Document library
A simple document management system for restaurants and stores
MaintainIQ gives you a simple document management system for restaurants, stores and hotels, in the same app your team uses for checklists. Food safety plans, training files, equipment manuals, permits and spec sheets sit in folders, so nobody digs through the office drawer when an inspector or a new hire asks for something.
- Folders and attachments
- iPhone, iPad, Android and web
- Unlimited users per location
Operators at these brands use MaintainIQ
On the floor
The manual is on the tablet, not locked in the office
When the dish machine throws an error at 9 PM, the manual should be on the kitchen tablet, not in a drawer the closing manager has no key to. Your team opens the document library in the MaintainIQ app, the same app they use for their checklists, on a phone, tablet or computer.
- Share a folder with every location or limit it to one, instead of a binder at each site
- Replace a file once and every location opens the new one
- The app works in English and Spanish
Training
New hires find the training files on day one
Training packets get copied, marked up and lost. Keep the onboarding packet, station guides and safety training in a training folder, and every new cook or server at every location starts from the same material. Team members each have a title at their location, and you can add as many users as you need.
- A training folder for onboarding and station guides
- Team members with a title at each location
- Unlimited users, so every new hire gets a login
- Training records, so you can see who has been trained
Equipment
Manuals and warranty dates next to the repairs
Keep equipment manuals in the library, and keep the warranty expiry date, service instructions and preferred vendor on each piece of equipment's maintenance record. Before you pay for a service call, check whether the warranty still covers it.
- An equipment manuals folder in the library
- Warranty expiry dates with an "expires in X days" countdown
- Service instructions and a preferred vendor on each maintenance record
Inspection day
Ready when the health inspector asks for your plan
Inspectors ask for the food safety plan, the pest control reports and your temperature records, and they notice when you cannot find them. Keep the plan and reports in the library, run your temperature logs and checklists in MaintainIQ, and see each location's last health inspection date, status and score on the Compliance tab.
- A food safety plan folder every location can open
- Last health inspection date, status and score per location
- Past checklist and temperature records for a date range, with who submitted them, to view or export
What to keep
What to keep in a document management system for restaurants
These are examples of folders operators set up. For more detail, read our guide to document management for restaurants.
Food safety
4- Food safety plan
- Cleaning and sanitizing procedures
- Allergen information for the menu
- Last health inspection report
Training
4- Onboarding packet
- Station guides
- Safety training materials
- Recipe cards and spec sheets
Equipment
3- Equipment manuals
- Warranty paperwork
- Service reports from vendors
Permits and licenses
4- Health permit
- Business license
- Fire inspection certificates
- Pest control reports
Straight answer
What the document library does not do
The document library is a set of folders for your files, shared with every location or kept to one. It does not keep a version history or send reminders when a permit expires. Equipment warranties are the one exception, since each piece of equipment shows its own warranty countdown. Keep permit renewal dates on your calendar, and when you need a sign-off, add a signature item to a checklist.
Free templates
Free checklists to keep in your library
Free Staff Safety Training Checklist, Essential Framework for Workplace Safety
Download our essential staff safety training checklist. Covers protocols for workplace, fire, food & equipment safety. Free PDF to enhance business safety.
Emergency Action Plan Checklist, Your Complete Guide to Kitchen Safety
Free downloadable Emergency Action Plan Checklist for professional kitchens. Expert-designed protocols to protect your staff, customers, and business.
Health Inspection Checklist PDF, Free Restaurant Prep
A free restaurant health inspection checklist PDF covering food storage, handwashing, cleaning, equipment, pests, records and a final walkthrough.
What is a document management system for restaurants?
It is one place to keep the files a restaurant needs to find quickly, such as food safety plans, training materials, equipment manuals, permits and spec sheets. Instead of a binder at each location, everyone opens the same files from a phone, tablet or computer.
What documents should a restaurant keep on hand?
Most restaurants keep a food safety plan, health permits and licenses, the last inspection report, pest control reports, training and onboarding files, equipment manuals and warranty papers, and recipe cards or spec sheets. Keep them where every manager can find them without calling the office.
Can my team open documents on their phones?
Yes. The document library is part of the MaintainIQ app for iPhone, iPad, Android phones and tablets, and the web, so staff can open a manual or a spec sheet from the kitchen tablet.
Does MaintainIQ track document versions or expiry dates?
No. The document library keeps your files in folders. It does not keep a version history or remind you when a permit expires. Equipment warranties are the exception, since each piece of equipment has a warranty expiry date with a countdown.
Can I limit a folder to one location?
Yes. Each folder can be shared with every location or limited to one location. The food safety plan and the training files can reach every site, while a store's own permits and service reports stay with that store, and every manager still opens them in the same app.
Is the document library a separate product?
No. The document library is part of MaintainIQ, next to checklists, temperature logs, audits, work orders and preventive maintenance. MaintainIQ is priced per location with unlimited users. See pricing.
Can stores and hotels use it too?
Yes. Grocery and convenience stores, hotels, parks and senior living communities can keep their manuals, plans and training files in the same kind of folders. See industries.
Ready when you are
Put your binders in one library
In a 15-minute demo we will show you the document library and how it fits with your checklists and maintenance records.
- iPhone, iPad, Android and web
- English and Spanish
- Unlimited users per location
Prefer to talk? Call (888) 534-0261. US-based support.