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Manual, certificates, limits and responsibilities.

The part of HACCP that comes before the records: the manual in force, the certificates with their expiration dates, the limits by category and who signs what. Set up once, it makes everything else work, and warns you before anything expires.

Book a demo People and deadlines
Certificates with reminders at 30, 15 and 5 daysLimits written once, used everywhereHealth health inspection day in twenty minutes
HACCP administrationMarta's TrattoriaHealth inspection
HACCP planVersion 3.2 · updated on 5/14 · 48 pagesin force
Staff certificates6 of 7 valid · Sarah expires in 20 days1 expiring
Limits by categoryDairy 4, meat 4, fish 2, frozen −188 categories
ResponsibilitiesMark signs the records, Sarah the non-conformitiesassigned
System deadlinesWater analysis 9/30 · probe calibration 10/15 · pest control 9/23 coming up
Last inspection12 March · no findings · report filedfiled
Everything you need before the records: manual, people, limits, deadlinesRenew Sarah
Sarah Ferris · food handler certificateexpires on 8/31
Issued31/08/2023
Validity3 years
Course availableonline, 4 hours
Book the courseUpload certificate
The reminder goes out at 30, 15 and 5 days: this is the 20-day one.
Today

The manual is in a drawer, the certificates who knows where.

A consultant wrote the manual three years ago. The cooks' certificates are photocopies in a folder, and you find out about the expired one when the health inspector asks for it. The limits are in the manual but not in the records, and the people who have to sign don't know it.

  • Manual never reopened

    Written once, not aligned with how you work today.

  • Expired certificates

    You find out at the health inspection, with the fine.

  • Limits and responsibilities only on paper

    The records don't know them.

The HACCP folder
Manual, version2022
Valid certificates?
Who signs the records?
SarahCertificate expired 40 days ago
People

Certificates expire, and it tells you beforehand.

Everyone on duty has their certificate with its expiration date. Ordinoo warns at 30, 15 and 5 days, suggests the course, and when the new certificate arrives it files it. Anyone not compliant doesn't appear among those who can sign the records.

Certificates and training7 people
PersonCertificateExpiresStatus Mark VitaleFood handler · resp.04/2027valid Sarah FerrisFood handler8/31in 20 days Luke BishopFood handler11/2026valid Julia NelsonFood handler02/2028valid Andrea Green ValleyFood handler8/7expired Elena MillerFood handler09/2027valid Paul GaleFood handler · new—to do
Reminders at 30, 15 and 5 days: to you, to the person, to the managerBook 2 courses

Whoever signs the records has to be compliant.

It's the link that's always missing: Andrea's expired certificate isn't just a sheet of paper, it means Andrea can't sign the temperature log. Ordinoo knows, and until he renews it asks someone else for his checks.

  • Three reminders

    At 30, 15 and 5 days, to the person and to you.

  • Linked to the records

    Anyone expired doesn't sign until they renew.

The rules

The limits live in the manual, and the records use them.

Dairy at 41, fish at 36, frozen at 0: the limits are written once, here, and coolers, receiving and labels apply them. Change a limit because the manual changes, and it changes everywhere. Same for who signs what.

  • One limit per category

    Applied by every check, without copying it out.

  • One person responsible per record

    Whoever signs the temperatures isn't necessarily whoever signs the non-conformities.

Limits and responsibilitiesFrom the manual
Limits by category
Dairy≤ 41 °F
Fresh meat≤ 41 °F
Fresh fish≤ 41 °F
Frozen≤ 0 °F
Blast chilling+90 → +3 in 90 min
Who signs what
TemperaturesMark
CleaningSarah · Luke
Non-conformitiesSarah
Receivingwhoever is on shift
Exports and inspectionsMark
Change it here, and coolers, receiving and records change togetherFish at 36 °F
When the health inspection comes

You pass the health inspection because the system is real.

Manual on screen, valid certificates, records filled in the same day by whoever was on duty, non-conformities documented. The inspector isn't looking for perfection: they're looking for a system that works. And they see it in twenty minutes.

  • Manual always in force

    With version and date, not a photocopy.

  • Compliant people

    Valid certificates, responsibilities assigned.

  • Real records

    Filled in when things happen, signed by whoever was there.

Health health inspection dayTwenty minutes
10:02“The manual?”Version 3.2, on screen, with the date of the last revision2 min
10:05“The staff certificates?”7 of 7 valid, a PDF for each3 min
10:09“July's temperatures?”372 readings, 2 out of range with corrective action5 min
10:15“The cleaning, and who did it?”Plan from the manual, checks with name, time and photo5 min
10:22Report: no findings“The HACCP inspection took twenty minutes” · Sarah Ferris, Belvedere Hotelfiled
Twenty minutes

Bring us the manual and the certificates,
let's see what's expiring

We upload your manual and the certificates folder: in twenty minutes you know who's compliant, which limits the records use, and what expires in the next three months. Free and with no commitment: if it's not for you, we'll tell you ourselves.

Book a demo Write to us
  • Your manual, uploaded
  • The certificates, with their expiration dates
  • The next three system deadlines
Where it continues

Where the rules live.

Operating logsThe records that follow the manual.CoolersThe limits applied every day.Incoming goodsThe limits at receiving.
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