🧩 Understanding Form Design & Structure in ComplianceTrackr

This article provides a clear overview of how ComplianceTrackr Forms are designed and structured.

In just a 2-minute read, you’ll gain clarity on the methodology behind the Form Builder, helping you design better forms and capture the reporting data you actually want.

By the end of this article, you’ll be able to:

Design and structure forms correctly
Understand how form data flows into reporting
Use staff, contractors, equipment, and food items effectively

🔑 Key Components of the Form Builder

There are four main components used when creating forms in ComplianceTrackr:

Form Types
Form Categories
Equipment Types & Food Item Information
Staff, Contractor, Supplier, or Vendor Information

Each component contributes to how your data is recorded, linked, and reported.

📁 Form Groups (As of Jan 2026)

ComplianceTrackr currently supports the following Form Groups:

Master Forms
Local Forms
Group Forms (Coming soon)

Master Forms

Assigned to sites when they join ComplianceTrackr (via Support)
Visible to all assigned sites
Cannot be edited
Can be copied to Local Forms if customisation is required

Local Forms

Created and fully editable by your site
Used for site-specific workflows and reporting

Group Forms (No release date confirmed)

🏷️ Form Types

The following Form Types can be selected when creating forms:

Audit
Maintenance
Incident
Pre-Start
Shutdown
Competency & Training
Food Safety Inspection
Safety
AML / CTF (Coming Feb 2026)

📊 Each form type has its own dedicated reporting page, allowing you to review results specific to that form type.

There is another Support Article that will go through these form types in more detail.

🗂️ Form Categories

Form Categories allow you to group, filter, and report on forms more effectively.

Master Form Categories are provided by default
Site Admins can hide categories that are not applicable
Custom categories can be created for tailored reporting

Example

If you want to report on Incident Forms occurring in a specific location (e.g. Level 2 Car Park):

Add Level 2 Car Park as an Incident Location category
The Incident Reporting page will display results for this category

🧊 Equipment Types & 🍱 Food Item Information

Equipment Types

Pre-set Master Equipment Types are provided (e.g. Freezer, Fridge, Hot Storage)
Each includes predefined upper and lower temperature limits
Used for:
- Manual temperature logs
- Sensor hardware monitoring
- Time & Temperature logs

Custom Equipment Types

You can create custom equipment types where needed.

Example:

A gelato freezer may operate at a higher temperature than a standard freezer.

Creating a custom equipment type helps prevent:

False sensor alerts
Unfavourable temperature records

Food Items

Food Items can be used to record food-related data against contractors, suppliers, or vendors.

Include assigned temperature ranges
Record food delivery issues, food poisoning complaints etc.
Include food categories (e.g. Allergen, Protein)

⚠️ Food Item categories are currently fixed and cannot be edited.

👷 Staff, Contractors, Vendors & Suppliers

Forms can be linked to staff members, contractors, vendors, or suppliers to improve traceability and reporting.

Common Use Cases

Assigning a maintenance request to equipment linked to a contractor
Recording a rejected food delivery, including:
- Rejected items
- Assigned supplier
- Photos and notes
- Automatic linking of the form to that supplier

Recording Incident Forms against:

A staff member
A contractor
A vendor or supplier

This allows you to track and report on all forms associated with a specific person or business.

✅ Final Notes

This article provides a high-level overview of the ComplianceTrackr Form Builder.

Once these concepts are understood, designing forms and generating meaningful reports becomes much easier.

It may useful to update your Form Categories, Food Items and Equipment Types before creating forms.

📩 Need help or have questions?

Contact our support team at support@sm8a.com.au