HACCP records: temperatures, cleaning, pests and water
All plans
How to record daily HACCP checks, one by one or in bulk, what happens with an out-of-range value and how to produce the reports.
What it is for
The health authority requires you to show that you follow your food safety management plan: cold room temperatures, cleaning, pest control, water. Recipok’s HACCP records replace the paper sheets hanging on the cold room door: each location asks for its checks at the frequency you set, the team fills them in from a phone or tablet, and they’re saved with the date, time, person in charge, value, notes and photos.
They’re used by the production team, the Food safety officer (a role that only sees this section) and the manager, who reviews incidents and produces the reports for the inspection.
Before you start
- There’s nothing to switch on: the HACCP section is in the side menu. On the free plan there’s a maximum number of records per month.
- Set up your locations and zones with their limits and their frequency. A location with no frequency doesn’t ask for any records.
- Records can be entered by the administrator, the manager, the Food safety officer, production employees and custom roles with permission to create HACCP records.
Types of record
| Type | What it’s for |
|---|---|
| Temperature | Cold rooms, fridges, freezers and display cabinets. Compared with the location’s range. |
| Cleaning | Hygiene of surfaces and workstations: correct or incorrect. |
| Pest control | Checking traps and bait stations. |
| Water control | Water quality; the pH is measured against the location’s range. |
| Other | Any check that doesn’t fit the ones above. |
Record the shift: bulk recording
This is the quick way for everyday use. Go to HACCP › Create and click Go to bulk HACCP recording.
Choose zone and person in charge
Select the Zone and the Responsible person. With Show only pending you see what’s left; in Show you choose All, Selected day only or Overdue only.
Record each line
Click Tap to register on each location. For temperatures and pH, enter the value and click Confirm measurement; for cleaning and pests, tick Correct or Incorrect and click Confirm verification. If a line doesn’t apply today, Discard record.
Save
Click Save N records. The Final review of records opens: check it and click Confirm and save. The records are sent in batches: keep the page open until it finishes.
| Location | Type | Range | Value | Status |
|---|---|---|---|---|
| Cold room 1 · dairy | Temperature | 0 to 4 °C | 3.2 °C | Completed |
| Cold room 2 · finished product | Temperature | 0 to 4 °C | 6.8 °C | 1Out of safe range |
| Freezer | Temperature | −25 to −18 °C | −21.0 °C | Completed |
| Worktable | Cleaning | — | — | Pending |
- 1Out of safe range: the note becomes mandatory (“Describe the incident”). Write what happened and the action taken.
- 2Confirmed is not saved: until you click save, the records don’t reach Recipok.
A one-off record: manual recording
For an isolated check or for someone just starting out. In HACCP › Create you follow the wizard: What type of control are you going to record? › Select the zone › Specific location › Measurement record (the value, with the range in view, and notes) › Record details (Responsible, Date and time and Attachments, for example a photo) › Save.
Frequency and alerts
Each location asks for its records according to its Periodicity: every how many days, how many records per day and which days of the week no record is needed. When there are checks still to do, Recipok warns you with “You have pending HACCP checks to complete” and the Register now button. In the alerts window you see the Records of the Day grouped into pending, urgent and completed.
Each user sets up their own Reminders: Enable reminders, Morning shift start and Afternoon shift end, the Reminder frequency (every hour, every 2, 4 or 8 hours, or once a day) and whether to send Notify administrator notifications. How to set up the frequency and alerts of each location is explained in Locations, zones and limits.
The list and the reports for the inspection
In HACCP › HACCP records you filter by Type of register, Start date and End date, Location, Zone, Position and User. Each record shows its date, value, notes and attachments, and can be edited or deleted. With the Excel and PDF buttons (the latter for the administrator and the manager) you download what you’ve filtered. Incidents are the out-of-range records with their note.
Water control
This feature is being tested and will be released shortly.
The water record covers the temperature, the pH, the residual chlorine, the turbidity and a check of odour, colour and taste (Normal or Abnormal). The limits are set in each location, for example Min. chlorine, Max. chlorine and Max. turbidity.
Readings outside the limits and deletion
This feature is being tested and will be released shortly.
If a reading goes outside its limits, the record flags it as a reading outside the limits and it is not saved until you write the corrective action. It is what you will show in an inspection: what was measured, what went out of range and what was done.
There is one rule for deleting a record: only a manager, or whoever made it in the last 24 hours, can delete it. After that, the record is kept.
The lists are filtered by type and show every reading, not just the latest one.
Verification: the second signature
This feature is being tested and will be released shortly.
On paper, every quality record carries two signatures: Done by (the person who does it) and Verified by (the person who verifies it). The second signature is the To verify page, where the quality manager reviews the HACCP records and the production orders that nobody has reviewed yet.
- Switch it on in Extensions: it is free and is added to the HACCP menu.
- To sign, you need the Verify APPCC permission. Anyone without it can view the list, but cannot sign.
- Records outside the limits come first, with their corrective action. You can filter by Pending or Verified, by period (Last 7 days, Last 30 days or Last 90 days) and by type.
- To verify, tick the records, add a Verification comment if you wish, type your password in Your password (signature) and click Verify selected.
- A verified record can no longer be edited or deleted: it keeps a note of who verified it and when. Nobody can verify their own records.
Tips
An out-of-range record with no corrective action is the first thing a health inspector points out. Teach the team to always write what they did, not just what they saw. To prepare for the visit, see Prepare for a health inspection.
Cold room temperatures can be recorded automatically with Dobbox sensors, and production times and temperatures are recorded in the production order with process control.