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Practical workflows · Australia

From a finding to a finished task.

Use the records you already keep to guide the next action. These walkthroughs work in the web app and the current mobile app. Safety management and course workflows need an internet connection.

01

An inspector has visited

Keep the report and follow-up work together, from the initial finding to the final evidence.

  1. Open Safety workspace → Inspection visits. Choose the site and record the authority, visit date and outcome as supplied.
  2. Select the uploaded report from Documents. Add findings, responsible people and due dates.
  3. Staff open Safety follow-up to see their assigned actions and record completion evidence.
  4. Review the completed findings, record the closure summary and date, then publish. Export the retained version or create a linked follow-up visit.
Open inspection visits →

02

A new person joins the team

Make the required learning clear without confusing a job title with an account permission.

  1. Create or review a job profile in Safety workspace → Job training requirements. Select internal courses and describe any external evidence required.
  2. Publish the reviewed profile, then open Training matrix and assign it to a person linked to a staff account.
  3. The person completes assigned courses. Record practical competency or certificate evidence in the training records and link it to the requirement.
  4. Use the matrix to see missing or expiring evidence. Review a changed profile before replacing an earlier assignment; its history is retained.
Open training matrix →

03

A supplier or product changes

Keep the supplier decision separate from the review of affected food and allergen information.

  1. Open Safety workspace → Supplier assurance. Record the review criteria, evidence, scope, decision and next review date.
  2. Keep certificate expiry dates and supporting documents with the decision. Staff can see published status in Safety follow-up.
  3. Use Supplier specifications to record product changes and identify linked ingredients or dishes needing review.
  4. Review affected dishes and publish allergen changes through the existing matrix workflow. A supplier acceptance decision does not publish menu changes.
Open supplier assurance →

Your first week with ProCafe

  1. Set up the site. Confirm its actual country and time zone, equipment and relevant activities. Try the sample day, then set your own check schedule.
  2. Bring the team in. Invite staff, link their accounts and give each person the permissions they need. Keep operational job profiles separate from security roles.
  3. Record a complete shift. Capture checks, review exceptions and test handover notes. Daily capture supports offline sync; connect for safety management and courses.
  4. Review the supporting evidence. Add useful documents, renewal dates and supplier records. Starter risk assessments are draft prompts and require a competent person's local review.
  5. Check the follow-through. Review training gaps, assigned actions and inspection records. For a group, create a region or department and send a published plan for explicit site review.

Use your site's actual requirements

Choose the correct jurisdiction and review the sources in the relevant ProCafe procedure pack. Authority outcomes and training requirements depend on the site. Internal awareness courses record completion; they are not accredited qualifications.

Bluetooth probe and sensor connections remain previews until physical hardware compatibility has been verified.

Explore the existing toolsStart setting up your site