Customised monitoring sheets

Feature_Custom monitoring-2x
Get your digital monitoring sheets quickly and easily by signing up with FoodDocs. Get everything done on time by assigning monitoring tasks to your employees and teams according to their roles.

Applies to:
New food businesses, cafes, ghost kitchens, bakeries, restaurants, fast food businesses, small producers, home production, supermarkets, schools, kindergartens, food transportation businesses


Step 1: Sign up to FoodDocs

Mmm, you are just a few steps away from those perfectly filled in monitoring sheets. To get there, fill out the registration form and log into your FoodDocs account.



Step 2: Start to set up your monitoring tasks

Select Setup from the menu and start setting up your monitoring tasks

  • FoodDocs offers you preset rooms, equipment and monitoring tasks based on your company’s profile.


Step 3: Customise your monitoring tasks

  • Select the equipment, rooms and monitoring tasks that are used in your business and add the ones which are not listed. You can deactivate things by changing the status of ON/OFF button.

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  • Customise preset tasks according to your needs. You can do that by clicking on the row which you would like to edit.

    Change anything you need: the name of the task, frequency, the responsible role, etc. You can add more fields or edit the names of the current ones.

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  • Create any monitoring task from scratch. ADD TASK

    • Set the name for the task: the name will be also visible to the team member who fills it.

    • You can attach the activity to several rooms or pieces of equipment by clicking on Related unit. Here you have 3 choices -  rooms, equipment and none.

      For example: if you have to take care of all your equipment regularly, you can easily attach the same maintenance task to all of it.

  • Choose to see your tasks as a form or as a checklist

    • A form allows you to create any kind of a monitoring sheet from scratch. You can set different parameters that you will later fill in the activity log. Choose the fields you need and name them.

Here is an overview of different field types and how they will appear in the Activity log:

Field types for monitoring tasks in Setup Fields to fill in Activity log

Enter temperature – set minimum and maximum limits

💡Select the checkbox if you want the user to be asked a corrective action if the entered temperature is out of range.

Log temperature

💡You will be notified if the temperature is out of range. According to your settings, a corrective action may be asked.
Enter date Log date or choose from the calendar
Enter amount Log amount and choose the unit from dropdown
Enter text Log any text

Enter value – set minimum and maximum limits

💡Select the checkbox if you want the user to be asked a corrective action if the entered temperature is out of range.

Log value

💡You will be notified when entered value is out of range. According to your settings, corrective action may be asked.
Choose multiple answers Log data by selecting multiple answers from the dropdown.
Choose one answer Log data by selecting one answer from the dropdown.
Choose a product Choose from dropdown or type in a product
Attach a file Attach a file
  • To set up a task in a checklist form, name your task, set the frequency and choose a responsible role. A checklist monitoring task can be later marked as done in the Activity log.

  • For example, you can create a checklist for your morning/evening shift, listing the activities your team members need to do in the beginning/end of the working day, e.g.  clean the coffee machine, take out the waste, switch off the lights, lock the door, etc.

  • Select the frequency and the responible role

    • Frequency can range from twice a day to once a year. There is an additional option „not specified“ for tasks that have to be recorded according to need, e.g. Complaints.


Step 4: Start filling

  • Download our mobile app and start filling your monitoring tasks.

Track your process by choosing the Activity log from the main dashboard menu.

Timeline: The column diagram will give you an overview of all your tasks (done and not done) on a selected day. You can choose between a weekly or a monthly view.

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On your selected day, you will see a full list of tasks that need to be recorded. The tasks that are done have a green status dot next to them. The tasks which have red status dot still need to be recorded.

Entries: This view gives you the list of all the set monitoring tasks.

To see the recordings, select the task you would like to take a look at. You will then see a list of all dates when that recording has been made.

To see the content/data of a task on any day, just click on the row to open it.