SC10 - Cleaning Records
Track and document cleaning tasks with digital sign-off for complete hygiene compliance. Create custom schedules for different areas and frequencies.
Why Cleaning Records Matter
A clean kitchen is a safe kitchen. Regular, documented cleaning prevents cross-contamination, controls bacterial growth, and maintains the hygienic conditions essential for food safety.
Food Safety
Regular cleaning removes bacteria, allergens, and food residues that could contaminate food and cause illness.
Compliance
EHOs (Environmental Health Officers) expect documented evidence that cleaning schedules are followed consistently.
What Cleaning Records Prove
- Consistency: Cleaning happens regularly, not just when convenient
- Accountability: Named staff member signs off each task
- Completeness: All required areas and items are covered
- Timing: Cleaning is done at appropriate frequencies (daily, weekly)
Without documentation, you cannot prove your cleaning was done—even if it was. SmartChef provides the digital audit trail you need.
Regulations & Requirements
Legal Requirements
Under EU Regulation 852/2004 (Annex II, Chapter I), food premises must:
- Be kept clean and maintained in good repair and condition
- Be designed, constructed, and maintained to prevent pest access and contamination
- Have adequate facilities for cleaning food, utensils, and equipment
HACCP Requirements
Your HACCP plan must include documented cleaning procedures covering:
| Element | What to Document |
|---|---|
| What | Items and areas to be cleaned |
| How | Cleaning method and products used |
| When | Frequency (daily, weekly, monthly) |
| Who | Staff responsible with signature |
Inspection Evidence
During an EHO inspection, you may be asked to show:
- Your documented cleaning schedule
- Records of completed cleaning tasks
- Evidence of regular deep cleaning
- Training records for cleaning procedures
SmartChef stores all your cleaning records digitally, making them easy to retrieve during inspections.
Setting Up Cleaning Schedules
Before you can record cleaning tasks, you need to create your cleaning schedules in the Setup Hub. This defines what needs to be cleaned and how often.
Schedule Frequencies
Tasks completed every day of operation:
- Prep surfaces
- Kitchen floors
- Chopping boards
- Sinks
- Stovetops
- Door handles
Deep cleaning tasks done once per week:
- Inside fridges
- Behind equipment
- Deep clean ovens
- Storage shelves
- Extraction fans
- Drains and grease traps
Setup Wizard Steps
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Open Setup Hub
Navigate to Setup Hub from your dashboard and select "Cleaning"
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Create a Schedule
Give your schedule a name (e.g., "Main Kitchen", "Prep Area", "Storage Room") and select the frequency (Daily or Weekly)
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Add Cleaning Items
Add the specific tasks for this schedule. For each item, you can optionally specify the cleaning method or products to use.
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Add More Schedules
Create additional schedules for different areas or frequencies. You can have multiple daily schedules and multiple weekly schedules.
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Review & Continue
Review your schedules and proceed to the next section of setup
Tip: Organise by Area
Create separate schedules for different kitchen areas (Main Kitchen, Prep Area, Storage, etc.). This makes it easier to assign responsibility and track completion by zone.
Recording Cleaning Methods
For each cleaning item, you can specify the cleaning method or products used. This documents your procedures for inspectors:
- Hot soapy water - For general surface cleaning
- Sanitiser spray - For food contact surfaces
- Degrease and rinse - For cooking equipment
- Bleach solution 1:10 - For drains and deep cleaning
Completing Cleaning Tasks
Opening the SC10 Form
From your dashboard, tap "Cleaning" to open the cleaning launcher. This shows all your configured schedules with their frequency.
Starting a Cleaning Record
- Select a Schedule: Tap on the schedule you want to complete (e.g., "Main Kitchen - Daily")
- Start New or Continue: If you've already started today's form, you'll see "Continue". Otherwise, tap "Start New"
- View Tasks: All cleaning items for this schedule are displayed as a checklist
Marking Tasks Complete
For each cleaning task:
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Check the Item
Tap the checkbox next to each task as you complete it. The item will be highlighted to show it's done.
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Add Notes (If Needed)
If there are any issues or observations, add a note to that specific item
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Continue Through All Items
Work through the list until all tasks are checked
Important
Once a task is marked complete, it cannot be unchecked. This maintains the integrity of your records. If you make an error, add a note to explain.
Form Auto-Save
SmartChef automatically saves your progress as you work. If you need to leave the form partway through:
- Your completed items are saved
- Return via "Continue" button in the launcher
- Pick up where you left off
Batch Signing
SmartChef uses an efficient batch signing system. Instead of signing every individual task, you sign once for a group of completed items.
How Batch Signing Works
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Complete Multiple Tasks
Check off all the cleaning tasks you've just finished
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Save & Complete
Tap the "Save & Complete" button when you're ready to sign off
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Batch Attribution Modal
A modal appears asking you to sign for all the tasks you've just completed
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Enter Your Name
Select your name from the dropdown or enter it
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Provide Signature
Sign on the signature pad. This signature applies to all items in the batch
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Confirm
Tap confirm to record your sign-off
Use Last Signature
If you're signing off multiple batches during the same session, tap "Use Last Signature" to quickly reuse your previous signature. This saves time when completing regular cleaning rounds.
What Gets Recorded
Each completed cleaning task records:
- Completed By: Name of the person who did the cleaning
- Completed Time: When the task was marked complete
- Completed Date: The date of completion
- Signature: Digital signature (linked via batch)
- Notes: Any observations or issues noted
Adding Per-Item Notes
Before confirming a batch, you can add specific notes to individual items. Use this to document:
- Equipment issues discovered during cleaning
- Areas requiring extra attention or repair
- Supplies that need restocking
- Any deviation from normal procedure
Troubleshooting & FAQs
You need to create cleaning schedules in the Setup Hub first. Go to Setup Hub → Cleaning and add your schedules with their cleaning items. Once configured, they'll appear in the cleaning launcher.
Yes! Go to Setup Hub → Cleaning and edit your existing schedule. You can add new items, remove items, or update the cleaning methods at any time. Changes apply to new forms going forward.
Completed tasks cannot be unchecked—this maintains record integrity. Add a note to the item explaining the situation (e.g., "Marked in error - completed later at 3:30pm"). Then ensure the task is actually completed.
The batch signing system handles this perfectly. Each person completes their assigned tasks, then signs off on just those items. The form tracks who completed what, so you'll have accurate records even when multiple people contribute to one schedule.
Go to your Records section and filter by SC10 - Cleaning. You can filter by date range, schedule, staff member, or manager. Each record shows all completed items with their signatures and timestamps.
SmartChef creates forms for the current date when you start them. If cleaning was missed, there simply won't be a record for that date. This is actually important for compliance—your records should accurately reflect what happened. Never backdate records.
Yes! You might have "Main Kitchen - Daily" for everyday tasks (surfaces, floors, equipment) and "Main Kitchen - Weekly" for deep cleaning tasks (behind equipment, extraction, drains). Both appear separately in the launcher.
Try these steps:
- Ensure your finger or stylus is making good contact with the screen
- Check that the signature area is fully visible (scroll if needed)
- Use the "Clear" button to reset and try again
- If on mobile, try rotating to landscape mode for a larger signing area