Reports overview
The Reports screen lets you generate a compliance report for Environmental Health Officer (EHO) inspections. It pulls together your recorded hygiene checks and cold storage temperature logs into a single summary, showing overall compliance percentage and individual incident details.
Opening the Reports screen
You can reach the Reports screen from two places:
- Dashboard — tap the Reports card on the home screen.
- Sidebar menu — tap Menu > Reports & Exports.
Choosing a date range
Select how far back you want the report to cover. Three options are available:
- 7 Days — the most recent week of records.
- 30 Days — one month of records (selected by default).
- 3 Months — up to three months of records.
The selected date range defines what the report covers. It applies to the on-screen preview, the downloaded PDF, and the emailed report.
Include in Report toggles
Two toggles let you filter what appears in the report:
- Daily Hygiene Checks — show or hide the hygiene checks section.
- Cold Storage Temperature Logs — show or hide the temperature logs section.
The toggles filter the on-screen preview and the emailed report (including its attached PDF). The downloaded PDF always includes both datasets. The executive summary — overall compliance percentage, total checks, and incident count — always stays computed over all of your data for the chosen date range, so the overall compliance figure means the same thing regardless of what you choose to include.
Previewing the report
Tap Preview Report to open the preview modal. The modal shows:
- Establishment name and date range at the top.
- An executive summary with overall compliance percentage, total checks, and incident count.
- If enabled, a Daily Hygiene Checks table with each check's name, frequency, and status.
- If enabled, a Cold Storage Temperature Logs table with each fridge/food item name, temperature, and who recorded it.
Status indicators
Each hygiene check row shows a coloured dot next to its status:
| Dot colour | Status | Meaning |
|---|---|---|
| Green | On time | Completed before the due time |
| Orange | Late | Completed after the due time |
| Grey | Skipped | Intentionally skipped |
| Red | Not completed | Missed entirely |
What an EHO wants to see
Here are the records Environmental Health Officers typically request during an inspection, and where you'll find them in Spotless Score:
| Record type | Spotless Score equivalent | Where to find it |
|---|---|---|
| Temperature logs (chill, cooking, hot hold) | Cold_store and food check occurrences | Reports screen (Cold Storage Temperature Logs section) or Daily Checklist |
| Cleaning schedules | Deep clean checks, kitchen visual checks | Manage Checks → Twice Daily / weekly groups |
| Pest control records | Pest indicator checks, pest control checks | Manage Checks → Twice Daily / weekly groups |
| Staff training records | Training records check, Level 2 refresher check | Manage Checks → monthly / quarterly groups |
| Supplier delivery checks | Supplier delivery review check | Manage Checks → weekly / quarterly |
| HACCP / SFBB documentation | HACCP review check, self-audit check | Manage Checks → monthly / quarterly groups |
| Calibration records | Food probe calibration check | Manage Checks → weekly group |
Record retention
Most EHOs expect records to be kept for at least 3–6 months. Spotless Score keeps your records indefinitely — you never need to "clear out old data" or archive logbooks. Every completed check, temperature reading, and corrective action remains available.
Downloading the report
Tap Download PDF Report to generate a PDF version of the
report for the selected date range. The report is generated as a file
named compliance-report-DATE-from-to-DATE.pdf.
- On the web — the PDF file downloads to your computer using your browser's standard download.
- On the app (iPhone or Android) — the share sheet opens so you can save the PDF to Files, send it by email or messaging, or open it in another app.
While the report is being generated the button shows a loading spinner and can't be pressed again. If the report can't be generated, you'll see an error message explaining what went wrong.
Emailing the report
You can email the report straight to an Environmental Health Officer (or anyone else) without downloading anything:
- Choose the date range you want to cover.
- Set the Include in Report toggles — the emailed report respects them.
-
Type the recipient's email address into the box (for example
eho@council.gov.uk). - Tap Email Report.
The recipient gets an email from noreply@spotlessscore.uk with the report as the message body, plus a PDF copy of the report attached when PDF generation is available. The email includes the same executive summary (overall compliance percentage, total checks, and incidents) and the sections you chose to include.
While the report is being emailed the button shows a loading spinner and can't be pressed again. If the email can't be sent you'll see an error message explaining why — for example if email sending hasn't been enabled for your workspace yet. If that happens, use Download PDF Report and attach the file to an email yourself.
API reference
GET /v1/tenants/{tenantCode}/reports/compliance?from=YYYY-MM-DD&to=YYYY-MM-DD
POST /v1/tenants/{tenantCode}/reports/email
{ "recipient": "eho@council.gov.uk", "from": "YYYY-MM-DD", "to": "YYYY-MM-DD",
"show_hygiene": true, "show_temp": true }
Both from and to are ISO date strings (required).
The date range must not exceed 1 year. On the email endpoint,
show_hygiene and show_temp are optional and
default to true. All response keys use
snake_case. See the
OpenAPI reference for full schema details.