Schedule daily checks, record incidents and corrective actions, and keep the signed inspection history for every branch.
Record the readings and checks your team carries out.
Keep a failed check with the action taken.
Set when each routine is due and who is responsible.
Keep the answers, person and date together.
01 / KITCHEN ROUTINES
Start the shift with the checks your kitchen actually needs: fridge temperatures, sanitizer, handwash stations, cleaning and allergen preparation areas.
Staff record the measurement or answer against each checklist item, add required evidence and sign the inspection. The manager can see what was checked, by whom and at which branch.
02 / ISSUES & ACTIONS
When a check fails, require the team to explain the action taken and attach a photo where needed. The original answer stays beside the follow-up in the same inspection.
For a sanitizer failure, that can mean replacing the solution and recording a successful retest. The manager can read both the problem and the response, with the branch, signer and time attached.
03 / SCHEDULES & RESPONSIBILITY
Set a daily, weekly or monthly routine, its due time and the people responsible. Branch overrides let an early-opening café and an evening restaurant follow the same checklist at different times.
Choose when reminders start, how long the team has to complete the inspection and when an unanswered check should reach the next responsible person.
04 / MISSED CHECKS & ESCALATION
See the checklist, branch, due time and assigned person together in the reminders queue. Switch between active, missed and submitted inspections to follow up on the right shift.
An unanswered reminder can escalate to the branch manager or central team, according to your rules. Managers can see who was notified and which checks are still outstanding.
05 / SIGNED HISTORY & EXPORT
Review inspections across branches by date, checklist and result. Open a record to read the original answers, corrective actions, signer, time and checklist version, then export the relevant logs to PDF.
Updating a checklist does not rewrite previous inspections. If a submitted record is wrong, void it with a reason while keeping the original in the history.
The tools for completing checks and keeping useful evidence.
Work through the checks before service starts.
Schedule an opening routine with the checks your kitchen needs. Staff record the answers, deal with failures and submit a signed record. Adapt the template to the premises and the standards your team follows.
Record an issue when it happens.
Start a manual record for a delivery problem, equipment issue or other deviation outside the usual routine. Keep the description, action taken and supporting evidence together under the relevant branch.
Ask the questions your operation needs.
Build and version checklists with required items, answer types and appropriate evidence requirements. Set their branch scope and access so they reach the people who can carry out the checks.
Keep the measured value with the check.
Configure a temperature item with its acceptable range, then record the reading taken with the kitchen’s instrument. The software checks the entered value against that configured range; it does not measure food or equipment itself.
Attach the detail a written answer cannot show.
Require a photo for selected items or only when a check fails. The submitted image stays with the relevant answer, helping the team review the condition and action recorded at that time.
Record what the team did about a failure.
A checklist can require a written corrective action when an answer fails. Submission checks that the required explanation and photo are present, so the record includes more than a red result.
Know who submitted the inspection.
Submitting a completed record captures the signed-in person and time with its answers. The result remains linked to the checklist version and branch for later review.
Keep the evidence available for later review.
Food Safety is designed around four-year record retention. Submitted logs and their photos cannot be deleted through the normal workflow. A wrong record is voided with a reason while its history remains available.
Keep old records as they were answered.
Changing a checklist affects future forms. A completed record retains its original question wording and version, so an inspection from an earlier date is not rewritten by today’s changes.
Name the person responsible at each restaurant.
Assign food-safety responsibility to employees for each branch. The PIC roster is also used as the fallback for first-level reminders where the checklist has no more specific recipients. A linked account is needed for app notifications.
Use a schedule for repeated checks and a record for events.
Scheduled routines generate due work from their recurrence. Manual checklists are started only when needed. Keeping the two distinct helps the manager see what was expected and what happened outside the plan.
Reach the people assigned to the check.
Schedules set when the first reminder should be sent. Recipients come from checklist access or the branch PIC fallback. Work-schedule settings and the available app notification setup influence who can receive it.
Bring overdue work to the next responsible person.
When a check remains unfinished, configured delays move the reminder to further recipient levels, with branch managers and organisation admins as fallbacks. The queue records the current stage and eventual result.
Make today’s work easy to reach.
The app can open an actionable food-safety form when the assigned person enters. Upcoming records for a future date are not presented as something to complete today.
Continue an unfinished check.
Saved draft answers can be reopened so staff can continue where they left off. A draft remains unfinished until it is submitted. Confirm saving and submission when the connection returns; a lost connection is not a completed inspection.
Return to an interrupted inspection.
A reminder-linked draft can be snoozed for a short period. The draft remains attached to the routine; snoozing does not sign the record or make an incomplete check pass.
Review the certificates relevant to food-safety roles.
Read health cards and training certificates from the employee’s HR record. Staff coverage settings decide which positions affect the food-safety alerts, and the employee profile remains the place to update a document.
Prepare the records for a review.
Filter logs by checklist, branch, status and date, then export the relevant report. Keep the original answers, signer and supporting records available when an inspector or manager needs more detail.
HoreX keeps operational food-safety checks, responsibility and inspection history with the restaurant’s branch and HR records. Your food-safety lead sets the procedures, limits and evidence requirements; the software helps the team carry them out and keep the records together.
The system includes a pre-shift inspection and a manual deviation or incident record. Review their wording, temperature ranges, required evidence and branch scope, then adapt or add checklists for the actual kitchen.
The schedule applies its grace period and escalation delays. Further responsibility levels are notified, with branch managers and organisation admins as fallbacks. The reminders queue shows what was sent, escalated, completed or missed.
A submitted log is protected. Editing the template does not rewrite its answers. A wrong record can be voided with a written reason, and the original remains in the audit history.
Assign employees as PICs for each branch in the roster. That is different from ordinary branch access or a position marked as a candidate. A linked system account is needed for app notifications.
Yes. Food Safety reads relevant documents from HR, including recorded health cards and training certificates. Coverage settings select the positions included in missing or expiry alerts; updates happen on the employee profile.
Saved draft work can be resumed, but a lost connection must not be treated as a successful save or submission. Staff should reopen the record, confirm what was saved and complete submission when connected.
Yes. Filter logs to the relevant checklist, branch, status and date range, then use the PDF report. The source logs retain the original answers, signer and available supporting evidence.
See how a checklist becomes an assigned check, a corrective action and a signed record.
