Fridge & Freezer Temperature Records are one of many compliance-based tasks that can be found in our Task Library. Find out more about adding tasks to your Trail from our Template Library here.
So I don't have to add the Fridge Names on the Manage Tasks page?
Short answer, no! Once the template has been added to your tasks, assigned to a site and published, your teams will be able to add the names of their own individual fridges/freezers at a site level on their Complete Tasks page to begin recording checks.
That means that teams add their own equipment names from the Complete Tasks page without Admins first needing to add them from the Manage Tasks page.
Why have you set the task up like this?
To make things easier for our Admin in the setup phase and beyond, we’ve designed tasks to be shared across multiple sites. Admin of single sites benefits from this design too, as they’ll never be on the hook for these changes at their site. Instead, Teams and Managers are enabled to make updates to the equipment list themselves.
How do I add my Fridge names to the task?
Head to the Complete Tasks page of the site you would like to add Fridge names to
Open the Fridge & Freezer Task - it will need to be filled out to remember the information going forward
Add the name of the unit into the box that says Fridge/Freezer name
Select the type of unit using the 'Fridge' or 'Freezer' button
Click 'Add Record' to add new Fridges/Freezers
Add the temperatures of those units
Hit the 'Done' button
Those Fridge/Freezer names will now be saved
Below are the steps in more detail:
Our Fridge & Freezer task has been created using the "Repeats" option, this means that once the the task has been completed for the first time on the Complete Tasks page, the Fridge/Freezer names will repeat each time the task populates.
When a record isn't named the title of the record is "Blank":
Once this name has been filled in, you'll see that the record has been named by the fridge name added to the box:
Records can be added for each of the units, this can be done by hitting the "add record" button - (see below):
The second section of this task contains the "Type" buttons, here is where you choose whether your item is a fridge or a freezer. These buttons once selected will determine the acceptable ranges for the fridges/freezers that have been pre-set in the template.
For example, the acceptable range when 'Fridge' is selected is 0°C - 5°C degrees.
This means that when the team add a temperature, if the number they've entered is out of range a warning message will appear.
The 'Type' buttons are also set to repeat, so once selected this will auto-populate going forward ensuring the correct acceptable range is available for each unit type.
Adding and removing additional Records
Additional records can be added by selecting “Add Record” and unneeded records can be removed using the bin icon highlighted below.
If those options do not appear, it's likely that your Trail admin has chosen to restrict the functionality of adding and removing records. To change this, you will need to get in touch with your admin directly.
Where can I make changes to the ranges/out-of-range warnings?
Changes can be made to both acceptable ranges and related messaging from the Record Log settings of the task on the Manage Task page.
Select the task and hit edit, the Record Log section can be found on the Content Tab of the Task Editor towards the bottom of the page.
Select the 'Type' field, here the acceptable ranges and custom messaging that appears when a temperature is out of range can be edited.
How can I ensure that my team are recording temperatures for all equipment?
A minimum number of records can be set which the team must complete before marking a task 'done'.
Fields can also be marked as mandatory for teams to complete. This prevents teams from closing the task without having first completed these fields.
💡 Note: A quick way to identify mandatory fields are fields marked with a red asterisk!
What if I prefer to set exactly which fridges need to be checked rather than rely on my team to add them? How can I set this up?
Navigate to the Complete Tasks page and add equipment the same way your teams would.
You can then confirm that the fridges entered will repeat by using the date selector at the top of the Complete Tasks page to view tomorrow's tasks.