Yes, NCASS membership is required. The Digital SMS (DSMS) is included with all membership tiers and is just one of the many great benefits available to NCASS members.
No. The Digital SMS is included within NCASS membership, so will not cost you anything extra, making your NCASS membership even better value. You will still receive the paper format/folder SMS but can use the Digital SMS instead of or alongside elements of the paper version.
The number of units/premises a member can utilise within the Digital SMS is based on their membership tier (as per the table below) and, consequently, the number of risk assessment sets they possess.
Standard – 1 / Premium – 3 / Plus – 5 / Pro – 20
The Digital SMS facilitates the following checks to support with relevant trading matters:
All the checks are saved within the Digital SMS and can be easily retrieved and reviewed.
Yes, the Digital SMS allows for the bespoke production of an Allergen Matrix which can be updated with just a few clicks to reflect changes to menus or ingredients. The completed Matrix can then also be shared via a QR code and so can be easily viewed by staff and customers.
For each dish or ingredient added within the ‘Unit Settings’ the Allergen Matrix can be automatically updated. A pop-up allergen page will appear on the screen which will allow the specific allergen boxes to be selected and additional details, such as the type of gluten (e.g., wheat) or “may contain” information, added into the additional details box. This information can then be approved so the dish will automatically appear in the Allergen Matrix.
The Compliance Manual which is packed full of useful compliance information relevant to food safety, health and safety and fire safety can be opened and viewed within the Digital SMS. It can be searched for keywords to allow specific information to easily be found by staff. The Compliance Manual is accessed via the ellipsis menu (3 dots) in the top right-hand corner of the Unit Selection Page (Home screen) or the Unit Overview Page.
The following Additional Resources are included in the Digital SMS as reflected in the Daily Diary:
The rest of the Additional Resources as they are laid out in the paper format/folder of the SMS are not included at this stage, so you still will have the option to use the resources in your folder version of the SMS or you can download additional copies from them from the member website here:
Download here
All risk assessments (Food, Fire H & S) that have been completed and saved within the Member Dashboard can be viewed in the Digital SMS. Within the ‘Documents’ section you can access all ‘Company Documents’ from the Member Dashboard (including COSHH, H&S Policy, insurance certificates etc). This is useful because, within a few clicks, you can have all your uploaded compliance documents to hand.
Please note: Only the membership account holder can access the Member Dashboard from the Digital SMS. Document creation, editing, and uploading must be done directly within the Member Dashboard. For instance, while you can view risk assessments in the Digital SMS, you cannot create or edit them there. To perform these actions, the membership account holder must log in to the Member Dashboard and use the online risk assessment tools and/or upload their documents.
No, you don’t need to duplicate the checks. We recommend that you choose your preferred format (either paper or digital) of SMS for completing your daily trading checks e.g., opening checks, cleaning checks, fridge/freezer, temperature checks etc.
You will continue to receive the same number of SMS systems (folders) that you are entitled to, relative to your membership tier as well as access to the Digital SMS (Number of units/premises accessible is also determined membership tier). This way you can experience both systems and determine your preference.
The checks set out in the Digital SMS reflect those set out in the Daily Diary but can be facilitated through a phone/tablet, therefore alleviating the need for paper recording and the transportation of all recording folders/systems back and forth to trading sites.
If you prefer, you can combine elements of the paper format with the Digital SMS. For example, you might continue to use Additional Resources, store printed risk assessments and training certificates in your Safety Management System folders and refer to the Compliance Manual in its bound book format. However, since you can use the Digital SMS to evidence all recordings and checks, you won’t need to complete the paper version of the Daily Diary as well, e.g., doing opening checks and temperature checks etc.
Yes. As part of the routine inspection process, an EHO will check to ensure you are correctly implementing your Safety Management System and keeping records. This will include checking to ensure the relevant food hygiene and safety checks have been carried out. Consistently implementing the relevant checks within the Digital SMS will enable you to evidence this.
EHOs are increasingly familiar with viewing compliance records in digital formats. This should mean this format will not be unfamiliar to them.
During routine inspections, it will be acceptable for you to show an EHO how you use the Digital SMS on your device to complete your compliance checks.
The Digital SMS is reflective of the technical content in the paper SMS which is Primary Authority Assured. The Royal Borough of Greenwich have reviewed the Digital SMS and have provided specific Primary Authority assurance for this system.
NCASS will continue to update EHOs on the Digital SMS and provide them with information to support their familiarisation, so they will be prepared for our members using the Digital SMS.
If an EHO has concerns in relation to the content of the Digital SMS then they are directed to contact us and our Primary Authority partners, Royal Borough of Greenwich, with their feedback.
Yes. A reporting mechanism is available within the Digital SMS – within a few clicks you will be able to download a PDF report of your daily/weekly or monthly trading checks, including the actions reported and resolved and evidence that the weekly and monthly reviews have been completed.
Yes. The reporting and download feature compiles evidence of your compliance checks and due diligence into a tabulated report, which can be printed or attached to an email. You can generate this report based on the dates or timeline you select. This will enable you to demonstrate or evidence your compliance and thus, it is a convenient tool for supporting routine inspections, spot checks, event applications, and formal regulatory investigations, such as allegations of food poisoning.
For the video on how to download a report see the video:
The terms and conditions can be found here – https://www.ncass.org.uk/terms-conditions/
The Digital SMS is a progressive web app that can be easily downloaded onto a digital mobile phone (Android or iPhone), tablet or laptop. If using older operating systems, we would advise the system is used within the web browser.
You can access the Digital SMS at https://dsms.ncass.org.uk. Most devices and browsers allow you to download the Digital SMS to your device’s home screen/desktop, enabling you to access and use it like a traditional app.
For further advice refer to video:
Apple iOS AndroidNo, the Digital SMS is not currently available in the App Store. As a progressive web app, it is available to download from a web browser instead:
Download herePlease note – only the membership account holder should set up the Digital SMS. It is simple and straightforward to do. After you have accessed the system, you will need to:
Begin using the Digital SMS:
Even though it is an intuitive and self-explanatory system, there are instructions within the system to guide you through these processes. We have created some short, easy to follow videos on how to set up and use the system. View the playlist here:
Watch hereNo. Currently the Digital SMS does not provide notifications. Since the system is a Progressive Web App (PWA) rather than a native app, push notifications are not available on Apple devices. However, this is an area we are actively exploring for future development, and we are committed to finding alternative solutions.
Yes. If trading where the Wi-Fi or mobile data service is unreliable, it can still be accessed and used due to its offline capabilities: The system will save information offline, then sync when reconnected to data.
Whilst working offline you can complete the trading checks e.g., opening checks, cooking, hot holding checks.
The following features will NOT be available if you are in offline mode:
The PDF report of the daily/weekly completed checks cannot be viewed.
You can entrust staff with more or less options to complete/delete/amend records as appropriate, but in effect everyone across the business can easily log in and be given access to carry out the checks commensurate with their role. See the Access Matrix below for user levels and permissions.
Only users with manager or supervisor access can access the Unit Settings page.
For further advice refer to video:
Watch here
Go to ‘My Team’ within your profile on the My Units/Premises page. Note – only those with ‘Manager’ permission can amend user levels and permissions for other members of the team.
For further advice refer to video:
Watch hereNo. You will still need to edit and create documents within the Member Dashboard itself. For example, whilst it is possible to view risk assessments within the Digital SMS it will not be possible to edit them. This will still need to be done by logging into the Member Dashboard.
Member DashboardYes. You can add your own customised checks to each type of trading check e.g., opening checks, cleaning checks, weekly review. This is useful if there are specific instructions or steps you want to create for staff to follow. It is easy to add your own custom checks and you can view them in the ‘Unit Settings’ alongside which checklist they relate to. You can also decide if your custom checks are set for all units/premises or just a particular trading unit/premises.
Yes. In Unit settings, you can specify the exact number of checks required for a particular ‘Fridge’, ‘Freezer’ or ‘Dish’ on any given day before that day can be signed off. While the system may not provide notifications for exactly when checks need to be conducted, it ensures that a day cannot be signed off without the required checks being completed.
Yes. Dishes can be added in the Unit Settings page. You can then add the dishes or menu items you want to monitor for temperature checks during cooking/reheating, hot holding, and cooling so they will automatically appear in the relevant checklists. They can also be automatically added to the Allergen Matrix.
It is easy to create ‘Actions’ – which are then highlighted in the Digital SMS, and can act as useful reminders of things that need to be done, corrective measures etc. They are viewed by staff members through the system so are useful communications/delegation/direct instructions for staff to take. They will also demonstrate to EHOs that the system is being properly implemented and the business is taking corrective actions where necessary in line with the legal requirements of HACCP/risk assessments.
To create an action – this can be done either within the checklist when responding ‘NO’ to a check or as a stand-alone action by selecting ‘Create Action’ and adding the relevant details. You can set a priority of Low/Medium/High, and they can be viewed as a list within the ‘Unit overview page’. It is then very easy to select, update and complete an action – highlighting what is still outstanding.
See video on how to create an action:
Watch hereThere is a ‘Forgot password?’ link on the Digital SMS login page. Clicking this link will send an email to the associated user’s email address with a link to choose a new password.
Technical support is available over the phone during NCASS working hours. However, we are confident that most technical questions and queries can be answered or resolved either through these FAQs or by visiting the tutorial videos in the help section of the Digital System.
No. They can only be accessed when online. When in the offline mode the Digital SMS can be used to add in checks/complete checklists.
A unit/premises will only be available for use in the Digital SMS if a Risk Assessment credit has been allocated to it in the Member Dashboard and at least one of its risk assessments has been started. If a unit or premises does not have a used Risk Assessment credit and therefore no risk assessment has been started, it will be greyed out in the Digital SMS. To use that unit or premises within the Digital SMS, you must allocate a Risk Assessment credit and begin a risk assessment for it in the NCASS Member Dashboard. You can increase the number of units/premises accessible in the Digital SMS by upgrading your membership.
Standard – 1 / Premium – 3 / Plus – 5 / Pro – 20
Membership can be upgraded by contacting the NCASS office on 0300 124 6866.
For more tutorials go to playlist:
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