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What are Rules & Automations?

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

Add manager notes to the handover report

Leave attributed notes on the day's handover so the next shift knows what changed.

Apply a rule to specific locations

Run a rule everywhere or only at the sites it suits.

The check-in panel is not showing

Steps to take when staff check in but see no weather or tide panel.

Weather or tide data looks wrong or missing

What to check when the check-in panel has no weather, wind or tide.

Actions explained

The things a rule can do when it fires, from showing a panel to creating a task.

Send staff a task when the forecast matches

Create a task automatically when the day is forecast sunny, hot or wet.

Show weather, wind and tide at check-in

Give staff live conditions for their location the moment they check in.

Create your first automation

Use a starter template to set up a working rule in a couple of minutes.

Conditions explained

How weather conditions work, and how combining them controls when a rule fires.

My automation did not fire

Work through the usual reasons a rule did not run or create its task.

Downloading the Paddl App

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

A routine is not showing up in the app

Work through the most likely reasons a routine is missing from a staff member's app, starting with the one that catches people out most.

A staff member is blocked from a task or area

Some tasks and areas are gated behind required training or a role, so a block is often working as intended until the requirement is met.

Staff Training & Compliance

Assign training modules, run assessments and certificates, manage renewals, and read the compliance matrix.

Preparing for an EHO / Inspection Visit

Use the EHO Visit Dashboard to show an inspector everything they ask for from one read-only screen.

How Paddl Pricing Works

Understand per-location pricing, what every location includes, and how extra users and storage are charged.

Documents and Staff Sign-Off

Upload policies, require staff signatures, track sign-off, and let AI extract key data from what you upload.

Reporting Incidents, Accidents & Near-Misses

Log incidents, accidents, and near-misses, investigate them, and keep the evidence insurers and inspectors expect.

Equipment is missing or not raising service alerts

A fridge that will not appear when logging temperatures, or a service reminder that never arrives, usually comes down to its status.

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.

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.

A routine is not generating any tasks at all

When a routine creates no tasks for anyone, the cause is usually the routine setup itself rather than who can see it.

Alerts & Notifications

Notification Settings

Choose what notifies you and how, and the best ways to get a message to the whole team today.

Using Offline Mode

How the app keeps working with no signal, what gets queued, and how it syncs when you reconnect.

Location Monitoring: Noise, Capacity & Refusals

Record sound readings, capacity, and refusals, which matter most for pubs, bars, nightclubs, and late venues.

Customer Complaints

Log complaints, categorise them, link a corrective action, and track resolution so patterns surface early.

Regional & Unit Settings

Choose temperature units and date format, and understand how your country changes the app.

React when a temperature is logged out of range

Automatically create a corrective task and alert managers the moment a fridge or freezer is logged out of safe range.

Staff are not getting push notifications

If reminders and alerts are not reaching a phone, the cause is usually the device, the notification settings, or the type of task.

I cannot type a decimal point in a number field

Why a number field would not accept 1.5 or a half, and how to get it working.

A temperature log or report is missing

If a reading or report you expected is not in the records, check where and how it was logged before assuming it was lost.

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

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

We keep getting logged out on a tablet

Why a shared tablet seemed to log itself out or "expire" mid-shift, and how the device PIN replaces that.

A routine is showing up twice

A duplicated routine almost always means it has been assigned in two overlapping ways to the same person.

I hit a limit or got a payment prompt

Being stopped from adding a location, a user, or a file usually means you have reached what your current plan includes.

An alert is not being raised

When you expect Paddl to flag something and it does not, check whether the alert was already handled or whether the thing it watches is switched off.

Switching Between Businesses & Adding a New One

Use the business switcher to move between businesses you belong to, and add a new business with its own billing.

Setting Up Regions

Group your locations into regions for cleaner multi-site management on enterprise accounts.

Alerts & Notifications

Understanding Alerts

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

Reviewing Records & Sign-Offs (Manager)

Review and approve submitted records, chase document sign-offs, and clear handovers from manager mode.

Your Compliance & Profile in the App

See your own training, documents, certificates, and compliance score, and change your app settings.

Manager Mode on the Mobile App

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

The App for Contractors

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

Checking In to Your Location

Check in to your venue so the right tasks appear, switch location, and check out at the end of your shift.

Submitting Handover & End-of-Shift Reports

Raise handover notes at the end of a shift, see how the next shift picks them up at check-in, and where managers review them.

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.

Tax Reliefs

Answer a few questions and let Paddl estimate the tax reliefs your business may be leaving unclaimed.

Your Profile & Security

Change your name, email, and password, set a profile photo, and turn on two-factor authentication.

Setting Up Your Business Profile & Locations

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

Admin Panel vs Mobile App

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

Staff Inductions

Set up an induction so new starters complete the right steps and sign the right documents on day one.

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.

The Calendar (Month View)

See tasks, equipment servicing, maintenance, and appointments on one calendar, and subscribe to it.

Importing Data with CSV

Bulk-load equipment, suppliers, and allergens from a spreadsheet instead of adding them one at a time.

Confirming and cancelling Paddy actions

Ask Paddy always shows you what it is about to do and waits for you to confirm. Here is how that works and what gets recorded.

Maintenance Jobs & Appointments

Schedule maintenance and appointments such as services, inspections, and vendor visits, and track them to done.

Recording Pest Control

Log routine pest checks, record sightings, and keep contractor visit reports ready for inspection.

PAT Testing

Store PAT certificates against your equipment, track retest dates, and schedule testing visits.

Food Safety & Hygiene Records

See completed temperature, cleaning, and food safety checks, with completion status and filters.

How Do I Review or Update My HACCP Plan?

Use Review with AI to check an existing HACCP plan against your current menu, allergens and chemicals, apply the suggested changes, and sign off a review.

Generating an Audit Pack

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

Logging Temperature Checks

Log fridge, freezer, cooking, and hot-holding temperatures, with the safe ranges and what to do when a reading is out.

Getting Started with Paddl

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

Monitoring Customer Reviews

Bring your reviews into Paddl, read the AI sentiment and themes, catch compliance flags, and see who was on shift.

Managing Contractors

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

Managing Visitors

Log visitors quickly or send a self sign-in link, capture badge details, and keep an on-site record.

Legal Guidance

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

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, and keep it current.

COSHH Management

Keep a digital COSHH register with safety data sheets, hazard info, PPE, and first aid for every chemical.

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.

Generating & Signing Off Your SFBB Pack

Generate a Safer Food Better Business pack, assign it, sign off, and stay current with regulatory updates.

Smart Document Uploads & AI Setup

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

Inviting and Managing Team Members

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

Equipment Management

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