Completing a Form in My Diary

You need to be able to show your verifier records of your daily checks. Safe Food Pro uses forms to capture this information.


When you are signed into Safe Food Pro on a mobile device it will display a list of forms relevant to your business. If you have set a time for these forms to be completed the forms will be displayed in this order.

Your business forms are divided into those that need to be completed Today, This Week or This Month. 

In this Article


Completing a Form

Below you can see that I am due to complete my ' Temperature Check (Chillers & Cold Cabinets)' form. 

  1. Click on the Forms name on this list.
  2. Answer the questions. These may be of the format Yes/No, numeric, text, multi-choice, capture photos, upload documents or pick from a list.
  3. Click on the SAVE button.
  4. Select your user name.
  5. Enter your PIN number.
  6. You will see your signature displayed and the form will close and return to the Diary screen.
  7. In the Diary a completed form will be grey with a tick in the right-hand circle, whereas the right-hand circle will be orange for any (incomplete) forms saved as a draft. 


Want to learn more? Here are some extra tips:

Blue Notes: A note can be added to a form to highlight an issue or to give an explanation for something relating to the answers on the form. Click on the blue button at the bottom left of the page to add a note. "Blue Notes" are displayed on the manager's dashboard in the Administration Console.

Follow Up Action: A follow up action can be added to a Blue Note. This can be used if you need something to be followed up e.g. found a pest when doing your daily pest check? Add a blue note with a follow up action explaining pest control needs to be called and the visit from pest control form needs to be completed. Assign the form to the staff member that needs to complete the form. 
Required Questions: Required fields have (required) next to them. A form can be saved without completing all the questions. The completion bar at the bottom of the form displays the number of required questions answered out of the total number of required questions. The bar will remain orange until all the required questions have been answered and will then turn green.

Note: Different staff members can complete questions in the same form; when a question is answered by one staff member the form can be saved as draft and completed later by another staff member.


Ad Hoc Forms 

When filling in forms, the best place to start on the app is the TODAY, THIS WEEK and THIS MONTH tabs. These show you all of the forms that run off a specific schedule. 

All other forms will be set as Ad Hoc, this means they are sitting in a form library on the app and can be completed at any time of the day, as many times as you need to. Some of the forms you may find in Ad Hoc include: 

  • Receiving a Delivery
  • Staff Sickness
  • Troubleshooting 
  • Staff Training 
  • And more... 

If you want to take a deep dive into Ad Hoc forms, check out this article here


Using Inline Answers

Make your Form Completion quicker using the Inline Answers, this saves you valuable click time on various answer types. If you can't quite see all of the question text, then just click on the question to expand it. 

Use the Add Image shortcut to add a photo to your answer or click the three dots to add a Blue Note or Action to your answers

You can turn this feature off or on in the Mobile Settings.


What's left to do?

You can easily view what's left to be done just by opening up your Diary Checklist. If you see an orange dot next to a tab at the bottom of the screen that means that there are still forms left to complete. Once the forms have all been completed for that time period then the dot will go away. 


Hiding Completed Forms:

If you complete a lot of daily forms you have the option to 'Hide Completed Tasks', so that when a form is completed it is no longer shown on your screen. You can do this by: 

  1. Logging into the Mobile/ Tablet
  2. Open the Menu, click Settings
  3. Click Hide Complete Tasks

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