Safety Level 1 training is free for your whole team, on every account, certificates included.
Stuck on something that isn't here? Mail hello@hospitech.ie and tell us what you were trying to do. The gap is ours, not yours.