Maddy Caro
New Zealand
Aug 24, 2021

New Mandatory Record Keeping

New Mandatory Record Keeping

Many of you have probably heard that mandatory record keeping is being introduced more widely in NZ. The aim is to help to make contact tracing more efficient which should reduce the impact of Covid-19 on our businesses. This is not entirely new: mandatory record-keeping has already been in place at social gatherings including when visiting a marae, at weddings, funerals, tangihanga, and faith-based services at Alert Level 2. What is new is when it applies, and to whom. Clearly, this will have an impact on all of us in the industry. To help,  we’ve put together some information and links from government sources.


When does this impact my business?

The first thing to note is that this does not affect you today in terms of implementation, instead, the official word is that:

The requirement will come into effect 7 days after the next Alert Level change”. 

But knowing that it is coming once we have a change in Alert Level, it would be prudent to prepare for it!

In terms of resources, if you need them or need new ones, QR Code Posters can be obtained from the Government Covid-19 website here


Who does this apply to? 

Our Safe Food Pro customers are almost certainly covered in the first 3 groups.

  • Customers at cafes, restaurants, bars and nightclubs
  • Visitors to aged care and healthcare facilities
  • Social gatherings including those at marae, weddings, funerals, tangihanga and faith-based services
  • Cinemas, theatres, casinos and concerts
  • Customers at massage parlors, beauticians, barbers, hairdressers and exercise facilities
  • Indoor public facilities, such as libraries, museums, swimming pools
  • Visitors to courts and tribunals, local and central government agencies, and social services providers with customer service counters such as councils, Ministry of Social Developments offices


What does this mean for me?

We might think of this as host responsibility for people scanning in: “The obligation will be on the person responsible for the place or gathering to ensure people can scan or sign in.” 

And in more detail, it says that:

“Relevant businesses and locations will be responsible for having systems and processes in place to ensure, as far as is reasonably practicable, that customers or visitors make a record.”

So whilst before, we all had to make sure we had QR codes and sign-in facilities, now the requirement is not just to provide them but to ensure that customers use them. In terms of ensuring this happens, this is still to be clarified, the wording being “There will be guidance developed to support businesses to comply with the new requirements.“

Recording a visit can be done by scanning QR codes with the COVID-19 Tracer App or making a manual record, either by providing details using the method available when at a business or location which may including writing your details down. You also can keep your manual record of where you have been and when, either in the COVID-19 Tracer App or by keeping a list elsewhere. Ideally, you would keep a digital copy of this list to ensure you have a backup.

The best way to record visits is by using the COVID-19 Tracer app. This is particularly valuable for when contact tracing needs to occur as it provides accurate locations and timings for visits and helps speed up contact tracing efforts. It’s a simple action that could make a massive difference.

As soon as we know more, we’ll share it with you. In the interim, we’ll be talking about how to deal with customers who might be unwilling to comply, as part of our new series on mental health and wellbeing which starts this week. Stay tuned.



Please see the following for detailed government advice:

About the author

Maddy Caro

Sales Executive / Team Lead

Arts degree, an acting diploma. A rising star of our sales team, Maddy, proves every day that it's not about ego, testosterone or bluster, it is all about empathy, passion and attention to detail. Maddy's keen intellect, inquisitive style, and engaging communications gives our clients a strong internal advocate. Maddy takes the term digital natives to another level, making the software work for her customers.

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