Food Safety (Admin Panel)
By Reece
By Reece
Step-by-step guides for venue managers using the Taybl Admin Panel to oversee food safety: records, reviews, suppliers, recipe cards and checklists.
Viewing and Exporting Records
View Records lets you look up any day's compliance history across your venues, and export it as a file when you need records for an inspection or audit. Steps 1. Go to Food Safety > View Records in the sidebar. 2. Use the Date picker and Venue selector to browse a specific day's records. 3. Switch to the Export tab to export records instead of just viewing them. 4. Set a date range, venue and users to include in the export. 5. Toggle which record types you want to include. 6. Tap Export to XLS or Export to PDF to download the file. 7. 8. Switch to the Export tab, choose your date range, venue and users. 9. Toggle which record types you want to include. 10. Tap Export to XLS or Export to PDF to download the file. Tips Use Export to PDF when you need a ready-to-print copy for an inspector, and Export to XLS if you want to review or filter the data further on a computer. Toggling off record types you don't need keeps the exported file focused on just what you're looking for. Exported files download to your browser's downloads folder, ready to attach to an email or print.
Keeping the SFBB Diary
The SFBB Diary is where you log day-to-day cleaning, hygiene and maintenance tasks, giving you a running record for Safer Food, Better Business inspections. Steps 1. Go to Food Safety > SFBB Diary in the sidebar. 2. Use the date selector to view a specific day's diary. 3. Existing entries for that day appear on the right, showing who logged them and when. 4. To add a new entry, type what happened in the "What happened today?" box. 5. Tap Save Diary Entry to add it to the log. 6. Tips Add diary entries as you go through the day rather than leaving them all until closing - it's easier to remember the details. Use the date selector to check previous days if you need to review or confirm what was logged. Every entry is timestamped and shows who logged it, so keep entries factual and specific.
Logging and Managing Complaints
Use Complaints to record any guest complaint, track its resolution, and keep a note of follow-up actions. Steps 1. Go to Food Safety > Complaints in the sidebar to see all logged complaints. 2. Tap Log New Complaint to record a new one. 3. Fill in the guest's details, the venue, and what happened. 4. 5. Record whether it was resolved to the guest's satisfaction and any follow-up needed. 6. To check on a complaint later, tap it in the list to open its details. 7. Update its status using the dropdown, and add notes as you follow up. Tips Log a complaint as soon as possible after it's raised, while the details are still fresh. Leave a status as "In Progress" until any promised follow-up has actually happened, then mark it Resolved. Add a note every time you take a follow-up action, so there's a clear record if the guest gets back in touch.
Managing Suppliers
Suppliers keeps a record of everyone who delivers food and other goods to your venue, so you always have their contact and delivery details to hand. Steps 1. Go to Food Safety > Suppliers in the sidebar to see all your suppliers. 2. Use Filter by Type to narrow the list down to a specific kind of supplier. 3. Tap a supplier to view and edit their details, delivery days and venues. 4. 5. Tap Add New Supplier to add one that isn't listed yet. 6. Fill in their name, type, contact details and which days they deliver. 7. Save to add them to your supplier list. 8. Tips Keep delivery days up to date, since they help you plan checks against deliveries and spot when something arrives on an unexpected day. Use Filter by Type when you're looking for a specific category, like all your fresh food or hygiene suppliers. Add the Ordering Site link if the supplier has one, so it's quick to reorder without hunting for the URL.
Completing the 4 Week Review
Every four weeks, review your Opening, Fridge, Closing and Cooking checks and sign off that your food safety practices are on track. Steps 1. Go to Food Safety > 4 Week Review in the sidebar. 2. The page shows the dates covered by the next review, due once that period ends. 3. Tap an entry under History to see a past review, or start the current one once it's due. 4. Check the list of missed or flagged checks from that period, broken down by check type. 5. 6. Note any Corrective Actions taken to address issues found. 7. Answer the sign-off questions about safe methods, accurate recording, changes, cleaning schedules and pest control. 8. Sign the review to complete it - your name and the date are recorded automatically. 9. Tips Use the missed or flagged checks list to spot patterns, like a fridge that keeps getting missed on a particular day of the week. Be specific in Corrective Actions - "reminded team to log checks promptly" is more useful at inspection than "no issues". Only answer the sign-off questions once you've genuinely checked - they form part of your compliance record.
Viewing the Allergen Matrix
The Allergen Matrix gives you a quick reference table showing which of the 14 legally-recognised allergens appear in each dish on your menu. Steps 1. Go to Food Safety > Allergen Matrix in the sidebar. 2. 3. Each row is a dish and each column is an allergen - a tick shows that allergen is present. 4. Tap Export PDF to download a printable copy for staff or customers to check. 5. If a dish's allergens look wrong, update the allergens on its Recipe Card - the matrix isn't editable directly. Tips Keep a printed or exported copy of the matrix at the venue so it's ready if a guest asks about allergens. Re-export the PDF whenever a Recipe Card's allergens change, so the printed copy stays accurate. Because the matrix is derived from Recipe Cards, keeping those accurate and up to date is what keeps this table trustworthy.
Adding and Editing Recipe Cards
Recipe Cards hold the ingredients, method and allergens for every dish on your menu - they're also what feeds the Allergen Matrix. Steps 1. Go to Food Safety > Recipe Cards in the sidebar to see your existing dishes. 2. Tap the pencil icon on a dish to edit it, or Add Recipe Card to create a new one. 3. 4. Fill in the dish name, menu category, price and a short description. 5. Add each ingredient and method step one at a time. 6. Tick every allergen the dish contains - this is what populates the Allergen Matrix. 7. 8. Use Visibility to control whether the dish shows on the menu. 9. Tap Save Changes when you're done. Tips Double-check allergens carefully - this is a legal requirement and the Allergen Matrix relies entirely on what you tick here. Turn off "Show this dish on the menu?" for seasonal or discontinued dishes instead of deleting them. If several dishes share the same options (like a choice of sauce), set these up once on the Recipe Card Variations page instead of repeating them.
Setting Up Recipe Card Variations
Recipe Card Variations let you build a reusable set of options, like a choice of sauce, once and attach it to any dish instead of typing it out every time. Steps 1. Go to Food Safety > Recipe Card Variations in the sidebar. 2. Type a name for the variation, like "Add Sauce". 3. Enter the choices separated by commas, like "Peppercorn, Garlic Butter, Diane, None". 4. Tap Add Variation to save it. 5. 6. Select the variation from the list to edit its choices at any time. 7. On a Recipe Card, attach the variation under Dish Options instead of adding the same choices again. Tips Put "None" as one of the choices if a variation is optional, so staff can select it when nothing extra is added. Editing a variation's choices updates it everywhere it's attached, so double-check before removing a choice that's in use. Use variations for choices shared across dishes, and Dish-Specific Options on the Recipe Card itself for one-off choices.
Editing Checklists
Opening, Closing and Deep Clean checklists can be edited from Settings, so you can add, remove or reorder items to match how your venue actually works. Steps 1. Go to Settings > Checklists. 2. Tap the checklist you want to edit - Opening Checks, Closing Checks or Deep Clean Checklist. 3. Change the Checklist Title or Frequency and tap Save Changes if needed. 4. Use the pencil, arrow and bin icons on each item to edit, reorder or delete it. 5. 6. Scroll to Add Checklist Item to add a new question, choosing its Input Type. 7. Tap Add Item to save it to the checklist. If you've made changes you want to undo, use Restore Default Checklist Items to reset the checklist back to its original items. Opening and Closing Checks run daily, but the Deep Clean Checklist is set to Monthly - keep that in mind if you change an item's frequency expectations. Changes save immediately and apply to what staff see next time they open the checklist in the Staff App.
Managing Fridges & Freezers
Fridges and freezers can be set up with their safe temperature ranges from Settings, so the Staff App knows what counts as a pass or fail during daily checks. Steps 1. Go to Settings > Fridges & Freezers. 2. Tap Add Fridge / Freezer to create a new one, or the pencil icon on an existing one to edit it. 3. Enter a Name and choose the Type - Fridge or Freezer. 4. Set the Safe Range Min and Safe Range Max in °C for that unit. 5. Tap Add to List (or Save Changes when editing) to save it. 6. 7. Use the bin icon to remove a fridge or freezer that's no longer in use. 8. Safe Range Min and Max set what counts as a pass or fail on the Staff App's temperature checks, so keep them accurate for each unit. Name units clearly, such as "Fridge 3 (Bar)", so staff can tell them apart quickly when logging temperatures. Deleting a fridge or freezer here removes it from the list staff choose from in the Staff App, so only remove units that are genuinely out of use.