Which food safety checks should we actually be doing?

The checks come from your own HACCP plan rather than a generic list, since the monitoring documented at each control point is what must be recorded. In practice most food businesses run opening and closing checks, goods-in records, temperature logs, a cleaning schedule and probe calibration, with allergen, pest and training records at longer intervals.

Can I build my own check sheets, or only use templates?

Both. Sector templates provide a starting point and every sheet can be edited by adding tasks, removing ones that do not apply and changing limits and frequencies. Sheets can also be built from scratch.

What kinds of question can a check sheet ask?

Numeric entry with pass and fail limits, yes and no, multiple choice and free text, with photo capture and signature available on any task. A temperature is recorded as a number against its limit rather than as a tick.

Can different sites run different check sheets?

Yes. A change can be rolled out to every site at once, or a site can hold its own version where equipment or process differs. Completion is visible per site from one dashboard.

What happens if a food safety check gets missed?

It is flagged as overdue rather than disappearing. Managers see what is outstanding across sites in real time, so a gap is closed on the day rather than discovered during an inspection.

Will an Environmental Health Officer accept digital checklists?

Yes. There is no requirement for records to be kept on paper. Officers accept digital records provided they are accurate, dated, attributable to a named person and available on request.

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Digital food safety checklists · Ireland & UK

Every check sheet you should be running. Already built.

Opening and closing checks, delivery records, temperature logs, cleaning schedules, probe calibration. Pick the sheets for your operation, set the times, and the clipboard comes off the wall tomorrow.

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No card required · Unlimited users · Works offline

The checklist library

The sheets a food business
is expected to keep.

Not every business needs all of these. Turn on the ones your operation and your HACCP plan call for, and leave the rest off.

DailyOpening checksFridge and freezer temperatures, probe calibration, staff fitness to work, equipment conditionUse this sheet → DailyClosing checksClean-down sign-off, waste, date code sweep, final temperatures, secure and switch offUse this sheet → Per deliveryGoods-in recordsSupplier, batch code, use-by, delivery temperature, vehicle condition, docket photoUse this sheet → ContinuousTemperature logsChills, freezers, cold stores, hot holding and cooking cores — probed or by sensorSee sensors → ScheduledCleaning schedulesWhat is cleaned, by whom, how often, with what — signed off as it is completedUse this sheet → WeeklyAllergen checksSegregation, decanting and labelling, supplier specification changes flagged for reviewUse this sheet → MonthlyPest control & premisesBait station checks, proofing, structural condition, contractor visit recordsUse this sheet → OngoingTraining recordsInduction, food hygiene certificates, refresher dates and supervisor sign-offUse this sheet →

Building a sheet

Build it once.
It runs on its own after that.

Task types that match the check

A temperature is a number with a limit attached. A clean-down is a yes or no with a photo. A delivery is a set of fields. The sheet should ask for the right thing, not force everything into a tick box.

Numeric entry with pass and fail limits
Yes and no, multiple choice, free text
Photo capture and signature on any task

Schedules, not reminders on a whiteboard

Set a sheet to run daily, weekly, monthly or yearly, with a due time and a window. It appears on the right phones on the right day without anyone posting a rota.

Daily, weekly, monthly and yearly frequencies
Due times and windows per sheet
Overdue flagged rather than quietly skipped

Photo instructions on every task

Attach a reference image showing the probe position, the fill line, the surface after a proper clean. A new starter completes the check correctly without a supervisor standing over them.

Reference image and note per task
Staff capture their own photo as evidence
Removes most of the training a new hire needs

A fail asks for the fix immediately

Enter a reading outside the limit and the sheet asks for the corrective action there and then, while the person is still standing in front of the unit.

Corrective action prompted on a fail
Escalates to a manager if nobody acts
Tracked through to sign-off and close

One standard across every site

Change a sheet centrally and it changes everywhere, or hold a different version where a site has different equipment. No more three sites running three photocopied variations.

Roll a change out to all sites at once
Site-specific versions where they are needed
Completion visible by site and by shift

A sheet in use

What the person on shift
actually sees.

One task at a time, in the order the shift runs, with what is done and what is still due kept clearly apart. No menu to navigate and no folder of every sheet you have ever built.

Each completed entry carries the time it was made and the person who made it. Nothing is written up from memory on a Friday afternoon, because there is nothing left to write up.

See the app →

Opening checks — KitchenDaily

Fridge and freezer temperatures 07:12

Probe calibration 07:19

Staff fitness to work 07:24

Goods-in delivery check 08:04

Hot holding temperatures Due 12:00

Cleaning schedule sign-off Due 17:30

Sector templates

Checklists that already know
what your sector checks.

Start from the closest template and adjust it, rather than writing every sheet from a blank page.

01BakeryAllergen segregation, ambient and chilled display, batch codingSee how it works → 02DeliHot and cold holding, decanting, use-by managementSee how it works → 03Meat & butcheryGoods-in probing, cutting room control, full traceabilitySee how it works → 04Food retailMulti-fridge monitoring, date code checks, recall managementSee how it works →

Food Guard revolutionised our food safety processes. It’s user-friendly, efficient, and ensures we meet ISO 22000 standards. The preventive controls and hazard analysis features are game-changers.

Caoilinn Q. — Quality Assurance Manager

Read the case studies →

€19.99 per site, per month Digital check sheets, the mobile app, photo capture and PDF reports. Unlimited users, no contract, ex VAT.

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