Back of House
HACCP, food temperatures, probe calibration, cleaning, hazard analysis and kitchen management.
One smarter hospitality platform
Run a safer, smarter venue. All in one place.
Compliance, staff training, HR, rotas, stocktaking and reservations in one practical system built for hospitality teams.
Purchase Swan Safer Systems →Explore the user guide →The complete system
Less paperwork. More time for your guests.
Kitchen compliance
Front-of-house operations
Hospitality teamsFront of House
Daily and weekly checklists, opening and closing routines and management oversight.
Risk Assessments
Comprehensive editable risk assessments, scoring and manager reviews.
Swancomms & Training
Training modules, completion tracking, manager sign-off and certificates.
HR Hub
Employee details, employment contracts, handbooks and document sign-off.
Rotas & Holidays
Manage FOH and BOH shifts, rota planning and staff holiday requests.
Stocktaking
Organised wet and dry stock counts, sections and results.
Table Bookings
Online reservations, table allocation, diary management and confirmations.
Manager Portal
Oversee compliance, manage opening hours and approve completed staff training.
A simpler working day
Everything at your fingertips
Daily checks, manager oversight, training, staff rotas and safety records together in one practical platform.
Explore licence options →SWAN SAFER SYSTEMS / Venue overview
Today's operations
Kitchen temperature checksRecorded ✓
Front-of-house checklistCompleted ✓
Risk assessmentsReview →
Staff training recordsView →
Rotas and holidaysManage →
Illustrative dashboard concept, not a live app screenshot.
Built for the realities of hospitality
Keep your essential records organised, reduce manual administration and give managers a clearer picture of the venue.
The easy-to-follow handbook
USER GUIDE
New to Swan Safer Systems? Start here. A colourful map of the platform, with straightforward instructions for the tasks your team completes every day.
Start with the basics ↓Start here
Using the app in three simple steps
Open and sign in
Open your venue's Swan Safer Systems app. Enter your staff login details. Managers use their own authorised access.
Choose your section
From the main menu, choose the area you need: BOH, FOH, Rota, Swancomms or another available feature.
Complete and check
Follow the on-screen questions or tick sheets, save or submit, then check that your entry appears in the relevant record.
Top tip: If a button or screen looks different on your device, follow the labels in the live app. Your venue's permissions and enabled modules may affect what you can see.
Colourful feature map
Tap a feature to see how it works
Plain-English instructions
Every feature, explained simply
🍳
FEATURE 01
Back of House
What it does: Fridge/freezer checks, cooking temperatures, hot holding, cleaning, probe calibration, hazard analysis and maintenance.
How to use it
Open BOH from the main menu. Choose the correct daily record, enter temperatures or tick completed tasks, and save.
🧹
FEATURE 02
Front of House
What it does: Opening and closing routines, daily and weekly tasks, fire-safety checks.
How to use it
Open FOH, select today’s checklist, work through each task, enter your initials where requested, and confirm the record has saved.
🛡️
FEATURE 03
Risk Assessments
What it does: Editable risk assessments, scoring, reviews and sign-off.
How to use it
Managers open Risk Assessments, select an assessment, review the hazards and controls, update where needed and sign off.
🎓
FEATURE 04
Swancomms & Training
What it does: Training modules, manager sign-off, certificates and team communications.
How to use it
Open Swancomms, select your assigned training, read or watch the material, answer questions and submit for review.
📋
FEATURE 05
HR Hub
What it does: Employee records, contracts, handbooks, signatures and stored documents.
How to use it
Managers open the HR area, enter employee details, issue the relevant documents and request signatures. Employees review and sign their documents.
📅
FEATURE 06
Rotas & Holidays
What it does: Weekly rota planning, shift visibility and holiday records.
How to use it
Managers create FOH or BOH shifts and publish the rota. Staff open Rota to see shifts and check holiday information.
📦
FEATURE 07
Stocktaking
What it does: Wet and dry stock sections, counts and review.
How to use it
Open Stocktaking, choose the relevant food or drink section, enter counts and save the completed stock record.
🍽️
FEATURE 08
Table Reservations
What it does: Guest bookings, diary, table allocation and confirmations.
How to use it
Open the booking diary, select a date, review the reservation and use the available actions to confirm, edit or update the table status.
📊
FEATURE 09
Manager Portal
What it does: Compliance overview, staff oversight, settings and records.
How to use it
Sign in with manager permissions, select the section to review and check records, outstanding tasks and staff activity.
🩹
FEATURE 10
Accident Reporting
What it does: Incident records for guests or team members.
How to use it
Open the accident form, enter the incident details accurately, review the information and save the report.
🔥
FEATURE 11
Fire Safety
What it does: Regular fire safety checks and review.
How to use it
Find the fire safety checklist in the relevant operations area, complete the checks and save the record.
🛠️
FEATURE 12
Maintenance
What it does: Maintenance issue logging and follow-up.
How to use it
Report an issue as soon as it is noticed, describe the problem clearly and submit it for manager attention.
Who does what?
Staff access and manager access
👩🍳 Team members
Sign in with your own details, complete assigned checks, review rotas and training, and submit records when prompted.
🧑💼 Managers
Use manager permissions to review records, configure venue settings, manage staff documents, plan rotas and sign off relevant tasks.
This guide is an orientation aid, not a substitute for venue training, food safety procedures or statutory requirements. The precise steps and features can vary with your app version and permissions.
Ready to make hospitality simpler?
All your essential venue tools in one place. From £99 per venue per year including VAT.
Purchase Swan Safer Systems →Simple pricing
Everything in one place
£99
per venue, per yearIncluding VAT. 12-month licence.
Buy your licence →Checkout is completed securely through the Swan Safer Systems app.