Daily Expiry Sweep — Manager Guide
Mary Brown's Belleville · Store #6264 · Standard Operating Reference
2 Sweeps Daily
8 Check Areas
Locked Digital Records
30-Day Retention
Purpose
Why This System Exists
The Daily Expiry Sweep Checklist is a food safety compliance tool used by the Manager on Duty to ensure every potentially hazardous food (PHF) area in the store is physically inspected for expired or near-expired product at two fixed points each day.
Expired product is a direct food safety risk to guests and a Health Unit violation. Our obligation under the Mary Brown's standard — and under Ontario food safety regulations — is that no expired product ever reaches a guest. The only way to guarantee that is through consistent, documented, timestamped checks performed by a responsible manager, every single day.
This system also creates a verifiable accountability trail. Every sweep is signed, timestamped, and saved to our secure store database. If a concern is raised — by a guest, the Health Unit, or a Steritech auditor — we have dated records showing that our team followed protocol.
Bottom line: This is not optional paperwork. This is how we protect guests, protect our operating licence, and demonstrate that Store #6264 holds itself to a higher standard than the minimum required.
Schedule
Sweep Schedule & Time Expectations
Two sweeps are required every operating day. Each must be completed and submitted by the Manager on Duty for that shift within the target window. The system tracks submission times automatically.
Morning Sweep
Target Window8:30 AM – 9:00 AM
Hard Deadline10:30 AM
ResponsibleOpening MOD
After 10:30 AMLate — explanation required
Midday Sweep
Target Window2:00 PM
Hard Deadline4:00 PM
ResponsibleMidday MOD
After 4:00 PMLate — explanation required
Late submission: If you submit after the deadline, the system automatically flags it as late and requires a written explanation before you can submit. That explanation becomes a permanent part of the record.
Check Areas
The 8 Areas You Must Check
Every sweep requires a physical inspection of all eight areas listed below. You must check every labelled item in each area, verify the oldest expiry date, and confirm nothing is expired or missing a date label.
Pack Line Fridge
Pack Line Reach-In Fridge
Tater Rack
Pack Line Spices
Metro Chicken Warmer
Walk-In Cooler
Salad Fridge
Salad Display
No shortcuts. Checking one shelf is not checking the area. You must physically inspect the oldest-dated product in every area before signing off. Signing a sweep without doing the check is falsification of a food safety record.
How To Use
Step-by-Step: Completing a Sweep
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Log in to MB Hub before opening the checklist. Your name is pulled from your active session automatically — you do not type it in. If you see a warning that you must be logged in, go back to the MB Hub login page and sign in first.
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Navigate to Manager Tools → Daily Expiry Sweep Checklist. The current date, day of week, and your name are pre-filled at the top of the form.
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Do the actual physical sweep before touching the checklist. Walk all 8 areas, check labels, confirm dates. The check happens in the store — not at the screen.
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For each area, tap OK or Expired Product Found. OK = all product in that area is within date. Expired Product Found = anything expired or missing a date label. Every area must be set before you can submit.
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If you tap Expired Product Found, a Corrective Action form opens automatically. Fill in every required field (see next section). You cannot submit the sweep until this is complete.
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Use "+ Add Entry" if more than one expired item was found in the same area. Each product needs its own corrective action entry.
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Tap "Stamp Time" in the Manager Sign-Off section when you are ready to sign off. The stamp records the current time as your official sign-off time. Do not stamp early — stamp when you are actually completing the form.
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Draw your signature in the signature box using your finger (on tablet/phone) or mouse. Sign clearly — this is a legal acknowledgement.
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Select "Confirmed" in the Final Confirmation dropdown to acknowledge the full sign-off statement.
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Click Submit. The sweep locks immediately, the record saves to the store database, and an email notification is sent automatically. A locked sweep cannot be edited without admin access.
After both sweeps are submitted, the Morning MOD and Midday MOD names appear in the header summary at the top of the checklist — giving the GM a quick at-a-glance confirmation that both sweeps are complete.
Expired Product
When Expired Product Is Found
Tapping Expired Product Found opens a Corrective Action form. Every field marked with an asterisk (*) is required. The form will not save until all required fields are complete.
Expired Item
Select from the dropdown. If the product isn't listed, note it in the Corrective Action field and notify Rob to add it to the product list.
Quantity Discarded
Number of units (pieces, bags, containers) removed and discarded. Count them before discarding.
Expiry Date / Time
The exact date and time printed on the label of the expired product.
Staff Coached
Was the staff member responsible for labelling or storing the product coached on the error? Select Yes / No / N/A.
Photo of Expired Product
A photo with the expired label clearly visible. Take it before discarding. Use "Take Photo" on mobile or "Choose from Gallery" to upload.
Manager Initials
Your initials (e.g. RB) confirming you personally handled the corrective action.
Corrective Action Taken
Describe exactly what you did: which product, where it was found, what you did with it, whether the area was re-checked, and whether staff were coached. Be specific — this is the record.
Discard immediately. Do not re-label. Do not move to a different area. Do not serve. Expired PHF product is discarded at the point of discovery — no exceptions.
No products in the dropdown? The product list for that area hasn't been set up yet. Manually describe the item in the Corrective Action text field, then notify Rob to add it via the Admin Dashboard.
Policy
Late & Missed Sweep Policy
The sweep schedule is a food safety standard, not a suggestion. Missed and late sweeps follow a clear progressive discipline path.
| Occurrence |
Outcome |
What Happens |
| Sweep completed on time |
No Action |
Record locked in system automatically. No follow-up needed. |
| Late submission (past deadline) — 1st occurrence |
Coaching |
Written explanation required in the system. Verbal coaching with GM. Noted on file. |
| Late submission — 2nd occurrence, or any missed sweep |
Written Warning |
Formal written warning issued. Placed on file. Reviewed at the next performance evaluation. |
| Pattern of misses or falsified sign-off |
Further Discipline |
Escalated to further corrective action up to and including suspension or termination. |
The system tracks submission times automatically. Late entries are flagged by the database, not self-reported. The Admin Dashboard shows the exact submission time for every sweep on every day. Submitting without doing the actual check is documented the same as a missed check.
Admin Only
Admin Features (Rob / Admin only)
The Admin Review Dashboard is accessible by clicking the Admin button in the page header. It is only visible to users logged in as Rob or Admin.
- ◆30-Day Dashboard: Metrics tiles showing total completed sweeps, late/missed count, expired product found, and locked records across the last 30 days.
- ◆Unlock a Record: If a submitted sweep contained an error, Rob can unlock that specific record to allow the manager to correct and resubmit it.
- ◆Delete a Record: Individual records can be permanently deleted. Use with caution — this cannot be undone.
- ◆Manage Product Dropdowns: Rob adds or removes products from the dropdown list for each of the 8 areas. This controls what managers select when logging expired product during corrective actions.
- ◆Clean Old Records: Sweeps older than 30 days can be purged from the database in one click using the "Clean Records Older Than 30 Days" button.
14-Day History (all managers): Every logged-in manager can see the rolling 14-day history panel at the bottom of the checklist page. It shows each day's sweep status — Done, Late, Missing, or Pending — at a glance.
Print
Printing a Completed Log
After both sweeps are submitted and locked, the completed checklist can be printed for physical filing. Click the Print Completed Log button at the top-right of the checklist page.
The print layout is formatted for letter-size paper in portrait orientation and includes all area statuses, corrective action details, signatures, and timestamps. Print when required for Steritech audits, Health Unit inspections, or any request for proof of daily checks.
Digital records remain in the database for 30 days regardless of whether a print is taken. Printing is supplementary — the database record is the primary source of truth.
✍ Manager Sign-Off
Manager Acknowledgement
Required for all managers. By signing below, you confirm that you have read and understood this guide in full — including the sweep schedule, the 8 check areas, the corrective action requirements, and the progressive discipline policy for missed or late sweeps. Your signature is saved to the store record.