Module · Safety & cleaning

Where to find it in the app

• Use it: Operations → Safety
• Turn it on/off: your business name (top-left) → Settings → Modules → Operations → Safety & checklists

Plan: Business · Module group: Operations · Navigation: Operations → Safety

1. Overview

Purpose. Digital OHS and cleaning checklists with sign-off, replacing paper logs. Build tasks by area, category and frequency, capture readings (like fridge temperatures), and keep an exportable audit trail. Overdue tasks are flagged.

2. When to use it

• For recurring cleaning and food-safety checks (daily/weekly/monthly).
• For OHS checks (fire exits, first-aid, equipment) with a record of completion.

3. Required permissions

• View safety checklists (safety.view).
• Complete safety checks (safety.complete).
• Build / edit checklists (safety.manage).

4. Navigation path

Operations → Safety

5. What you'll see

• A checklist of tasks to complete, each with an optional note. What a task records depends on how it's set up: Just a tick (done / not done), Pass / Fail, or A reading with a safe range (a numeric value with min/max/unit, e.g. fridge temp in °C). A task can also require a photo.
• A monthly calendar view of completions, with This month navigation.
• Overdue alerts for missed checks.
• An Audit export (Download CSV).
• A setup area to manage areas, categories and tasks, and to report/track maintenance issues.

6. Turning it on

Settings → Modules → Operations & compliance → Safety (Business plan). If you chose a relevant business type at sign-up (café, venue, gym…), you'll already have starter checklists to edit.

7. Step-by-step tasks

7a. Complete a check (staff)

1. Open Operations → Safety.
2. Complete the task when done. Add a note if needed, record a pass or fail or enter a reading where the task asks for one (e.g. 4 °C), and attach a photo if the task requires one.
3. The completion is recorded with who and when.
4. If a Pass / Fail check fails, or a reading falls outside its safe range, a maintenance issue is raised automatically so the problem is tracked to a fix rather than lost.

7b. Build / edit checklists (manager)

1. Add a common check. The quickest start is the built-in library of ready-made checks (the ones common for your business type are listed first). Pick one and it brings its own area, schedule and limits, which you can tweak afterwards. Or build your own below.
2. Add areas (e.g. Change rooms, Pool plant) and categories (e.g. Food safety, Cleaning, OHS).
3. Add tasks with a title, an area/category and a frequency: once a day, set times a day, every N hours while open, weekly, monthly, or as needed. Choose what's recorded (Just a tick, Pass / Fail, or a reading with a safe range with its min / max / unit), and optionally require a photo. Photos are stored privately and opened through signed, expiring links.

7c. Handle overdue & issues

• Watch Overdue alerts and clear missed checks. Overdue only counts days you're open: days you're closed under your Business Hours (e.g. weekends) and business closures (public holidays, shutdowns) are never flagged.
• Report a maintenance issue when something needs fixing; track it until resolved (open issues also flag on the dashboard).

7d. Export the audit

1. Open the Audit export panel.
2. Download CSV for your records or an inspection.

8. Examples

• Beginner (café): complete the daily Fridge temperature check (enter 4 °C), Floors clean and dry, and Closing clean.
• Real-world (venue): daily Play equipment safety check and Fire exits clear, monthly First aid kit check, with a monthly calendar showing compliance.
• Advanced (pool/leisure): add a Pool plant area and a chemical-reading task with min/max bounds, and export the audit for the regulator.

9. Reports & exports

• Monthly calendar of completions.
• Overdue alerts.
• Audit CSV export of completed checks (who, when, readings).
• Open maintenance issues feed the dashboard and Business health.

10. Common mistakes

• No reading bounds, set min/max so out-of-range readings are obvious.
• Tasks with no frequency, set a frequency (once a day, set times a day, every N hours while open, weekly or monthly) so overdue tracking works.
• Reporting issues verbally, log them here so they're tracked to "fixed".
• Wondering why the list is quiet on a public holiday, closed days don't nag. Checks aren't flagged overdue on days the business is closed (your weekly closed days or a business closure).

11. Troubleshooting

12. Error messages

Completing checks and edits confirm inline. Readings outside the configured min/max are highlighted so they can be actioned.

Related: Documents · Assets & maintenance · Forms & workflows