Getting ready for an inspection
See your gaps before the inspector does, and print the forms straight from your own records.
An inspection is painful when the evidence has to be found, remembered and rewritten the night before. If you have been recording as you work, most of it is already done.
Check where you stand
The compliance dashboard shows how ready you are and, more usefully, exactly what is missing. Each gap links to the screen that fixes it.
Typical things it flags:
- Sprays applied but never written down.
- A sprayer whose calibration is overdue.
- Water testing that has fallen due.
- Worker training that has expired.
- A policy document past its review date.
Look at it once a month, not once a year. A month of small gaps takes an afternoon; a year of them takes a week.
Printing the forms
SoftFarm fills in the standard inspection forms from your own records and gives you a PDF to print or send. You are not copying anything by hand.
- Open Forms and pick the form you need.
- Check the dates it covers.
- Generate the PDF, then print it or email it.
Read what it produces before you hand it over. It reflects what you recorded — if something looks wrong on the form, the record behind it is wrong, and that is worth knowing before the inspector reads it.
On the day
The questions inspectors ask most, and where the answer lives:
| They ask | You show |
|---|---|
| What did you spray on this crop? | Compliance › Records, filtered to that crop |
| How do you know it was allowed? | The compliance result stored with the product |
| Did you wait long enough before harvesting? | The spray record's waiting period against the harvest date |
| Show me your residue tests. | Compliance › Records |
| Who applied it, and are they trained? | The spray record, and the worker register |
| When was this sprayer last calibrated? | The equipment register |
| Where did this consignment go? | Compliance › Traceability |
Does it add up?
Inspectors check that the amount you harvested and the amount you sent out are consistent. If you dispatched more than you picked, something is unrecorded — and the worst explanation is produce from somewhere else being sold under your certificate.
The mass balance screen does this arithmetic for you. Look at it before an inspection, not during one. A mismatch is almost always a missing harvest record, and it is much easier to find in advance.
Record on the day. Everything in this page is just reading back what you already entered. The farms that struggle are not the ones with bad practices — they are the ones with good practices and no paperwork.