Three kinds of record
Everything you keep to show the business is run properly is one of three things. Knowing which is which tells you where to find it and what Paddl expects of it.
Kind | What it is | Can it be missing? |
|---|---|---|
Checks | Completed routines: temperature checks, cleaning, pest checks, the fire log book. Each one is scheduled, so it is done, late or missed. | Yes. A venue that should run a kind of check and has no routine for it shows a dot. |
Reports | One-off submissions filed when something happens: an accident, a delivery, a pest sighting, an allergen incident. A manager reviews each one. | No. A quiet month is not a gap. |
Evidence | Documents with an expiry or a review date: certificates, policies, insurance, the EHO report. | Yes, where every venue like yours is expected to hold one. |
Checks
A check is a completed routine. You set the routine up once and Paddl schedules it. Each completion is the record: who did it, the values entered, any photos or signature, and any out-of-range alert. Missed and late completions stay in the history and can be resolved with a reason.
Checks live under Food Safety > Records. The chips across the top are the kinds of check in that section, such as Temperature, Cleaning and Pest control. Pick a chip to see those records, or All for every check in the section. Fire, Health & safety, Location Monitoring, Licences & permits, Team and Customer each have a Records page that works the same way, and the fire log book shows the same missing row on Fire & Safety when your venue has no fire log book routine.
Dots and missing rows
A dot on a chip means your venue is expected to keep that kind of check and has no routine for it. Open the chip and a missing row sits at the top of the list with two choices:
Set up the routine takes you to create one in that category. Once it exists, the dot goes.
Doesn't apply to us (owners only) records that this kind of check does not apply to your business, with a reason. The dot goes, the row folds into a line such as "1 marked not applicable · Show" with the date and reason behind it, and the decision is written down for anyone who asks later. Click Show and then Restore to expect it again.
A chip is never hidden because it is empty. If you cannot see a chip, its module is switched off under Settings > Modules. An empty chip with no dot simply means nothing is expected of you there yet.
Reports
A report is filed when something happens, by whoever saw it, usually from the app. It is never missing by its absence: no accidents this month is good news, not a gap. Reports have no dots and no missing rows.
Reports live on the same Records page. Switch the tab at the top from Checks to Reports and the chips become the kinds of report for that section. A manager opens each report, reviews it, and marks whether it needs action. Picking a report chip switches to the Reports view for you.
Evidence
Evidence is a document with a date on it: a gas safety certificate that expires, an allergen policy that is due a review, an insurance schedule, the report an inspector left you. It lives under Documents in the sidebar, filed by category as before: certificates, policies, EHO reports, insurance, licences and so on.
Two things are new there. A dot on a category means every venue like yours is expected to hold a document in it and you have none, and an owner can record Doesn't apply to us in that category's empty state. Policies show Review by instead of Expires, because a policy does not lapse, it goes stale.
Where each lives
You want | Go to |
|---|---|
Temperature, cleaning, probe and food safety checks | Food Safety > Records, Checks view |
Pest checks, sightings and contractor visits | Food Safety > Records, Pest control chip |
Deliveries, allergen incidents, cooking and cooling logs | Food Safety > Records, Reports view |
The fire log book, fire safety checks and first response | Fire & Safety, the Records page |
Accidents, incidents and fitness to work | Health & safety, the Records page |
The licensing check, Challenge 25 training | Business & legal > Licences & permits, the Licensing checks and Licences views |
Supplier approval | Food Safety > Records, Supplier approval chip |
Certificates, policies, EHO reports, insurance, licences | Documents, filed by category |
Everything in one file for an inspector | The Audit Pack |
Business records
Handovers, the maintenance board, issues, the rota and sales are business records. They never count towards a compliance score and are never missing, though the maintenance board can be shown to an inspector as evidence of how the building is looked after.