Guides For managers
Food-safety records and the EHO pack
Daily checks on a tablet, your sign-off on top, and one link when an inspector asks.
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List the equipment
HACCP → Assets — fridges, freezers, probes, hot holds. A check knows what it's checking, so this list is worth getting right once. A supervisor can add a unit that arrives mid-week; they don't have to wait for you.
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Choose the checks
HACCP → Checklists. Assign the forms each venue runs and when they're due — opening, closing, deliveries, temperatures, the weekly deep clean. The software records your system; it does not replace it.
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Staff complete them on the tablet
App → the venue → Checks. They enter their PIN, do the check, and it's recorded against their name. Photographs attach where the check calls for one. They can also do them on their own phone, which matters for anyone covering a site without a tablet.
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Deal with anything out of range
A reading outside its limits raises a corrective action and emails you. It stays open until a recheck comes back in range — an out-of-range fridge with no action recorded is worse evidence than no reading at all.
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Take a broken unit out of service
If a fridge fails and goes out of use, mark it out of service on the assets page with a date and a reason (and, if it was replaced, which unit replaced it). It then stops asking for readings and stops raising failures. Leaving it live generates weeks of out-of-range records that read, to an inspector, as an unresolved fault nobody fixed.
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Sign off the day
HACCP → Sign-offs. You confirm the day's records and it locks. This is the signature an inspector looks for, and it's the reason to do it daily rather than at the end of the month. A supervisor can sign a day off; only an owner can unlock one.
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When the EHO arrives
HACCP → EHO generates a read-only share link, and a PDF pack. It opens with your written food-safety plan, then the records behind it — sign-offs, alerts, the last pest visit, training and supplier certificates. Hand over the link; the records stay yours.
When it doesn't go to plan
- You are still the food business operator. This records what your staff record. It doesn't perform checks, verify anyone is telling the truth, or make you compliant.
- Write the plan as well as keeping the records. The records prove a system; the plan is the system, and it's the first thing an inspector asks for. See Your written food-safety plan.
- Keep a paper fallback. An outage doesn't suspend your legal duty to keep records. Tablet down, use paper, enter it after.
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.