Food and beverage
Food distribution and hospitality
Many small suppliers, high staff turnover, and an inspection that can arrive any day.
Here the problem is not documentary volume per supplier — usually little — but the number of suppliers and staff turnover. A restaurant with thirty suppliers and fifteen new hires a year cannot run this from a folder.
What gets controlled, and with what
| What | Module | Frequency |
|---|---|---|
| Health registration and data sheets per supplier | Trackline | At onboarding and annual renewal |
| Food handler training per person | Trackline | At onboarding, and it expires |
| Staff contracts and amendments | Consigne | With every hire |
| Temperature and control records | SmartCheck | Periodic certification of the register |
Important
Food handler training attaches to the person, not the role. With this sector's turnover it is the control that fails most: someone starts on Friday and works three weeks with nobody checking. Marking it as blocking at onboarding is what prevents it.
Frameworks cited
Food hygiene and self-control systems, food handler training, allergen information for consumers, and traceability upstream and downstream. Specific requirements vary by region and establishment type; confirm with your adviser or the relevant health authority.
Watch out
At an inspection, what counts is not only holding the paperwork: it is being able to show it there and then. A perfect archive in an office twenty kilometres away is no use when the inspector is in the kitchen.
Worth knowing
With many small suppliers the channel matters: plenty do not read email. SMS is what turns a two-week request into a two-day one.
›Can I check it from a phone on the premises?
Yes, and that is precisely the use case: showing on the spot.
›What about very small suppliers with nothing?
The case at least proves it was requested, with dates.
›Does it work across several sites?
One team per site, with staff documentation kept separate.
A real case
The situation
A six-restaurant chain does not know which staff have current training.
What you do
- One case per person with training marked as blocking
- 60-day warning
What you get
The manager checks from a phone before putting anyone on a shift.
The situation
A small supplier never sends their documentation.
What you do
- Asks for little, with an easy place to upload it
What you get
Response rates rise without more chasing.
The situation
New staff arrive every season.
What you do
- Checks per person what is missing before they start
What you get
Onboarding is not discovered incomplete on day one.
The situation
An inspection turns up unannounced.
What you do
- Keeps the file accessible from a phone
What you get
It is shown there and then rather than the next day.
The situation
Each site keeps its own papers separately.
What you do
- Gathers documentation in one place
What you get
The answer does not depend on which site is asked.
The situation
A supplier changes and nobody reviews their documentation.
What you do
- Launches the onboarding process on the first order
What you get
No supplier gets in without a file.
This article answers
- restaurant supplier documentation
- food handler training records
- health inspection what documents
- food distributor traceability