Food safety guide

Food Safety Audits

Treat the EHO visit like any other Tuesday. Pilla turns weekly internal audits, pre-inspection walk-throughs, and evidence packs into the same workflow your team already runs. When the inspector knocks, you hand them a year of signed-off records in two clicks.

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1.Checklist
Input name *
Mandatory
Weekly internal audit

Instructions for staff carrying out the checklist *

Walk the kitchen with a fresh pair of eyes. Tick each area once you have checked it against the HACCP plan.

Checklist items *

Fridge and freezer temps inside range for the full week
Allergen matrix on display and matches the menu
Cleaning sign-off complete for every shift
Pest control records up to date
Add item...
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2.Signature input
Input name *
Mandatory
GM sign-off

Instructions for staff signing *

Sign to confirm the audit is complete and any gaps have a fix-by date assigned.
Weekly audit

The audit that catches things before the EHO does

Every Friday, the duty manager runs a 20-minute internal audit using the same checklist the inspector will use. Anything red gets a fix-by date before the kitchen closes.

1.Checklist
Input name *
Mandatory
Friday audit walk

Instructions for staff carrying out the checklist *

Walk every section of the kitchen. Don't tick anything you haven't physically checked.

Checklist items *

Walk-in fridge: temps, stock rotation, no raw above ready-to-eat
Prep area: chopping boards colour-coded and clean
Allergen station: matrix on wall matches today's menu
Hand wash basins: soap, towels, hot water working
Add item...
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Poppi (AI) action
Pilla feed
Create follow-up tasks
For every unticked item, create a task assigned to the relevant section lead with a fix-by date inside 48 hours.
Pre-EHO walk

The deep walk-through you do when the inspector is due

Your last EHO visit was 11 months ago. Run the proper pre-inspection walk: every record, every fridge, every corner. Two managers, four eyes, no shortcuts.

1.Checklist
Input name *
Mandatory
Cold prep deep check

Instructions for staff carrying out the checklist *

Two managers walk this together. Any disagreement, photograph it and discuss after.

Checklist items *

Date labels on every open product, within use-by
No raw meat stored above ready-to-eat
Probe thermometer reading matches fridge display
Allergen-handling utensils stored separately
Add item...
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Poppi (AI) briefing
Summarise every gap found across the walk-through. Group by section, rank by EHO scoring weight, and assign owners with deadlines.
Walk-through findings
Section lead roster
Last EHO report
Post-incident

Audit run after a complaint or near-miss

A customer reported a stomach upset on Sunday. You need to audit the chain back through prep, storage, and supplier records, document everything, and show the EHO you took it seriously.

Poppi (AI) briefing
Pull every food safety record that touches the suspect window: temperature logs, cleaning sign-offs, delivery acceptance, staff on shift, and the supplier batch numbers for chicken used that day.
Daily check logs
Delivery records
Shift roster
Supplier batch records
Poppi (AI) action
Gmail logo
Gmail
Send incident report
Email the full incident report to the food safety advisor and the GM. Attach the trace-back, the photos, and the supplier batch numbers.
Evidence pack

Export 12 months of compliance evidence in one go

The inspector asks for your records. Pilla pulls every signed checklist, photo, and corrective action from the last year into one PDF pack you can hand over on the spot.

1.File input
Input name *
Mandatory
Evidence pack ready

Instructions for staff uploading a file *

Review the pack before you hand it over. Anything missing, regenerate before the visit.
Poppi (AI) action
Gmail logo
Gmail
Email pack to inspector
Email the evidence pack to the inspector's contact address with a one-line covering note. Copy the GM and the food safety advisor.
Sign-off chain

Multi-level audit sign-off, top to bottom

Section lead audits their station, head chef reviews, GM signs off, and the area manager gets a weekly digest. Each step is required before the next can happen.

1.Signature input
Input name *
Mandatory
Head chef sign-off

Instructions for staff signing *

Sign once you are satisfied the section is genuinely audit-ready.
2.Signature input
Input name *
Mandatory
GM final sign-off

Instructions for staff signing *

Final sign-off. Your name appears on the evidence pack the inspector sees.

More in Food safety

Other guides operators read alongside this one.

Food Safety Management System

Your HACCP plan, allergen matrix, cleaning schedule, supplier checks, and training records all running on the same canvas. Pilla turns the binder on the wall into mobile workflows the team actually completes, with timestamps and photo evidence captured as they work. When the EHO arrives, the paper trail is already there.

Daily Food Safety Checks

The checks the EHO actually wants to see, done at the right time by the right person. Pilla schedules each task, prompts photo evidence, stamps the time, and chases anyone who misses it. No more clipboard left blank from 11am Tuesday.