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Knowledge Hub and Ask Paddy

Build a searchable knowledge base, and use Ask Paddy to answer questions from it and to set work up for you.

Getting Started with Paddl

Set up your account, configure your business, invite your team, and get your first checks running.

Equipment Management

Track equipment, schedule servicing and PAT testing, attach manuals, and link items to your HACCP controls.

Completing Tasks & Checklists on Mobile

Find your tasks, filter by day or status, work through the items, and catch up on anything missed.

Allergen Matrix

Build an accurate allergen matrix with AI, track may-contain and removable allergens, import in bulk, export it, and keep it current.

Recording Deliveries & Traceability

Check deliveries in against the supplier's paperwork, take chilled and frozen temperatures, and keep the batch detail you need for a recall.

Creating, Editing & Exporting HACCP Plans

Generate a HACCP plan with AI from your menu, allergens and COSHH, review and update it with AI, manage CCPs, run reviews and sign-off, and export to PDF.

Attaching reports and certificates to a routine

Add a Document upload field to a routine so a contractor's report or certificate is filed in Documents and counts as evidence on the EHO visit page and in the audit pack.

Troubleshooting

Review with Paddy on my HACCP plan is not doing what I expect

Why Review with Paddy may suggest nothing, why you might not be able to apply a change, and how to avoid ending up with a duplicate plan.

Fire & Safety Records

One Fire & Safety Records page with chips for the fire log book, fire safety checks and first response, with certificates under Documents.

Routines and Checklists

See today's tasks across your sites, build recurring checklists with rich field types, reorder them, link SOPs, schedule them every day, week or few weeks, assign them, and change them later.

Documents and Staff Sign-Off

Upload certificates, policies and reports by category, track expiry and review dates, require staff signatures, and let AI extract key data from what you upload.

Admin Panel vs Mobile App

When to use the admin panel and when to use the app, and how managers move between them.

Alerts & Notifications

Understanding Alerts

What Paddl alerts mean, how they are raised, and how to clear them before an inspection.

Alerts & Notifications

Notification Settings

Choose what notifies you and how, set quiet hours, and get a message to the whole team.

Staff Training & Compliance

Assign training modules, run assessments and certificates, manage renewals, record training done elsewhere, and read the training matrix.

Exporting & Printing Your Records

Where to find the export, download and print options across Paddl, including the per-chip export on every Records page, and which format each gives you.

Recording training done outside Paddl

Record a course someone took elsewhere, or training you gave them in person, so it counts in the matrix, Readiness, the EHO visit page, the audit pack and the rota.

Matching certificates to training

Paddl reads the certificates your team upload and suggests which assigned training they cover. You review the matches and confirm before anything counts.

Allergen menus: a guide for each menu

Give each menu its own allergen chart, export, public page and QR code, so guests see the dishes that are actually being served.

Setting Up Your Business Profile & Locations

Configure business details, add each venue, and set opening hours, timezones, and monitoring thresholds.

Importing Data with CSV

Bulk-load equipment, suppliers, and allergens from a spreadsheet, with Paddy reading it for you, instead of adding them one at a time.

Protection

Contracts & Agreements

Store supplier and service contracts, surface the key terms with AI, and get warned before auto-renewals.

Downloading the Paddl App

Where to get the Paddl Assist app and how to log in the first time.

Late and missed tasks

When a task becomes overdue, when it becomes missed, what "missed in the busiest hour" means, and how to resolve one.

PAT Testing

PAT certificates live under Documents in the PAT Testing category, linked to the equipment they cover, with retest reminders.

Recording Pest Control

Routine pest checks, sightings and contractor visits on the Pest control chip of the Records page, with visit reports under Documents.

Preparing for an EHO / Inspection Visit

Readiness in the weeks before, the EHO visit page on the day, and the Audit Pack when they want a file.

Supplier Approval

Record when you approved each supplier and when to review them, and clear the Supplier approval chip on the Food Safety Records page.

Your Dashboard: Readiness and Requires attention

What Home shows when you sign in: how ready each site is for an inspection, the official food hygiene rating, and the four lists of what needs you.

How Do I Review or Update My HACCP Plan?

Use Review with Paddy to check an existing HACCP plan against your current menu, allergens and chemicals, accept the changes you want, and record a review.

Inspection Readiness

One ring per inspector, one page per inspector grouped by what they score, your visits and internal audits, and the audit pack from the header.

Protection

Insurance, licences and lease

See what your business is expected to hold, what you hold and when it renews, and mark what does not apply.

Inviting and Managing Team Members

Invite staff, choose roles, organise people into groups, and understand what each role can do.

Health & Safety Records

One page for the accident book, incidents, near-misses, fitness to work and your health and safety policy, with RIDDOR in brief.

Troubleshooting

Ask Paddy cannot answer a question or will not do something

Why Paddy comes back with nothing, why it sometimes declines an action on purpose, and what to do about each.

Turning an EHO Report into an Action Plan

Upload the inspection report under Documents, let Paddy draft action points from it, and track each one to closure.

Team Chat

Team Chat: the basics

Where chat lives on the phone and in the admin panel, which channels you get, and what happens to a conversation when somebody leaves.

Recalls & Batch Traceability

Trace stock from supplier to use, and act quickly and provably when a supplier issues a recall.

Protection

Legal Guidance

Triage a tricky situation, link the report it relates to, see your insurance options, and export an evidence pack.

The Organisation Library

Keep master HACCP plans, SFBB packs, risk assessments, SOPs, documents and routines in one library, starting from what businesses already have.

Organisations: Running Several Businesses Together

An organisation ties separate Paddl businesses together without merging them. What it is, who it is for, and what it can and cannot see.

Managing Contractors

Set credential requirements, invite contractors, review their documents, and control access with events.

What Ask Paddy can do for you

Ask Paddy can set up routines, book visits, draft paperwork, chase your team and build an audit pack. Here is what to ask for.

Uploading Your Certificates & Documents

Add a food hygiene or first aid certificate, a training record, or an ID document to your own profile from the app, with expiry reminders.

The App for Contractors

How contractors sign in, keep credentials current, sign documents, see their events, and track their hours.

Generating an Audit Pack

Pull all your compliance documents into one downloadable ZIP, ready to hand to an EHO or inspector.

Reporting Incidents, Accidents & Near-Misses

File incidents, accidents and near-misses on the Health & safety page, review them, and keep the evidence insurers and inspectors expect.

Licensing Records

The weekly licensing check, Challenge 25 training and your licence documents, and the incidents a licensing officer will ask about.

The Fire Log Book

Weekly alarm tests, emergency lighting, extinguisher and fire door checks, and drills: one routine category, exported as its own section.

Paddy in an Organisation

What Paddy answers on the organisation's pages, writes in its library and answers inside a member business, what it never sees, and actions you confirm on a card.

Planned Maintenance (PPM)

The checks and services that should happen on a cycle, from a catalogue of what a UK hospitality site is expected to do.

Adding Library Items to Businesses

Roll a master out to chosen businesses and sites. It arrives ready for staff to sign, approved by you, in the businesses you run.

What are Rules & Automations?

Set up rules that prompt staff and create tasks automatically based on real conditions like the weather and forecast.

Food Safety Records

One Records page for food safety: chips for each kind of check or report, Checks and Reports tabs, filters, resolving and export.

Records: Checks, Reports and Evidence

The three kinds of record Paddl keeps, where each one lives, and what a dot or a missing row is telling you.

Smart Document Uploads & AI Setup

Upload your existing paperwork and let Paddl read it to build your allergens, HACCP, knowledge base, and more.

Paddy's analysis

How Paddy reads your documents and records in each area, what a finding is, what you can do with one, and when the analysis runs.

Account & Billing

Switching Modules On and Off

Choose which parts of Paddl your business uses under Settings > Modules, and what happens to the pages, alerts and Ask Paddy when one is off.

PPM Certificates under Documents

Complete a planned maintenance visit with its certificate attached and Paddl files it under Documents, with an expiry worked out from the interval.

Finding Your Way Around

The sidebar and its sections, searching for any page, the Settings home, the bar at the bottom of a phone screen, and what the colours of Paddl's messages mean.

Troubleshooting

A document is not showing for staff to sign

When a policy or document does not reach the people who need to sign it, check whether it is archived, who it is assigned to, and where they are.

Manager Mode on the Mobile App

Switch into manager mode for an overview of your team, compliance, sign-offs, and quick reporting.