How incidents and equipment work

These pages sit under Checks in the web sidebar. They hold the records that are not part of the daily round of checks: things that happened, the kit and its upkeep, and the paperwork. Each is kept one location at a time.

Incidents

An incident is a check with no schedule. Someone presses Log, picks a form such as an accident report, and fills it in there and then. Which forms are offered depends on the checks your restaurant has set up to be started by hand. Every one that is started goes in the Incident log, which is on the web.

• Log an incident
• Review the incident log

Actions

An action is what is to be done about something that went wrong. It can be raised from any completed record, an incident included. Each action is a task, on the location’s Corrective actions board in Tasks, with a due day and an optional person. The record it came from shows it as Open, Overdue or Done.

• Raise an action from a check

Equipment, services and repairs

The Equipment list is the kit at a location. Give a piece a service interval and Yes Chef counts down to its next service from the last one logged.

Two different things are recorded against equipment:

• A service is the scheduled visit. Logging one moves the next service date on.
• A repair is something that was fixed and what it cost, with its invoices. It moves no date, and it need not be about anything on the equipment list.

• Add a piece of equipment
• See which equipment is due a service
• Log a service
• Record a repair
• Change a repair or add its invoice

Documents

Documents holds certificates and reports, each belonging to the location, a person or a piece of equipment. A document with an expiry date is marked Expiring from 30 days before, and Expired the day after it runs out.

• Upload a document
• See which documents are expiring

The inspector pack

The pack gathers a location’s check records, incidents, actions, documents and equipment for a range of dates into one document to print or save.

• Produce the inspector pack

Who can do what

• Incident log and inspector pack: the “See every check and its history” permission. Supervisors, Location Managers and Admins have it by default; an Employee can be given it.
• Equipment, services and repairs: the “Manage equipment and service records” permission. Supervisors, Location Managers and Admins by default; an Employee can be given it.
• Documents: the “Manage compliance documents” permission. Location Managers and Admins by default; a Supervisor can be given it, an Employee cannot.

A permission applies at the locations where the person works. A page you cannot use is not in the sidebar.

Web and iPhone

Everything here is on the web. The iPhone app can log an incident, show the equipment list and a piece’s history, log a service, add a repair, and show and open documents. Adding equipment, uploading documents, changing a repair, the incident log and the inspector pack are on the web only.