Venheim
Chef in a toque wiping down the work surface after closing

HACCP · Cleaning · Records

Digital cleaning records for hospitality

Document cleaning without gaps and produce the record for the inspection at the push of a button. The team signs off shift checklists on their own phones, the monthly export comes as Excel — instead of a sheet on the wall that nobody can find when it matters.

Start free

Try Premium for 30 days, no payment details. After that your business carries on free on the Start plan; records stay readable and exportable.

The sign-up form is in German for now. Inside the app, everyone picks their own language — nine languages, English included.

In short

Digital cleaning records replace the sheet on the wall: the team signs off the cleaning and shift checklists on their own phones, every tick carries person and time, optionally with a photo of the finished task, and the monthly export comes as Excel for the inspection. With Venheim this mandatory recording is free for good — also after the trial.

The dutyRegulation (EC) 852/2004

Why cleaning records are mandatory

Anyone who places food on the market must, under EU Regulation 852/2004, run a HACCP-based own-check concept and be able to prove that it is followed. Cleaning is a central part of it. A cleaning plan (German tool) alone is not enough — what is required is proof that cleaning actually happened: who, when, what. That is exactly the weak point on paper: sheets get lost, are filled in after the fact or cannot be found during the inspection.

One page for the whole shift: cleaning progress at the top, below it handover, best-before and appliances. Whoever ticks or types a value is on the entry straight away, with the time.Demo data from the sample business Cafe Sunshine, app shown in German
How it workson your own phone

Digital cleaning plans: how Venheim solves it

Sign off shift checklists

Per shift a list of the cleaning and to-do tasks due. The team signs off on their own phones; the entry records person and time.

Edit mode

The manager adapts the lists: rename, remove, add, sort. Basic lists are there from the start and can be renamed.

Nothing is deleted

Record data is never deleted, only corrected — every correction with a log (before/after). That keeps the record ready for inspection.

A photo with the task

Whoever cleaned the grease trap photographs it — the record then shows what was done, not just that someone ticked a box. Optional, as a second button next to the row: a refused camera never holds up the tick.

The guided day

Every task can carry a time window and a responsible person: what is due between 06:00 and 10:00 is at the front in the morning. The window colours the row, it never hides it — a hidden task would be a gap in the record. Whatever is still open in the evening reports itself to the manager.

“Submitted late” is on it

Signed off in the cellar without a signal and only transmitted two hours later? Then the row carries the note “submitted late (+2 h)”. Both clocks are stored — the device's and the server's, which no app can set; the entry shows the difference. Honest rather than convenient.

RecordExcel, at the push of a button

The record at the push of a button

The signed-off lists become a monthly record as a formatted Excel file — sent automatically by email if you like. In an inspection the record is there at once instead of being searched for in a folder.

  • Monthly export as Excel, cleanly formatted
  • Together with temperatures and best-before dates, a complete HACCP record
  • Export stays free — even with an expired subscription

Paper versus app

Paper: gets lost, can be filled in afterwards, cannot be found during the inspection, illegible.

App: person and time on the entry, a photo if you like, nothing is deleted, monthly export in seconds, from any phone.

No signal in the cold room? No problem.

Clocking in and out, temperatures, cleaning and maintenance ticks, stocktake counts and inspection dates work without a connection — the app can even be restarted with no signal. Every entry keeps the time it was tapped and is sent automatically later: time-clock entries for up to 3 days, everything else for up to 7 days. Nothing is thrown away. Approvals, orders, reports and chat need a connection — they depend on data only the server knows at the moment of the decision.

The signed-off cleaning tasks are in the manager's record, per day with time and person, next to the temperatures — and go out as Excel, PDF or CSV.Demo data from the sample business Cafe Sunshine, app shown in German
Inspection viewa dry run

Take a look yourself before the inspection

Cleaning is one of nine areas the inspection view of the HACCP records goes through — the dry run that shows the business as an inspector would see it. For cleaning it shows how many records there are in the chosen period and what share of them is done, next to it the weight in the overall picture and the legal basis the duty comes from: in Austria the LMSVG (Food Safety and Consumer Protection Act), in Germany the LMHV (Food Hygiene Regulation), both via EU Regulation 852/2004. In the areas where a single row is missing — an expired batch, a missed inspection deadline, a missing training record —, the finding comes with a button to the page where it is fixed.

The dry run records nothing itself — it reads and refers; the work is done where the task belongs. And the assessment below it is versioned: if an area is added later, it applies from its effective date, so that a filed July report does not get a different grade overnight. The score is never an official verdict — it is the business's self-assessment from its own records, and that sentence is on the screen as well as on the printout.

The cleaning area in the dry run: how many records there are, what share is done, with which weight and from which legal basis.Demo data from the sample business Cafe Sunshine, app shown in German
In the logbook

Digital cleaning records are one building block of the digital operations logbook — together with temperatures, best-before dates, time tracking and roster. To the operations logbook.

Price

One price per site, unlimited team

€39.90 Pro·€69.90 Premiumper site per month. Prices shown are final prices — as a small business under § 6 (1) no. 27 of the Austrian VAT Act (UStG), we do not charge VAT. The Start plan is free for good — with roster, time clock, chat and HACCP recording including Excel download.One-off €199.00 setup fee with monthly payment — waived with annual payment. All prices

Start free
Questions6 answers

Frequently asked questions

What belongs in the documentation of cleaning work?
Who, when, what: the task done, the person and the time. A cleaning plan alone is not enough; what is required is proof that cleaning actually happened. In Venheim every tick carries person and time, and a photo if you like. A tick transmitted later carries the note “submitted late”, and a correction stays visible with its log instead of overwriting the old entry.
How long do I have to keep cleaning records?
The law names no fixed figure but an “appropriate period” (Art. 5(4) of Regulation 852/2004): according to the European Commission, long enough for the records to still be available in a food alert and for the inspection. The Austrian hygiene guideline names no figure for cleaning records either; we recommend at least one year, the period it names for cooling records. Because the documentation is digital, keeping it longer costs nothing — Venheim does not delete record data, it deactivates or corrects it with a log. Where the law really does name a period, the app calculates the date instead of leaving it to someone's head: the monthly package for the tax advisor carries its “keep at least until …” — seven years from the end of the calendar year under § 132 BAO (Austrian Federal Fiscal Code), in Germany ten under § 147 AO. The cleaning record deliberately carries no such date, because there is no statutory period for it; a borrowed figure would be invented certainty. The binding period is clarified between the business and the food authority.
Does every finished task need a photo?
No. The photo is optional and sits as a second button next to the row — the one-tap route stays exactly as fast as before, and “sign off without photo” is next to it in every state. There is a reason for that: a mandatory photo at the counter leads to something being photographed just so the tick goes through, and a record you can satisfy with a picture of the ceiling is worse than none. In a dead zone no picture is stored temporarily: the tick goes through without a signal, the photo needs a connection.
Does cleaning-plan software replace the plan on the wall?
The cleaning plan lives in the app: per shift a list of the tasks due, which are signed off. If you like, you can still print the plan — but the record of who cleaned what and when is created digitally and can therefore be shown.
Can the whole team sign off, or only the manager?
The whole team signs off on their own phones. The manager maintains the lists in edit mode (rename, remove, add, sort). Who did which task is shown on the entry.
What do digital cleaning records cost?
Signing off the cleaning lists and downloading the record as Excel already works on the Start plan for €0 — and stays usable even with an expired subscription, because a business must always be able to keep its records. From Pro, automatic monthly sending and the reports are added — one price per site, unlimited team.

Prove cleaning without gaps

Basic cleaning lists are there from the start: set up the business, rename the lists, invite the team — the first tick is in the same day.

Start free

Try Premium for 30 days, no payment details. After that your business carries on free on the Start plan; records stay readable and exportable.

The sign-up form is in German for now. Inside the app, everyone picks their own language — nine languages, English included.