Getting ready for an inspection: checklist and exports
What to export from HACCP before a health inspection, in what order, and what to show the inspector.
A health inspection does not require preparing anything from scratch if the self-control plan has been filled in day by day: it is mainly about gathering the right exports, in the right order, and knowing what to show the inspector first.
What to export from HACCP
The HACCP report by period, site or area gathers completed activities, recorded temperatures, the cleaning plan and corrective actions: it is the main document to export before a visit. If equipment with temperature ranges is registered at the site, also export the equipment log with status and maintenance.
- HACCP report by period, site or area
- Equipment log with ranges and maintenance
- Manual and sensor temperature history
- Cleaning log with the signature of who carried it out
Batch traceability
Besides the HACCP report, prepare the batch traceability export: from Traceability you can reconstruct where an ingredient came from and which preparations it was used in, linking receipts, delivery notes and production batches. It is often the first thing an inspector asks about for a specific product on sale that day.
Training and attendance evidence
From each employee’s HR file you can export HACCP training documents and fitness certificates uploaded to their record, with their expiry dates. Actual staff attendance for a given shift is shown by the timesheets generated from Kiosk and Station clock-ins, useful to prove who was on duty on a checked day.
What order to present things in
It helps to have ready, in this order: the HACCP report for the requested period, the up-to-date equipment log, traceability of any batch or product in question, and the training documents of the staff on duty that day. Corrective actions opened in the past and already closed show that anomalies are not ignored.
What to show the inspector
Show the HACCP report for the relevant period first, then answer specific questions (a batch, a temperature, a cleaning task) using traceability or the specific history. Avoid exporting the whole archive unless asked: a report targeted to the period and site in question is easier to assess.
What this guide covers
- health inspection
- inspection checklist
- HACCP export
- batch traceability
- staff training records
- documents to show
Steps
- Identify the period and site under inspection
- Export the HACCP report for that period and site
- Export the equipment log with status and maintenance
- Prepare traceability for any batch in question
- Export training and fitness documents from HR for staff on duty
- Check timesheets to confirm who was present that day
- Present the documents in the requested order, starting with the general report
Common issues
- The exported report does not cover the period the inspector asked for → date range too narrow → widen the period and export again
- Traceability for a specific batch cannot be found → the product did not have traceability enabled → check the catalog settings for that category
- A training certificate for someone on duty is missing → the document was not uploaded to the employee record → upload the document and its expiry date in HR
- Cannot prove who was on shift that day → clock-ins were not made from Kiosk or Station → remind staff that clock-ins only happen from these devices
Frequently asked questions
Do I need to prepare anything in advance for an inspection?
If the self-control plan is filled in every day, you just export the reports at the time of the check: nothing needs to be reconstructed manually.
What do I show the inspector first?
The HACCP report for the period and site under inspection, then any deeper detail on traceability, temperatures or training.
Is staff attendance proven with timesheets?
Yes, timesheets generated from Kiosk and Station clock-ins show who was on duty on a given day and shift.
Can I export traceability for a single batch?
Yes, from the batch record in Traceability you can export the link between receipt, preparations and finished product.
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