Compliance Made Easy for Convenience Stores
Manage food safety, licensing, and store compliance with simple digital tools designed for busy independent retailers.
The Challenge
Convenience stores operate with minimal staffing, juggling customer service with food safety, licensing compliance for age-restricted products, symbol group requirements, and maintaining hygiene ratings - all while owner-operators wear multiple hats and have limited time for paperwork.
How Assistant Manager Solves Convenience Stores Compliance
Each module is designed to address the specific challenges convenience stores businesses face every day.
Checklist Management
Convenience stores need ultra-fast compliance tools that work around constant customer interruptions - not paper systems that pile up for "when I have time" which never comes
The Problems
Why This Matters for Convenience Stores
- Temperature checks and cleaning tasks are done "when there is time" between serving customers, with paper records filled in at end of day from memory or forgotten entirely during busy periods
When EHO visits unannounced, you cannot produce current temperature logs or cleaning records, risking hygiene rating downgrades and reputational damage
- Opening and closing procedures are "in your head" - no documented checks mean critical tasks like date rotation, security, and equipment shutdown are inconsistent depending on who closes
Stock waste from missed date checks, security incidents from forgotten locks, and no proof of systematic compliance for symbol group audits
The Solution
How Checklist Management Helps
Quick mobile checklists that take 30 seconds to complete, with temperature logging, photo evidence, and automatic reminders so nothing gets forgotten even during busy trading
Fridge temps and cleaning logged digitally in seconds between customers, opening/closing checklists ensure consistency regardless of who is working, and records are ready instantly for EHO or symbol group visits
Use Cases:
- • Quick morning temperature checks across all fridges and chillers
- • Date rotation checks on sandwiches, milk, and fresh products
- • Opening checklist with security and equipment verification
- • Closing checklist with alarms, locks, and equipment shutdown
- • Daily cleaning schedules for food prep areas and customer toilets
- • Delivery acceptance checks with temperature verification
- • ATM and Lottery terminal daily checks
Feature Screenshot
Checklist Management
Real-World Examples
Example 1: Temperature checks and cleaning tasks are done "when there is time" between serving customers, with paper records filled in at end of day from memory or forgotten entirely during busy periods
Real Scenario
"EHO arrives at 2pm on a busy Friday and asks to see today's fridge temperature records. Your clipboard is still blank because you've been serving a steady stream of customers since opening. The EHO notes "inadequate monitoring systems" and your rating drops from 4 to 3."
Example 2: Opening and closing procedures are "in your head" - no documented checks mean critical tasks like date rotation, security, and equipment shutdown are inconsistent depending on who closes
Real Scenario
"Your part-time evening staff closes up and forgets to check chiller temperatures before leaving. Overnight the chiller fails. Morning reveals £800 of sandwiches and dairy at unsafe temperatures that must be destroyed - but you have no temperature log to prove when it failed or whether stock was safe."
Employee Scheduling
C-stores rely on small teams of part-timers with varying availability and training - scheduling must be flexible while ensuring qualified staff for licensing compliance
The Problems
Why This Matters for Convenience Stores
- Rotas are scribbled on paper or in a notebook, with no visibility of who is actually trained on age-restricted sales, food handling, or has a personal licence - leading to unqualified staff left alone
Staff without Challenge 25 training sell age-restricted products leading to Trading Standards prosecution, or staff without food hygiene training prepare food illegally
- Family and part-time staff availability changes constantly (college, other jobs, family commitments) but scheduling is reactive - calling people at last minute to cover gaps
Shifts go uncovered forcing you to work excessive hours, or the store operates understaffed during busy periods damaging customer service and sales
The Solution
How Employee Scheduling Helps
Simple scheduling with staff availability visibility, automatic qualification checks for age-restricted areas, and instant notifications when shifts need covering
Know who is available before creating rotas, never schedule unqualified staff for alcohol sales, and fill gaps quickly through shift notifications
Use Cases:
- • Part-time staff availability tracking around college and other jobs
- • Challenge 25 training verification before alcohol sales shifts
- • Personal licence holder scheduling for premises license compliance
- • Food hygiene certification check for food prep shifts
- • Shift gap notifications sent to qualified available staff
- • Family member and owner-operator schedule coordination
- • Peak period coverage (mornings, evenings, weekends)
Feature Screenshot
Employee Scheduling
Real-World Examples
Example 1: Rotas are scribbled on paper or in a notebook, with no visibility of who is actually trained on age-restricted sales, food handling, or has a personal licence - leading to unqualified staff left alone
Real Scenario
"Trading Standards test purchase: your Saturday part-timer sells alcohol to an underage volunteer. Investigation reveals she started two weeks ago and was never trained on Challenge 25 - you just needed someone for busy Saturdays. The store is prosecuted and your alcohol licence is reviewed."
Example 2: Family and part-time staff availability changes constantly (college, other jobs, family commitments) but scheduling is reactive - calling people at last minute to cover gaps
Real Scenario
"Your Sunday staff member texts at 8am "cant come in today". You spend the morning calling people while running the store alone. By the time cover arrives at 1pm, you've lost the busy morning trade because customers got frustrated with long queues and left."
Time Clock & Attendance
Small c-stores cannot afford payroll inflation from inaccurate hours, and young part-time workers need protection through proper break monitoring
The Problems
Why This Matters for Convenience Stores
- Staff hours are tracked "roughly" or on paper timesheets filled in from memory, with no accurate record of actual hours worked or whether staff were actually present
Payroll costs are inflated, you cannot prove who was on duty when incidents occur, and Working Time Regulations breaches go unnoticed
- Young staff (under 18) work shifts without anyone tracking whether they are getting legally required breaks or working excessive hours
Serious Working Time Regulations breaches for under-18s that can result in HSE enforcement if issues arise
The Solution
How Time Clock & Attendance Helps
Simple digital clock in/out on mobile, automatic timesheet generation, under-18 break monitoring, and accurate records for payroll and incident investigation
Accurate hours worked means correct payroll, young workers get required breaks automatically, and you can prove exactly who was on duty when needed
Use Cases:
- • Mobile clock in/out for staff arriving and leaving
- • Accurate weekly timesheet generation for payroll
- • Under-18 staff break compliance alerts
- • Attendance records for incident investigation
- • Working Time Regulations monitoring for young workers
- • Late arrival and early departure tracking
- • Owner-operator hours tracking for business analysis
Feature Screenshot
Time Clock & Attendance
Real-World Examples
Example 1: Staff hours are tracked "roughly" or on paper timesheets filled in from memory, with no accurate record of actual hours worked or whether staff were actually present
Real Scenario
"Your part-timer claims she worked 25 hours last week. Your rough notes suggest 20 hours. She insists she stayed late twice. You have no accurate records and end up paying 25 hours to avoid dispute - but suspect you're being overcharged regularly."
Example 2: Young staff (under 18) work shifts without anyone tracking whether they are getting legally required breaks or working excessive hours
Real Scenario
"Your 17-year-old Saturday worker regularly does 9-hour shifts without breaks because "its fine, I don't mind." When they trip and injure themselves while tired, HSE investigation reveals systematic breaches of young worker regulations. Your liability increases significantly."
Training & Development
C-stores must prove age-verification and food safety training to protect licenses and ratings, but traditional classroom training is impractical for small teams
The Problems
Why This Matters for Convenience Stores
- New staff training is a quick verbal walkthrough "watch me do it" style, with no documentation, testing, or certificates - especially for Challenge 25 and food safety
Staff make age-verification mistakes leading to prosecution, handle food unsafely, and you cannot prove they were trained when regulators ask
- Level 2 Food Hygiene certificates from staff inductions are filed and forgotten - nobody tracks expiry dates or when refresher training is due
Staff with expired certificates prepare food, EHO inspections reveal non-compliance, and you risk hygiene rating downgrades
The Solution
How Training & Development Helps
Simple online training courses for Challenge 25 and food safety, automatic certificate tracking with renewal reminders, and instant proof of competence for inspections
Every staff member completes Challenge 25 before first shift, food hygiene certificates are renewed before expiry, and instant training reports for Trading Standards or EHO
Use Cases:
- • Challenge 25 online training for all staff before first shift
- • Level 2 Food Hygiene certification with automatic renewal alerts
- • Allergen awareness training for food preparation
- • Refusals book training and documentation procedures
- • New starter induction covering store policies and procedures
- • Fire safety and emergency procedures training
- • Cash handling and security awareness training
Feature Screenshot
Training & Development
Real-World Examples
Example 1: New staff training is a quick verbal walkthrough "watch me do it" style, with no documentation, testing, or certificates - especially for Challenge 25 and food safety
Real Scenario
"Trading Standards prosecution for underage alcohol sale. Your defense is "I told her about Challenge 25 on her first day." Trading Standards asks for training records - you have none. The court views this as inadequate, and the fine is increased due to lack of systematic training."
Example 2: Level 2 Food Hygiene certificates from staff inductions are filed and forgotten - nobody tracks expiry dates or when refresher training is due
Real Scenario
"EHO visit finds you preparing sandwiches for sale. They ask for your Level 2 Food Hygiene certificate - you realize it expired two years ago and was never renewed. The EHO questions whether you understand current allergen requirements and food safety law. Your rating is reduced pending evidence of renewed training."
HR Management
Small c-stores cannot afford Right to Work fines or licensing issues - digital HR systems ensure compliance without complex paperwork
The Problems
Why This Matters for Convenience Stores
- Staff details (emergency contacts, Right to Work docs, training certificates) are collected on paper and stuffed in an envelope or drawer - impossible to find when needed
Home Office Right to Work audits reveal missing documentation leading to fines, emergencies occur without access to staff emergency contacts
- Personal licence holders and training certificates are not tracked - you assume everyone is current until an inspection or renewal notice reveals expiries
Staff with expired personal licences sell alcohol illegally, or food handlers with expired certificates work unqualified
The Solution
How HR Management Helps
Digital employee records with emergency contacts, Right to Work tracking, personal licence management, and training certificate storage all accessible from your phone
Emergency contacts are instantly accessible, Right to Work compliance is tracked with renewal alerts, and you can immediately prove personal licence and training status
Use Cases:
- • Right to Work document storage and expiry tracking
- • Personal licence holder status and renewal tracking
- • Emergency contact information quick access
- • Staff medical information for first aid situations
- • Training certificate storage and verification
- • Holiday and absence tracking for small teams
- • Staff contact details for shift cover emergencies
Feature Screenshot
HR Management
Real-World Examples
Example 1: Staff details (emergency contacts, Right to Work docs, training certificates) are collected on paper and stuffed in an envelope or drawer - impossible to find when needed
Real Scenario
"A staff member has a medical emergency on shift. Paramedics ask for emergency contacts and medical information. You frantically search through papers in the back office while the emergency unfolds. You eventually find it written on her original job application buried in a pile of paperwork."
Example 2: Personal licence holders and training certificates are not tracked - you assume everyone is current until an inspection or renewal notice reveals expiries
Real Scenario
"Police licensing inspection asks to see your personal licence. You produce it confidently - but inspection reveals it expired 6 months ago. You have been selling alcohol without a valid license. Your premises licence is reviewed and alcohol sales are suspended pending renewal."
Risk Assessment
C-stores face unique risks like lone working and late-night operation - risk assessments must be practical and address real retail hazards
The Problems
Why This Matters for Convenience Stores
- Risk assessments are something "I should probably do" but never get around to, or are generic templates downloaded once and never looked at again
When HSE visit after an incident, you have no documented risk assessments, no evidence of hazard identification, and increased liability
- Working alone risks (lone working, late-night opening, cash handling, aggression) are not formally assessed despite being daily realities of c-store operation
Incidents of staff assault, robbery, or injury while working alone expose inadequate safety management and duty of care failures
The Solution
How Risk Assessment Helps
Practical risk assessment templates for c-stores covering slip hazards, lone working, cash handling, and deliveries, with simple mobile access and review reminders
Core retail hazards are assessed and documented, lone working risks are controlled with clear procedures, and HSE compliance is demonstrated
Use Cases:
- • Slip, trip, and fall risk assessment for customer areas
- • Lone working risk assessment with control measures
- • Cash handling and robbery risk assessment
- • Manual handling for stock deliveries and shelf stacking
- • Ladder use for high shelving and storage
- • Age-restricted sales conflict and aggression risk
- • Food preparation equipment safety (if applicable)
Feature Screenshot
Risk Assessment
Real-World Examples
Example 1: Risk assessments are something "I should probably do" but never get around to, or are generic templates downloaded once and never looked at again
Real Scenario
"A customer slips on a wet floor near the drinks fridge (condensation issue). HSE investigation after they claim injury finds you have no risk assessment for slip hazards. HSE issues an enforcement notice requiring proper risk assessment systems. Your insurance premium increases, and the claim cannot be defended effectively."
Example 2: Working alone risks (lone working, late-night opening, cash handling, aggression) are not formally assessed despite being daily realities of c-store operation
Real Scenario
"A staff member is threatened during a late-night attempted robbery. Police and HSE review your safety measures and find no risk assessment for lone working, no panic alarms, no documented procedures. HSE issues improvement notice for failure to protect lone workers."
Accident & Incident Records
C-stores need ultra-fast incident recording that doesn't disrupt customer service, plus refusals logging to demonstrate licensing compliance
The Problems
Why This Matters for Convenience Stores
- Customer incidents (slips, trips) are dealt with on the spot but rarely documented properly - maybe a quick note in a diary or accident book if remembered
When customers claim injury months later, you have no records to defend yourself, no witness details, no photos, and increased liability
- Refusals of age-restricted sales are not logged, so when Trading Standards ask for refusal records, you have none to show
Trading Standards view lack of refusal logs as evidence of poor compliance culture, potentially affecting licensing decisions
The Solution
How Accident & Incident Records Helps
Quick mobile incident logging with photo capture, witness details, age-restricted refusal logging, and automatic record generation for insurance or legal needs
Every customer incident is documented with photos and details immediately, age-restricted refusals are logged proving compliance, and records defend against claims
Use Cases:
- • Customer slip, trip, and fall incident recording with photos
- • Age-restricted sale refusal logging with customer details
- • Staff injury or near-miss reporting
- • Security incident recording (theft, aggression, threats)
- • Product complaint logging
- • Witness statement capture at time of incident
- • Insurance claim documentation package generation
Feature Screenshot
Accident & Incident Records
Real-World Examples
Example 1: Customer incidents (slips, trips) are dealt with on the spot but rarely documented properly - maybe a quick note in a diary or accident book if remembered
Real Scenario
"Eight months after a minor customer trip incident, a solicitor's letter arrives claiming significant injury and loss of earnings. You vaguely remember the incident but have no records - no accident book entry, no witness details, no photo of the area. The claim proceeds unchallenged, costing £12,000."
Example 2: Refusals of age-restricted sales are not logged, so when Trading Standards ask for refusal records, you have none to show
Real Scenario
"Trading Standards test purchase is refused correctly - good job. But when they ask to see your refusals log as evidence of your compliance culture, you have nothing. They note "no systems to demonstrate ongoing compliance" in their report, affecting future licensing considerations."
COSHH Assessments
C-stores use cleaning chemicals that require proper COSHH management despite being "everyday products" - compliance protects staff and meets legal duties
The Problems
Why This Matters for Convenience Stores
- Cleaning chemicals are bought from cash and carry and used without COSHH assessments, Safety Data Sheets are never obtained, and staff are not trained on safe use
Staff suffer skin reactions from cleaning products, HSE inspections find no COSHH compliance, and prosecution risk if serious exposure occurs
- Multiple cleaning products accumulate under the counter and in the back room - you are not sure what they all are or whether they are safe to use together
Dangerous mixing of incompatible chemicals, no emergency information available if spills occur, and no ability to show HSE what chemicals are present
The Solution
How COSHH Assessments Helps
Simple COSHH assessment system with photo-based chemical identification, automatic Safety Data Sheet retrieval, and basic risk information accessible on mobile
Every cleaning chemical has a COSHH assessment with current Safety Data Sheet, staff know what PPE to use, and emergency services can see your chemical inventory
Use Cases:
- • Floor and surface cleaning chemical COSHH assessments
- • Toilet cleaning product safety assessments
- • Glass cleaner and general cleaning product assessments
- • Food preparation area sanitizer assessments (if applicable)
- • Staff training records on chemical handling and PPE
- • Chemical storage safety and COSHH cupboard compliance
- • Safety Data Sheet library accessible from mobile
Feature Screenshot
COSHH Assessments
Real-World Examples
Example 1: Cleaning chemicals are bought from cash and carry and used without COSHH assessments, Safety Data Sheets are never obtained, and staff are not trained on safe use
Real Scenario
"Your evening cleaner develops severe dermatitis. HSE investigation reveals she uses industrial-strength floor cleaner without gloves (you never provided them), no COSHH assessment exists, no Safety Data Sheet was obtained, and she received no training. HSE prosecutes for failure to assess and control chemical risks."
Example 2: Multiple cleaning products accumulate under the counter and in the back room - you are not sure what they all are or whether they are safe to use together
Real Scenario
"A delivery driver accidentally knocks over chemicals in your back room, creating a strong smell. Fire brigade attends and asks what chemicals might be involved. You cannot tell them because you don't know what half the products under the sink are or whether any Safety Data Sheets exist. The store is evacuated for hours pending specialist cleanup."
Results Convenience Stores Businesses Achieve
Other Retail Solutions
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