The Logs feature in InspectU allows your organization to create digital records for routine operational checks, such as temperature monitoring, sanitation checks, equipment inspections, receiving records, cleaning logs, and other recurring documentation.

Logs can be connected to a specific site or asset, completed directly in InspectU, assigned to staff as scheduled tasks, accessed through QR codes, and exported for reporting or recordkeeping.

Part 1: Open the Logs Page

1. Sign in to your InspectU account.
2. From the main navigation menu, select Logs.
3. The Logs page will display all active logs available to your organization.

The table provides the following information:

• Name: The name of the log.
• Target: Indicates whether the log is connected to an asset, site, school, or the entire organization.
• Targets: The number of sites or assets associated with the log.
• Entries: The total number of entries submitted for the log.
• Actions: Additional options for managing the log.

Select a log’s name to open it and review its entries.

Part 2: Create a New Log

1. From the Logs page, select Create Log.
2. Complete the log setup form.

Log Name

Enter a clear and recognizable name for the log.

Examples include:

• Milk Cooler Temperature Log
• Walk-In Freezer Temperature Log
• Dishwasher Rinse Temperature Log
• Receiving Log
• Cleaning and Sanitizing Log
• Equipment Condition Log

The log name is required.

Description

Enter any instructions or additional information staff should know before completing the log.

The description is optional, but it can be used to explain:

• When the log should be completed.
• Acceptable temperature ranges.
• Required corrective actions.
• Which equipment should be checked.
• Any organization-specific procedures.

Target

Choose what the log will be associated with. Depending on the options available to your organization, a log may be connected to:

• An asset
• A site or school
• The entire organization

Select No Target if the log does not need to be associated with a specific site or asset.

Connecting a log to an asset is useful when entries must be maintained for a specific piece of equipment, such as a milk cooler, oven, refrigerator, freezer, or dishwasher.

Use Template

If a suitable template is available, select it from the Use Template menu.

A template may automatically add commonly used fields to the log. You can review the fields and make any necessary changes before creating the log.

Using a template is optional.

Fields

Fields are the questions or information staff must complete when submitting an entry.

1. Select + Add Field.
2. Enter the field name or question.
3. Select the appropriate field type.
4. Indicate whether the field should be required.
5. Continue adding fields until the log includes all necessary information.

Fields may be used to collect information such as:

• Date and time
• Location or site
• Asset identification
• Air temperature
• Product temperature
• Follow-up temperature
• Yes or No responses
• Final status
• Corrective action taken
• Employee initials or name
• Additional notes

A red asterisk indicates that a field is required. Staff must complete all required fields before submitting an entry.

Log Visibility

Use the Log Visibility section to select who can view the log and submit entries.

If Everyone in this organization is selected, authorized users throughout the organization can access the log based on their account permissions.

Review this setting carefully when the log should only be completed by specific staff or locations.

Finish Creating the Log

After reviewing the information, select Create Log.

The new log will appear on the Logs page.

Part 3: Find and Filter Logs

Use the search and filter tools when your organization has multiple logs.

Quick Search

Enter a log name, asset, or site in the search box at the top of the Logs page.

Advanced Filters

1. Select Show Filters.
2. Use one or more of the following options:
   • Search: Search by log name, asset, or site.
   • Target: Filter logs by target type.
   • Target Name: Search for a specific asset or site.
3. Select Apply Filters.

To remove all selections and return to the complete list, select Clear All Filters.

Select Hide Filters to close the expanded filter section.

You can also adjust the Entries Per Page menu or use Previous and Next to move between pages.

Part 4: Open a Log and Review Its Entries

To view submitted entries:

1. Open the Logs page.
2. Select the name of the log you want to review.
3. The log’s Entries page will open.

At the top of the page, InspectU displays the site and asset associated with the log, when applicable.

The entries table includes:

• Site/Target: The site or asset connected to the entry.
• Submitted By: The person who submitted it.
• Source: How the entry was submitted, such as through a QR code.
• Created At: The date and time the entry was submitted.
• Actions: Options for reviewing the entry.

Select the eye icon under Actions to open an individual entry and review its complete details.

Use Show Filters to narrow the list when the log contains many submissions.

Part 5: Add a Log Entry Manually

Authorized users can add an entry directly from the log.

1. Open the appropriate log.
2. Select + Add Entry.
3. Confirm that the correct site or asset is displayed.
4. Complete each required field.
5. Complete any applicable optional fields.

Depending on how the log was designed, the entry may request information such as:

• Date and time
• Asset ID
• Location or site
• Temperature readings
• Acceptable-range confirmation
• Follow-up readings
• Corrective action
• Final status

Before submitting the entry, you may also have the following options:

• Add Comment: Include additional details about the entry.
• Add Image: Upload a supporting photo.
• Add Task: Create a follow-up task when further action is needed.

After reviewing the information, select Submit Entry.

The completed entry will appear on the log’s Entries page.

Make sure all readings and required information are accurate before submitting the entry.

Part 6: Create a Follow-Up Task from an Entry

If a problem is identified while completing a log, select Add Task before submitting the entry.

This option can be used to document and assign follow-up work, such as:

• Rechecking an equipment temperature.
• Moving food to another cooler.
• Contacting maintenance.
• Cleaning or sanitizing equipment.
• Repairing or replacing damaged equipment.
• Completing a corrective action.

Enter the requested task information and assign it to the appropriate person according to your organization’s procedures.

The task will remain connected to the log entry, providing a record of the issue and the required follow-up.

Part 7: Schedule a Log as a Task

A log can be scheduled as a task when staff members need to complete it by a specific date or on a recurring schedule.

1. Open the log.
2. Select Schedule Task.
3. Enter a Task Name.
4. Confirm that the Task Type is set to Log.
5. Select the task’s Priority.
6. Confirm the correct log under Select Log.
7. Select the appropriate assets, if applicable.
8. Review the fields that will be included in the task.
9. Select a site if the task should be limited to a specific location.
10. Choose an assignment method:

• Assign to Individual Users
• Assign to Groups

11. Select the members or groups responsible for completing the task.
12. Select a Board Category, if your organization uses categories on the Coverage Board.
13. Enter instructions for completing the task.
14. Attach supporting documents if needed.
15. Select a due date.
16. Choose whether an inspector signature or site representative signature is required.
17. Enable Make Task Recurring if the task must repeat on a regular schedule.
18. Select Schedule Task.

If you are not ready to schedule the task, select Save as Draft.

Assigning Staff from Different Sites

When users from different sites are selected, InspectU may create a separate task for each site. Review the selected members and sites before scheduling the task.

Part 8: Create and Print QR Codes

QR codes allow staff to quickly access a log using a phone or tablet. They are especially useful when placed near the equipment or area where the log must be completed.

To create QR codes:

1. Open the appropriate log.
2. Select QR Code.
3. Choose a printing layout.

Available layouts may include:

• Standard Grid: 9 QR codes per page on plain paper.
• Large Grid: 4 QR codes per page on plain paper.
• Grid: 6 QR codes per page on plain paper.
• Compact Grid: 12 QR codes per page on plain paper.
• Avery 8163 Labels: 2" × 4", 10 labels per sheet.
• Avery Presta 94103 Labels: 1" × 1", 48 labels per sheet.
• Placard: 4 large QR codes per page.

4. Download or print the generated QR code sheet.
5. Place the QR code near the correct site, area, or asset.

Staff can scan the code with a compatible mobile device to open the log and submit an entry.

Before posting a QR code, test it to confirm that it opens the correct log and target.

Part 9: Export Log Entries

Log entries can be exported for review, reporting, audits, or record retention.

1. Open the log.
2. Select Export.
3. Choose an export format:
   • Export CSV: Creates a spreadsheet-compatible file that can be opened in programs such as Microsoft Excel.
   • Export PDF: Creates a printable document containing the log information.

Save the exported file according to your organization’s record-retention procedures.

Part 10: Archive a Log

Archive a log when it is no longer actively used but its information and previous entries should remain available.

1. Open the Logs page.
2. Locate the log you want to archive.
3. Select the three-dot Actions menu beside the log.
4. Select the archive option.
5. Confirm the action if prompted.

Archived logs are removed from the active Logs list but can still be accessed from the archived view.

View Archived Logs

1. From the Logs page, select Show Archived Logs.
2. Review the archived logs.
3. Use the three-dot Actions menu if you need to restore or manage an archived log.
4. Select Show Active Logs to return to the active list.

Archiving is recommended instead of deleting a log when previous entries must be retained.

Tips for Creating Effective Logs

• Give each log a specific and recognizable name.
• Connect equipment-related logs to the correct asset.
• Include only the fields staff need to complete.
• Mark essential questions as required.
• Add instructions explaining acceptable limits and corrective actions.
• Use consistent field names across similar logs.
• Test the log before assigning it to staff.
• Test all QR codes before placing them at a site.
• Use recurring tasks for checks that must be completed daily, weekly, or monthly.
• Archive outdated logs instead of creating several similarly named active versions.
• Export entries regularly when required by your organization’s record-retention procedures.

Frequently Asked Questions

Can I create a log without connecting it to a site or asset?

Yes. Select No Target when creating the log if it should be available at the organization level.

Can I use an existing template?

Yes. Select a template from the Use Template menu during log creation, if templates are available to your organization.

Can staff submit entries using a QR code?

Yes. Generate a QR code from the log’s Entries page, print it, and place it near the appropriate site or asset.

Can I require staff to complete a log by a certain date?

Yes. Select Schedule Task and assign the log to individual users or groups with a due date.

Can a log task repeat automatically?

Yes. Enable Make Task Recurring while scheduling the task and complete the recurrence settings.

Can I include a photo with a log entry?

Yes. Select Add Image while completing the entry.

What should I do if a log entry identifies a problem?

Document the issue in the applicable fields, add a comment or image if necessary, and select Add Task to create follow-up work.

Can I download completed log entries?

Yes. Open the log, select Export, and choose either CSV or PDF.

What happens when a log is archived?

The log is removed from the active Logs list but remains available under Show Archived Logs.

How can I review an individual submission?

Open the log and select the eye icon beside the entry you want to review.