Fridge & Freezer Temperature Records

Why Temperature Monitoring Matters

Temperature control is the single most important factor in preventing foodborne illness. Bacteria that cause food poisoning multiply rapidly when food is stored at the wrong temperature.

The Danger Zone

Between 5°C and 63°C, harmful bacteria like Salmonella, E. coli, and Listeria can double in number every 20 minutes. Within just a few hours, a small amount of bacteria can multiply into millions.

Safe Storage

At 5°C or below, bacterial growth slows dramatically. At -18°C or below, bacteria cannot grow at all (though they survive and can multiply once food is thawed).

Why Daily Checks Are Essential

• Protect Your Customers: Early detection of equipment failure prevents spoiled food from reaching customers.
• Protect Your Business: Catching a fridge problem early can save thousands in wasted stock.
• Prove Due Diligence: Documented checks show inspectors you take food safety seriously.

Food Safety Regulations

Under EU Regulation 852/2004 and the FSAI's Guide to Food Safety, food businesses must monitor and record temperatures of refrigerated storage units.

Required Temperature Ranges

The following temperature ranges are legally required in Ireland and the EU:

How Often Should You Check?

The FSAI recommends checking refrigeration temperatures:

• At minimum: Twice daily (morning and afternoon/evening)
• Best practice: At the start of each shift
• Critical times: After busy service periods when doors have been opened frequently
• After incidents: Following power cuts, equipment servicing, or when equipment seems unusual

Setting Up Your Equipment

Before you can record temperature checks, you need to set up your refrigeration equipment in SmartChef. This is done once in the Setup Hub.

What Equipment to Add

Add every piece of refrigeration equipment where you store food:

• Walk-in fridges and freezers
• Reach-in fridges (under-counter units)
• Display fridges and chill cabinets
• Chest freezers
• Dessert display fridges
• Drinks fridges (if storing dairy, meats, or perishables)

Adding Equipment

1. Go to Setup Hub → Equipment

   Find this in the main menu or on the dashboard.

2. Click "Add Equipment"

   A form will open for the new equipment.

3. Enter a clear, identifiable name

   E.g., "Main Kitchen Fridge", "Prep Area Freezer"

4. Select the equipment type

   Chilled for fridges (0-5°C) or Frozen for freezers (-18°C or below)

5. Click Save

   The equipment will now appear in your SC2 forms.

Recording Temperatures

Starting a New Temperature Check

1. From the SmartChef home screen, tap "Forms"

   You'll see a list of available form types.

2. Tap "New Form"

   Opens the form selection screen.

3. Select "SC2 – Fridge/Freezer/Chill Display Temperature Records"

   The form will open with your equipment listed.

Recording Each Unit's Temperature

The form displays a card for each piece of equipment you've configured. For each unit:

1. Take the temperature

   Use your probe thermometer or Bluetooth probe.

2. Enter the reading

   On mobile: tap the field and use the on-screen keypad. On desktop: click and type.

3. Add comments if needed (optional)

   Useful for noting issues like "Door seal needs attention".

Entering Temperatures

• Enter temperatures in Celsius (°C)
• You can use decimals: 3.5, -19.2
• For negative temperatures (freezers), include the minus sign: -18
• Smart entry: If you accidentally type 45 (meaning 4.5°C), SmartChef will automatically correct it

Visual Feedback

SmartChef uses colour coding to help you see the status of each reading:

• Green border - Temperature is within the safe range
• Red border - Temperature is outside the safe range (action required)

Using Bluetooth Probes

SmartChef supports Bluetooth thermometers, allowing you to capture temperatures with a single button press. This is faster and eliminates transcription errors.

Supported Thermometers

SmartChef works with ETI Therma and BlueTherm series Bluetooth thermometers. These professional-grade probes are designed for food service use.

Connecting Your Probe

1. Open an SC2 Temperature Check form

   Start a new form or continue an existing one.

2. Look for the Bluetooth Probe section

   This appears at the top of the form.

3. Tap "Pair Probe" or "Connect Probe"

   Use "Pair Probe" for first-time setup, "Connect Probe" if previously paired.

4. Select your thermometer from the browser list

   Your browser will show available Bluetooth devices.

5. Wait for connection confirmation

   You'll see: "Connected - tap a temperature field, then press probe button"

Capturing Temperatures

1. Tap the temperature field

   The field will be highlighted with a green border.

2. Place your probe in the fridge/freezer

   Wait for a stable reading on the probe display.

3. Press the button on your Bluetooth probe

   The temperature is automatically entered into the selected field.

4. SmartChef moves to the next field

   You can continue walking around, pressing the probe button at each unit.

Out-of-Range Temperatures

When you enter a temperature that's outside the safe range, SmartChef alerts you immediately so you can take action.

What Happens

1. The temperature field turns red

   This indicates a problem that needs attention.

2. A warning message appears

   Shows the expected range below the field.

3. A warning modal pops up

   Explains which unit has the problem, the temperature entered, and the safe range.

4. The incident is automatically logged

   Creates an audit trail for inspection purposes.

Pass and Fail Examples

Corrective Actions

When a temperature check fails, you must take immediate action. The FSAI requires you to document what went wrong and what you did about it.

Fridge Temperature Too High (above 5°C)

1. Check the obvious

   Is the door properly closed? Is there a blockage?

2. Check the thermostat

   Has it been accidentally adjusted?

3. Check for overloading

   Too much warm food added at once?

4. Assess the food

   If 5-8°C and less than 2 hours: use immediately or move to working fridge. If above 8°C or over 2 hours: dispose of high-risk items.

5. Document your action in Comments

   Record what you found and what you did.

6. Re-check in 30 minutes

   Ensure the unit is recovering.

Freezer Temperature Too High (above -18°C)

1. Check for ice build-up

   Needs defrosting?

2. Check the seal

   Is the door closing properly?

3. Assess the food

   If still frozen solid: likely safe, monitor closely. If started thawing: do not refreeze, use within 24 hours or dispose.

4. Document and re-check

   Record your actions, check again within 1-2 hours.

Using the Comments Field

When recording a failed check, always add a comment explaining:

• What you found (e.g., "Door left ajar", "Thermostat turned up")
• What action you took (e.g., "Adjusted thermostat, moved dairy to Kitchen Fridge 2")
• What follow-up is needed (e.g., "Will re-check in 30 mins", "Engineer called")

Completing the Record

Once you've recorded all your temperature readings, complete the form to create a permanent record.

Required Fields

Before you can save the form, you must provide:

1. At least one temperature reading

   You don't have to check every unit every time, but you need at least one reading.

2. Your name

   Select from the "Signed By" dropdown (shows your team members).

3. Your signature

   Draw your signature on the signature pad.

Saving the Form

1. Review your entries

   Ensure all readings are recorded correctly.

2. Add any necessary comments

   Use the general Comments field for notes about the overall check.

3. Select your name and sign

   Choose from the dropdown, then draw your signature.

4. Tap "Save Reading"

   Your record is saved and becomes read-only.

Troubleshooting

Related Guides

Now that you know how to record temperatures, explore these related guides: