Help & user manual

How it works

This replaces the paper temperature log on your fridges, freezers and incubators.

1. Each unit has a QR label on it.
2. At each scheduled check, staff scan the label with their phone, photograph or type the reading, enter their username and their PIN or password, and save. No app to install.
3. If a reading is out of range, the phone asks what was done about it, and the excursion appears on the dashboard.
4. Managers sign in to the dashboard to see every unit, review excursions and print audit-ready reports.

Logging a reading

For everyone who does temperature checks.

1. Scan the QR label on the unit with your phone's camera and tap the link. The page opens for that exact unit and shows its acceptable range.
2. Take a photo of the display (optional but recommended). The photo is saved with the reading as proof.
3. Enter the readings:
   • Current temperature: always required.
   • Min and Max since reset: required if the unit's display shows MIN / MAX. They cover the time since the display was last reset, normally since the previous check. The current temperature must be between them.
   • CO₂ %: for incubators that track it.
   For freezers, tap ± to add the minus sign.
4. Enter your username (the phone can remember it) and your PIN or your password, whichever you remember, then tap Save reading.
5. Reset the min/max memory on the display after saving, so the next check starts fresh.

Readings can't be edited or deleted after saving. That's deliberate, so the record can be trusted in an audit. If you entered something wrong, log a new reading with the correct values and add a note explaining why, then tell your manager.

When a reading is out of range

If any value is outside the unit's limits (including the min or max since reset), a red Out of range box appears before you can save.

1. Follow your facility's excursion procedure first (for example, close the door, move stock to a backup unit, label it "Do not use").
2. Tick everything you did and add details in the box (what you found, who you told).
3. Save. The unit turns red on the dashboard and a manager will review it.

No signal or server down

If your phone can't reach the server, you can still log. The reading is saved on your phone with the time you took it, and sent automatically when the connection comes back. A yellow waiting to sync badge shows how many are waiting.

• Keep the page open or come back to it later; it retries every 30 seconds and whenever the signal returns.
• Your PIN or password is checked when the reading is sent. If it's rejected, a red not accepted badge appears. Log that reading again and tell your manager.
• If the logging page won't open at all (for example, a new phone that has never opened it), use your facility's paper backup log.

The dashboard

For managers, admins and viewers. Sign in at the main address with your username and password.

The cards at the top show units monitored, how many are in range, open excursions, overdue checks and today's checks done. Below them, each unit has a tile, with problems sorted to the top.

Each tile shows the latest reading, a 7-day trend line (shaded band = acceptable range, red dots = excursions), min/max, who logged it and when, and the next scheduled check. Graph and Data jump straight to that unit's reports. The dashboard refreshes every 30 seconds.

Reviewing excursions

Managers and admins close excursions. Viewers can see them.

1. Open Reports → Open Excursions, or Review excursion on a red tile.
2. Read what was out of range, what staff did, and look at the photo if there is one.
3. Write a review comment: whether the stock is OK to use (check the manufacturer's stability data), the likely cause, and any follow-up.
4. Close excursion. It moves to Closed Excursions with your name and the time.

Reports & audits

All reports are under Reports. Pick a unit (or all units) and a time range with the quick buttons (24h, 7d, 30d, 90d) or exact dates.

Print / PDF prints the report with your logo, facility name and the period, and ends with Created by (filled in with your name and the date) and Reviewed by lines for signatures. To save a PDF, choose "Save as PDF" as the printer.

First-time setup

For the admin setting up a facility.

1. Open your facility's address. The first visit asks you to create the admin account (name, username, a password of at least 8 characters, and a PIN for logging).
2. Check the facility name and timezone in Configuration → Facility Settings.
3. Add your units and print a QR label for each (below).
4. Add your staff, each with a username, password and PIN.
5. Scan a label with your phone and log a first reading to check everything works.

The Get set up checklist on the dashboard tracks these steps until they're done.

Units & limits

Configuration → Units & Thresholds → + Add unit:

• Name and location, as staff will recognise them ("Vaccine Fridge", "Pharmacy · Room 2").
• Type: fridge, freezer, incubator, room or other.
• Low and high limits in °C (for example 2 and 8 for vaccines).
• The temperature display shows MIN / MAX: tick only if the display staff read from (the fridge's own display or a separate digital thermometer) has MIN and MAX values, the lowest and highest temperature since it was last reset. Staff then enter those too, which catches problems between checks, such as the fridge warming up overnight and cooling back down before morning. Off by default.
• CO₂: tick for incubators and set the CO₂ % range.
• Check schedule, one of:
  • At set times each day: 24-hour times separated by commas, e.g. 08:00, 16:00. Best when checks follow opening hours or shifts.
  • Every few hours, counted from the last reading, e.g. every 4 hours. Best for 24/7 areas. A new unit is due straight away; each reading restarts the clock, so a late check pushes the next one later.
  The schedule drives the due/overdue statuses and the late and missed checks in reports.
• Check is due (minutes before): when the unit shows a check as due, and a reading starts counting for it (default 60).
• Check is overdue (minutes after): when a check with no reading shows as overdue; readings after that are marked late (default 60).

Saving a new unit shows its QR label straight away with a Print label button.

QR labels

• One label per unit: from the new-unit screen, the QR label button next to a unit, or Configuration → Print QR Labels for all of them.
• Stick it where staff already look at the display.
• Use waterproof label stock or laminate them. Freezer doors get frost and labels get wiped.
• If your facility's web address changes, reprint the labels.

Staff & roles

Configuration → Staff & Roles (admins only).

• Add a person: name, role, username (suggested from their name), a password of 8+ characters and a 4–6 digit PIN. Everyone gets all three. To log a reading they enter their username and either their PIN or their password. Viewers, managers and admins also use the username and password to sign in to the dashboard.
• Manage a person to change their username or role, set a new password or PIN, or mark them inactive when they leave. Inactive people can't log or sign in, but their past readings stay in the record.
• There must always be at least one active admin.
• Changing your own PIN: on the phone logging page tap Change my PIN, enter your username and your current PIN or password, then the new PIN. If you sign in to the dashboard, you can also click your name at the top.
• Changing your password: click your name at the top of the dashboard.

Groups

For admins. Configuration → Groups.

Groups decide who can see and log which units. For example, with 50 fridges you might make a "Pharmacy" group with the pharmacy's fridges and the pharmacy staff.

• People only see the units in their groups: on the dashboard, in reports, excursions and calibration.
• People can only log readings for units in their groups. Anyone else gets: "You haven't been added to a group for this unit. Ask an admin to add you."
• Admins always see and can log everything.
• A unit that isn't in any group is open to everyone, so you can introduce groups gradually.
• Units and people can be in more than one group. The Units and Staff lists show each one's groups.
• Creating, changing and deleting groups is recorded in the audit log, and the audit log can be filtered by group.

Calibration & verification

Managers and admins record checks; viewers can see them. Find it under Configuration → Calibration or Reports → Calibration Records.

1. Add your reference instruments (once)

Under Reference instruments, add each calibrated thermometer you check units against: name, model, serial, probe serial, when it and its probe were calibrated and when they're due, the certificate number, the lab, and attach the certificate. When a reference passes its due date it shows as Expired. Untick In use to retire one; past records keep it.

2. Record a check

1. + Record a check (or + Check next to a unit).
2. Choose the unit, whether it's a verification (comparing only) or a calibration (may include adjusting), the date and time, and the serial of the unit's thermometer or probe.
3. Choose the reference instrument used and the tolerance (for example ± 0.5 °C).
4. Enter one or more test points: what the reference read and what the unit read. The difference and pass/fail are worked out for you.
5. If the unit was adjusted, tick Unit was adjusted and enter the as-left readings.
6. Set when the next check is due, add notes, attach worksheets or certificates, and save.

Keeping the record trustworthy

• Each check stores the reference instrument's details as they were that day, so editing the reference later doesn't change history.
• If the reference or its probe was past its due date, the check is flagged.
• Checks can't be edited. You can attach more documents later. An admin can void a wrong record with a reason; it stays visible, marked voided, and the reason is in the audit log.
• The Unit status tab shows each unit's last result and next due date, and a unit's dashboard tile warns when its calibration check is overdue.

Billing

For admins: the Billing button in the top menu.

• Free trial: every new facility gets 30 days free.
• Price: worked out from your active units each month, shown line by line on the Billing page.
• Paying: pick 1, 3, 6 or 12 months (12 months includes 2 months free) and pay on the secure payment page. Your paid-through date moves forward as soon as the payment goes through, and the payment appears in your history.
• Switching units off: untick Active on a unit (Units & Thresholds → Edit). It stops taking readings and isn't billed, but its history stays in every report. Turn it back on any time.
• More units mid-period: if you've paid for a set number of active units, turning on another asks for a small top-up for the rest of the period.
• Reminders: admins see a reminder during the trial and in the last 14 days of a paid period.
• If a payment is missed: there's a 7-day grace period. After that, logging pauses but you can still sign in, view and export all your records, and renew to switch logging back on straight away.

Facility settings

• Facility name: shown on the dashboard, reports and labels.
• Company logo: a PNG or JPG (under 2 MB) shown on the dashboard, the sign-in page and printed reports.
• Signing in to the dashboard: allow username + password, username + PIN, or both. Password is the default; PIN sign-in is quicker but easier to guess.
• Logging readings: allow username + PIN, username + password, or both (the default). The phone page asks for whichever you allow.
• Timezone: all times and scheduled checks use it.

Troubleshooting

"Username or PIN/password not recognised."

Check your username, then try your PIN or your password. After 5 wrong tries that phone is locked for 15 minutes, and after 10 wrong tries for one username, that username is locked for 15 minutes. Forgot your PIN? Use your password, then set a new PIN with Change my PIN. Forgot both? An admin can set new ones under Staff & Roles (Manage).

"Too many attempts" when signing in.

5 failed sign-ins locks that device for 15 minutes. Ask an admin to reset your password.

Scanning the label doesn't open anything.

Make sure you're on the right Wi-Fi or have mobile data, and that the label isn't damaged. Otherwise see No signal and use the paper backup.

How do late and missed checks work?

This works the same for set times and for every-few-hours schedules. A reading counts toward a scheduled check from when it becomes due (default: 1 hour before its time) until the next check becomes due. Once it's overdue (default: more than 1 hour after its time) a reading still counts, marked late. A check is missed only if nothing is logged before the next check becomes due. Admins can change both times for each unit (Units & Thresholds → Edit). Readings saved on a phone without signal count once they sync.

Someone left the facility.

An admin marks them inactive under Staff & Roles. Don't delete the person: their past readings stay attributed to them.

The only admin forgot their password.

Email [email protected]. We can reset it on the server.

Glossary

Excursion

Any time a unit went outside its acceptable range, including a min or max recorded since the last reset.

Min/max memory

The lowest and highest temperatures the display recorded since someone last pressed reset. They catch problems between checks, e.g. overnight.

Scheduled check

A time of day a unit should be checked, set per unit by an admin.

Compliance %

Scheduled checks that had a reading (on time or late), divided by all scheduled checks in the period.

Audit log

A permanent record of who did what in the system, for inspections.