Once your kitchen equipment is in Safe Food Pro, you'll need fast and effective ways to locate items, organise your view, and perform key actions. This guide will walk you through the powerful search, filter, and management tools available on the Equipment Page.
Searching and Filtering Your List
These tools help you quickly find any item, whether you're looking for a specific temperature probe or want to see all of your refrigeration units at once.
Using the Search Bar
The main Search Bar allows you to find equipment by keywords. For a more targeted search, you can select a specific search method from the dropdown menu:
Near Match: Finds items with similar terms.
Exact Match: Only shows items that perfectly match your search term.
System ID: Searches for the unique ID the system automatically assigns to each item.
Serial Number: Searches only within the 'Serial Number' field.
QR Code: Searches for the specific 7-digit number associated with an equipment's QR code.
Filtering Your List
You can combine multiple filters to refine your results.
Filter by Status: View equipment based on its current state (
Active,Inactive,Out of Service,Archived). This is useful for seeing which equipment is currently in use versus in storage or awaiting repair.Filter by Last Location: See equipment based on the kitchen area or site where it was last used in a form.
Filter by Category: Use the Category Tree on the left to view items from one or more categories at once (e.g., select "Refrigeration" to see all your fridges and freezers).
To reset all your filters, select Clear All.
Searching and Filtering Your List (Mobile App)
These tools help you quickly locate items of equipment from your mobile app to create tasks, and view important equipment details.
Start by opening your Equipment list:
Log into the mobile app
Tap the menu icon in the top left-hand corner
In the list, select Equipment
Use the Search Bar to locate equipment based on the name.
Use the Category to locate equipment based on a folder tree view
Select the Calendar icon to view other filters
Last updated
Filter by A to Z
Filter by Z to A
Filter by Equipment Status (Active, Out of Service etc.)
Managing Your Equipment
You can perform several quick actions on individual pieces of equipment directly from the list view.
Quick Actions
Click the three dots (...) next to any piece of equipment to open the quick actions menu:
Rename: Quickly change the name of the item.
View Detail: Navigate to the full Equipment Profile page.
Duplicate: Create a new equipment item using the current one as a template.
Move: Move the equipment to a different category.
Archive: Move the item to a read-only, stored state.
Delete: Permanently remove the equipment from the system.
Archiving vs. Deleting:
It is crucial to understand the difference between archiving and deleting, especially for your food safety records.
Delete: This is a permanent action and cannot be undone. You should only use this if an item was created by mistake.
Archive: This is a reversible action. Archiving removes the item from your active inventory but preserves its entire history, including temperature logs, cleaning schedules, and maintenance records.
Best Practice: When in doubt, always Archive. If a food safety auditor asks to see the records for a fridge you replaced six months ago, you will need its archived history. Deleting the item would remove this proof of compliance forever.
How to Archive Equipment
Click the three dots (...) against the equipment you want to archive.
Select Archive.
Choose a reason from the list (e.g.,
Disposed,Retired).Select Archive to confirm.
How to View and Restore Archived Equipment
You can view your archived items by using the Status filter. To restore an item, simply open its profile, change its status back to Active or Inactive , and save the changes.
Hey! Have you accidentally deleted equipment and need it back? Contact support@safefoodpro.com
How to Use Bulk Actions on Your Equipment
The bulk actions toolbar is a powerful feature that allows you to make bulk changes to multiple pieces of equipment at once, saving you time on manual data entry.
There are a number of actions you can use from the toolbar:
Create a Task
Move (to a new category)
Change Status
Revert to Category Settings
Edit an Item (for individual items)
Accessing the Bulk Actions Toolbar
Hover your cursor over the equipment item you want to edit.
Click the checkbox that appears next to the item. You can select one or multiple items.
This opens the quick actions toolbar along the bottom of your page.
Using the Quick Actions
How to Move Equipment Items
You can move equipment in two ways:
Drag and Drop: Select the item(s) and drag them directly into a new category in the folder list on the left.
Use the Toolbar:
In the toolbar, select the Move icon (it looks like a folder).
Select the new category from the list that appears.
How to Quick Change Equipment Status
Select your item(s) of equipment.
In the toolbar, select the Change Status icon.
Select the desired status (e.g., Active, Inactive, Out of Service) from the list.
Understanding "Revert to Category Settings"
This powerful tool resets the properties of one or more equipment items back to match the current settings of their assigned category. This is extremely helpful if you want to add or remove properties from many items at once.
Use Case: Adding a New Field to Existing Items
Here’s a common scenario:
When you first added your fridges, the warnings/limits field was set to a different temperature.
You would like to reduce the lower warnings threshold to 0ºC instead of 2ºC
You make this change from the Category settings
To make this change to all of your equipment, highlight all Fridges that should receive this change
Click Revert to Category Settings in the toolbar.
The Limits will be updated on all those selected Fridges, inheriting the new setting from their category.
This also works for removing properties.
Warning: This action can permanently delete data.
Reverting is a powerful tool. If your category's new settings remove a property that you have already filled out, this will permanently delete the data from that field.
For example, if your item has a description, but you revert it to a category that does not have the "Description" field enabled, the text you wrote will be deleted.
Tips
A clean and accurate equipment list is essential for day-to-day operations. These practices focus on lifecycle management and efficient use of the system's tools.
Master the Status Field for Safety and Availability
The Status field is your primary communication tool for equipment readiness.
Inactive: Use this for equipment that is in good working order but is currently in storage. This de-clutters the mobile app view for your team, so they only see the gear that is in active circulation.
E.g. If a fridge is no longer in use, immediately change to the "Status" to Inactive to remove it from your Temperature Check.
Archive, Don't Delete: The Golden Rule This is the most important rule of equipment lifecycle management. Deleting an item removes its history forever. Archiving preserves all its data for future audits or reports.
When to Archive: An item is lost, stolen, sold, or retired from service.
When to Delete: Only when an item was created by mistake and has no history.
Use Quick Actions to Save Time The three dots (...) menu is full of time-savers.
Duplicate: Perfect for adding multiple, similar items to your list without filling out every field from scratch.
Move: Essential for easily reorganising your equipment as your category structure evolves.