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CertiApp Academy - Evaluation staff

GUIDES AND RESOURCES FOR EVALUATION STAFF

Learn to manage your certification in CertiApp, step by step

Learn how to carry out your role in CERTIAPP: from conducting the audit and evaluating the Corrective Action Plan to the technical review, the certification decision and the issuance of the certificate.

Who is this for? Auditors, Technical Reviewers and Decision-Makers of Certification Bodies working under the CONFICERT scheme.

Go to the platform

I am a…

Auditor
Technical Reviewer
Decision-Maker

Your role in the process

Phase 0

Setup

Phase 1

Request 

Phase 2

Audit

Phase 2 – Audit

Auditor: Conduct the audit, evaluate the checklist and the CAP, and close the audit.

Phase 3

Decision

Phase 3 – Decision

Technical Reviewer and Decision-Maker: Review the file and make the certification decision.

Phase 4

Certification

Phase 4 – Certification

Decision-Maker: Generate, activate and publish the certificate.

Your Certification Body registers the client, manages the request and creates the audit. From there, the evaluation staff take over: the auditor conducts the audit, the technical reviewer checks the file, and the decision-maker makes the final decision and issues the certificate.

Full User Guide for Auditors, Technical Reviewers and Decision-Makers

Download the complete guide with all the steps and screenshots.

English Guide
Spanish Guide

Modules and lessons

Module 1 – Getting Started
Module 2 – Conducting the Audit
Module 3 – CAP and Audit Closure
Module 4 – Technical Review
Module 5 – Decision and Certificate

All roles

Auditor

Technical Reviewer

Decision-Maker

Module 1 – Getting Started

Learn how to access CERTIAPP using the credentials provided by your Certification Body.

I. Before you start

✅ Your Certification Body must have registered you as an auditor in CERTIAPP and assigned your roles (Auditor, Technical Reviewer and/or Decision-Maker) for each Brand.

✅ You must have received your username and password from your Certification Body.

II. Process step by step

Open the CERTIAPP platform at Certiapp or click on Go to the platform in CertiApp Academy.

Enter the username and password provided by your Certification Body and click on Log in.

⚠️ Important: if you cannot log in, or you do not see the sections you need for your role, contact your Certification Body. Only its administrators can create your account and assign your roles.

✅ Done! You are now on the General Dashboard. In the next lesson, you will learn what each section of the menu is for.

III. Explanatory video

📄 Full details in the User Guide for Auditors, Technical Reviewers and Decision-Makers, section 3.1.

Get to know the CERTIAPP menu: which sections you will work in, which ones are for consultation only, and which ones you can skip.

I. Before you start

✅ You must be logged in to CERTIAPP (see Login).

✅ Keep in mind that you share the platform with your Certification Body. Many sections show its information, but only its administrators can create or modify it.

II. Process step by step

Step 1. General Dashboard

The dashboard shows a summary of your Certification Body’s activity for the CONFICERT Brands: requests and files by Brand, the activity calendar, the evaluation staff and the latest news from CONFICERT.

All evaluation staff appear under Auditors, whether they act as auditors, technical reviewers or decision-makers.

These are the sections you will use in your daily work, depending on your role:

  • Audits (Auditor): all audits of all clients, with their status, Brand, file number, client and lead auditor. This is where you conduct the audit, evaluate the checklist and the CAP, and close the audit.
  • Reviews (Technical Reviewer): all files pending technical review, with their status, Brand, client, assigned reviewer and audit type.
  • Decision (Decision-Maker): all files pending a decision, with the client, audit date, Brand and assigned auditor.
  • Certificates (Decision-Maker): all certificates of the files assessed as Suitable.

Documents: all documents exchanged with operators or uploaded to the platform. You can filter by name, type, module or client, and add a document with Upload Document.

Each operator has one file per Brand, and each annual certification cycle is shown as an iteration. Click on an iteration to see its tools:

  • Products: the sites declared in the request and the data that defines the audit.
  • Audits: the audits of this operator and their status (Planned, Open or Closed).
  • Reviews and Dictums: when the file moves to technical review and to decision, and the result (Suitable / Not Suitable).
  • Samplings: the samples registered during the audit.

💡 Tip: a superscript such as (+2) next to an iteration means it covers more sites than the one shown. In this example, 3 sites in total.

Planner: interactive calendar with all the Certification Body’s activities. Audits appear here automatically. You can filter by period, event title, assigned person or client, and create your own events.

In these sections you can check information, but you must not create or modify anything:

  • Clients: operator details, their files, documents, contacts, addresses and licensed Brands.
  • Auditors: profiles of the evaluation staff, with their Competencies (roles by Brand) and Incompatibilities (conflicts of interest with operators).
  • Users and Contacts.
  • Checklist and Audit plans: the checklists of each Brand and the audit plan templates, which are set up by your Certification Body.

⚠️ Important: do not take any action in Request. Managing requests is the exclusive responsibility of your Certification Body’s administrators.

Settings, Internal Staff and Report do not require any action. In News, you will find the announcements that CONFICERT sends to Certification Bodies.

✅ Done! You now know your way around CERTIAPP. In the next lesson, you will learn how to quickly find the file you need to work on.

III. Explanatory video

📄 Full details in the User Guide for Auditors, Technical Reviewers and Decision-Makers, section 2.

Learn how to quickly locate the audit, review, decision or certificate you need to work on.

I. Before you start

✅ You must be logged in to CERTIAPP.

✅ Have the operator’s name at hand. Having the file number or certificate code as well is even better.

II. Process step by step

Step 1. Open the section for your role and search for the operator

Go to the section where you need to work:

  • Audits if you are the auditor.
  • Reviews if you are the technical reviewer.
  • Decision if you are the decision-maker.
  • Certificates if you need to manage an issued certificate.

Enter the operator’s name in the Quick Search bar.

Before opening it, check the file number and the date. For certificates, check the certificate code and the date. The same operator may have several files (one per Brand) and several iterations (one per year).

Click on the record to open it and start working.

✅ Done! You are ready to start. If you are an auditor, continue with Module 2 – Conducting the Audit. If you are a technical reviewer, go to Module 4, and if you are a decision-maker, go to Module 5.

III. Explanatory video

📄 Full details in the User Guide for Auditors, Technical Reviewers and Decision-Makers, sections 2.8.1, 2.9.1, 2.10.1 and 2.11.

Module 2 – Conducting the Audit

Learn how to prepare the audit file: add the operator’s representatives, correct the request data if needed, and record your annotations.

I. Before you start

✅Your Certification Body must have created the audit and assigned you as auditor.

✅ The Audit Plan must already be set up. Your Certification Body’s Scheme Manager prepares it and sends it to the operator at least 48 hours before the audit.

II. Process step by step

Step 1. Open the audit

Go to Audits and locate the audit using Quick Search (see Finding a file). Click on it to open it.

In the General tab, you will complete four sections:

  • Representative: the operator’s representatives.
  • Request information of the Brand: corrections to the data declared by the operator, if necessary.
  • Annotations: your notes on the audit, if applicable.
  • Signatures: the closing signatures (see Closing signatures and preliminary report).

Click on the ➕ icon and complete all the representative’s details in the pop-up window, except the signature. The signature is recorded at the closing meeting, or whenever you consider appropriate.

⚠️ Important: once a signature has been recorded, it cannot be modified.

If a declared location contains errors, or the production or process information needs to be corrected, click on the ✏️ icon in the Request information of the [Brand] Brand section and modify the corresponding field.

In Annotations, write any notes you consider relevant about how the audit is conducted.

Click on the save icon to keep the information.

✅ Done! The audit file is ready. Next, assign the checklist to the operator.

III. Explanatory video

📄 Full details in the User Guide for Auditors, Technical Reviewers and Decision-Makers, section 3.2.1.

Learn how to assign the right checklist depending on the operator type: single-site, multi-site or group of operators.

I. Before you start

✅ Check the operator type in the request: individual single-site, individual multi-site, or group of operators.

✅ Identify the main location (Site 1 declared in the request). For a group, identify the main location of each operator.

II. Process step by step

Step 1. Go to the Checklist section

In the audit, open the Checklist section.

💡 Key rule: the checklist is generated per operator, not per site.

Individual operator – single site
Assign the auditor, the Brand and the location. Only one location is shown, since there is only one site. Click on ➕.

Individual operator – multi-site
Create one checklist for all sites. As established in the General Regulations, a Non-Conformity detected at one site applies to all of the operator’s sites. Assign the auditor and the Brand, select the operator’s main location (Site 1), and click on ➕.

Group of operators
Create one checklist for each operator. For Operator 1, assign the auditor and the Brand, select that operator’s main location, and click on ➕. Repeat for Operator 2 and each additional operator, selecting the main location of their own sites.

⚠️ Important: in a multi-site operator, do not create one checklist per site. The single checklist covers all sites.

Once the checklist is assigned, the audit status changes from Planned to Open.

✅ Done! The checklist is ready to be evaluated during the audit.

III. Explanatory video

📄 Full details in the User Guide for Auditors, Technical Reviewers and Decision-Makers, section 3.2.2.

Learn how to rate each requirement, how each rating translates into a Non-Conformity, and how to check whether the operator has passed the audit.

I. Before you start

✅ The checklist must be assigned (see Checklist assignment).

✅ Have the Brand’s Requirements Evaluation document at hand. It sets the rating that corresponds to each finding.

✅ The evaluation must be written in English.

II. Process step by step

Step 1. Enter the evaluation dates and the sites

Open the checklist and enter the start and end date and time of the evaluation. Then, in the Observations box, identify what the checklist covers:

✅ Single site: the name and address of the location.

✅ Multi-site: the name and address of each site.

✅ Group of operators: in each checklist, the operator number and the name and address of each of its sites.

Click on Expand All Questions and Expand Observations to see every requirement and its observation field at once.

There are three types of requirements:

  • Regular and major requirements: rated A, B, C or N/A.
  • Essential requirements: rated only A, B or C.

If the requirement is fully met (A):

  • Observation: internal comments. They do not appear in the issued checklist and the operator does not see them.
  • Comments: visible in the checklist and to the operator.
  • Attach Evidence: to attach supporting documents. They are listed above Observations, and you can see all of them in the Document Manager (📁).

If the requirement is not met (B or C):

  • Observations: internal comments, as above.
  • Non-Conformity Text: why the requirement is not met.
  • The Non-Conformity Number is generated automatically.

If the requirement does not apply: select N/A and add the observation and comment.

Requirement

B

C

Regular

minor NC

minor NC

Major

minor NC

serious NC

Essential

serious NC

critical NC (K.O.)

⚠️ Important: a K.O. allows you to finish the audit that day, but the certification process cannot continue.

When you finish, a summary table appears at the top with the requirement categories, the number of ratings of each type, the number for each Level and the total score.

Go back to the previous screen to see the preliminary status of each checklist. Click on a checklist in the Audit Situation box to see the scores by type of requirement.

The operator cannot continue with the certification process if it gets a K.O. or does not reach the minimum score:

  • 70% in an initial audit.
  • 80% in a renewal audit.

⚠️ Group of operators: an operator that gets a K.O. or does not reach the minimum score is removed from the group, and the others can continue. If it is the Lead Operator, the process does not continue for the whole group.

✅ Done! The checklist is evaluated. Next, download the internal and public versions.

III. Explanatory video

📄 Full details in the User Guide for Auditors, Technical Reviewers and Decision-Makers, section 3.2.2.

Learn the difference between the two checklist versions and how to prepare the public one before it is published.

I. Before you start

✅ All requirements of the checklist must be evaluated.

II. Process step by step

Exit the checklist and open it again, so that the system updates it with all the data you have added.

Click on the 📝 icon in the top right corner. A panel opens on the right with the available formats.

✅ Internal Checklist: contains all the explicit comments and observations from the evaluation.

✅ Public Checklist: sensitive information is replaced with generic comments. It will be published on the CONFICERT Transparency Portal once the operator obtains the certificate.

Edit the wording of the Non-Conformities in the public checklist so that it does not disclose sensitive data or private information about the operator.

⚠️ Important: the public checklist will be visible to anyone on the Transparency Portal. Review it carefully before sharing it.

✅ Done! Next, record the closing signatures and download the preliminary report.

III. Explanatory video

📄 Full details in the User Guide for Auditors, Technical Reviewers and Decision-Makers, section 3.2.2.

Learn how to record the signatures at the closing meeting and download the preliminary audit report for the operator.

I. Before you start

✅ The checklist must be fully evaluated.

✅ The operator’s representative must be added in the General tab (see The General tab).

✅ Hold the closing meeting on the last day of the audit and read out the Non-Conformities to the operator.

II. Process step by step

Step 1. Record the representative's signature

Go back to the General tab. In the representative’s window, click on the Sign field so that the operator’s representative can sign. To repeat the signature, click on Clear and Sign Again. When it is correct, click on Sign to confirm it, and then on Add.

⚠️ Important: check the signature carefully before confirming it. Once recorded, it cannot be edited.

Scroll down to the Signatures section. Click on the box with your name and sign in the same way. If there is more than one auditor, each one signs in their own box.

If the technical reviewer’s name appears in this section, leave their field blank.

Click on Save so that all the information is recorded.

Click on the 📝 icon in the top right corner and download the Preliminary Internal Audit Report.

Send the operator the Preliminary Internal Audit Report together with the internal checklist. For a group of operators, send all the checklists.

✅ Done! The audit day is complete. The next step is to create the Non-Conformity packs so that the operator can submit its Corrective Action Plan.

III. Explanatory video

📄 Full details in the User Guide for Auditors, Technical Reviewers and Decision-Makers, section 3.2.2.

Module 3 – CAP and Audit Closure

Learn how to group the Non-Conformities into packs and set the dates so that the operator can submit its Corrective Action Plan.

I. Before you start

✅The checklist must be fully evaluated, and the closing signatures recorded.

✅The operator must have passed the audit: no K.O., and at least 70% (initial audit) or 80% (renewal audit).

II. Process step by step

In the audit, open the CAP (Corrective Action Plan) section. The Pending Non-Conformities to Assign box shows all the Non-Conformities recorded in the checklist.

Select the Non-Conformities you want to group and click on ➕.

💡 Group of operators: create one pack for each operator. You can identify each operator by the name of its Site.

Open the pack and complete:

  • Creation Date: the date the pack is created.
  • Due Date: a maximum of 28 days after the creation date.
  • CAP validation date: leave it blank for now. You will complete it on the day you evaluate the operator’s Corrective Action Plan.

The pack appears automatically in the operator’s profile, where the operator uploads its corrective actions. Let the operator know that the pack is available.

✅ Done! Repeat these steps for each pack. When the operator has uploaded its corrective actions, you will be informed so that you can evaluate them.

III. Explanatory video

📄 Full details in the User Guide for Auditors, Technical Reviewers and Decision-Makers, section 3.2.2.

Learn how to evaluate the cause, action and evidence proposed by the operator for each Non-Conformity.

I. Before you start

✅ The operator must have uploaded its corrective actions.

✅ You have a maximum of 7 days to evaluate the CAP. The full period from the CAP submission to the final certification decision is 28 days, and the technical reviewer and the decision-maker need the remaining days.

II. Process step by step

In the pack, the Corrective Action box shows the actions proposed by the operator. Click on one to open it.

The fields outlined in blue show the operator’s data: cause, proposed action and proposed evidence, together with the attached documents.

In the fields outlined in red:

  • Evaluate the cause, the action and the evidence: Complies, Does Not Comply or Not Applicable.
  • Enter the date of each evaluation.
  • In Type, always select Specific and add a brief comment (for example, “CA OK”).
  • Add your comments and assign a rating: A, B, C or N/A.

💡 Tip: if one corrective action solves several Non-Conformities, click on ℹ️ to see the requirement of each one.

Click on Save and repeat the process for each corrective action in the pack.

When you have evaluated all the corrective actions, enter the evaluation date in the pack (CAP validation date). Repeat the process for each pack sent to the operator.

⚠️ Important: if a corrective action is not enough to change the rating to A, inform the operator so that it can propose a new one before the Due Date. After that date, the operator can no longer edit its corrective actions. If necessary, you can extend the Due Date to reopen editing.

✅ Done! The CAP is evaluated. Next, check the final audit status.

III. Explanatory video

📄 Full details in the User Guide for Auditors, Technical Reviewers and Decision-Makers, sections 3.2.2 and 3.3.

Learn how to check whether the operator has achieved full compliance and which final reports to download and share.

I. Before you start

✅ All corrective actions in all packs must be evaluated.

II. Process step by step

Go back to the Checklist section. Once the CAP is evaluated, the audit status changes from Preliminary to Final.

To move on to the next stage, the operator must reach 100% compliance. All requirements that were Non-Conformities must now be rated A.

⚠️ Group of operators: an operator that does not reach 100% after the CAP evaluation is excluded from the next stage of the process.

Click on Switch View to Preliminary to see the original results. Open a checklist to see how the Non-Conformities have changed to A after the CAP evaluation.

Go to the General tab and click on the 📝 icon in the top right corner.

Report

Content

Share with

Final Internal Audit Report

The operator’s explicit information from the audit

Only the auditor, the CB and the operator

Final Public Audit Report

No sensitive information. It is published on the Transparency Portal

CONFICERT administrators, only if the operator obtains the certificate

✅ Done! If you need to register samples, continue with the next lesson. Otherwise, go to Closing the audit.

III. Explanatory video

📄 Full details in the User Guide for Auditors, Technical Reviewers and Decision-Makers, section 3.2.2.

Learn how to register the samples taken during the audit and their laboratory results.

I. Before you start

✅ This record is voluntary. Use it only if samples were taken as part of the requirements verification.

✅ Have the batch number, the laboratory dates and the results at hand.

II. Process step by step

In the audit, go to Sample and click on ➕. Select the option in the drop-down menu and click on Create.

✅ Responsible: the responsible auditor.

✅ Name of the Staff Present During Sample Collection: the operator’s representative present when the samples were taken.

✅ The batch number, the substance detected, and the shipping and receipt dates.

Click on ➕ and enter:

  • The sample code: the audit code followed by “_SA” and the sample number (for example, FWS-HORECA000001/26_1/1_SA01).
  • The product it belongs to and a brief description.
  • The date it was sent to the laboratory and the date of the results.

Click on Save. To delete a sample, select it and click on 🗑️.

Click on the three-dot icon in the bottom corner. All registered samples appear in the main panel of the section.

✅ Done! The samples are registered and will appear in the file under Samplings.

III. Explanatory video

📄 Full details in the User Guide for Auditors, Technical Reviewers and Decision-Makers, section 3.2.2.

Learn what to check before closing the audit and what happens afterwards.

I. Before you start

✅ The CAP must be evaluated and the audit status must be Final.

✅ The final reports must be downloaded.

II. Process step by step

Review that all the data in the audit is complete and saved: General tab, signatures, checklists, CAP and samples.

Click on Close Audit. A message warns you that, once closed, no data can be modified and that a technical review of the file is generated automatically. Confirm to continue.

⚠️ Important: closing the audit cannot be undone easily. To reopen it, the technical review must first be deleted from Reviews, and then the audit reopened with the ↗️ icon in Audits.

The audit appears as Closed in Audits, and the file moves to the technical review phase.

✅ Done! Your work as auditor on this file is complete. The technical reviewer now takes over.

III. Explanatory video

📄 Full details in the User Guide for Auditors, Technical Reviewers and Decision-Makers, section 3.2.2.

Module 4 – Technical Review

Learn where to follow your audit in CERTIAPP and what each audit status means for you.

I. Before you start

✅ Your Certification Body must have assigned you the Reviewer role for the Brand.

✅ The auditor must have closed the audit. The review is generated automatically when the audit is closed.

✅ Keep the deadline in mind: from the operator’s CAP submission, there are 28 days to reach the final decision. The auditor uses up to 7 of them, and the rest are shared between you and the decision-maker.

II. Process step by step

Step 1. Find the file

Go to Reviews and locate the file using Quick Search. A file with the status No Decision has not been reviewed yet. Click on it to open the review.

Only the General section is available. It contains everything the auditor recorded during the audit. The review status shows as Pending.

💡 Tip: use the Priority field to set a priority level for the review if you need to.

If you detect a problem in the file, click on New Incident. Select who the incident is addressed to and the reason.

When you have reviewed the whole file, click on Extend Review and then on Accept.

In the Technical Review window:

  • Select Suitable or Not Suitable.
  • Enter the date of the review.
  • Select yourself as the responsible reviewer and check that your role shows as Reviewer.
  • Write your observations or comments.
  • Tick Mark as Reviewed.

Click on Save and Mark as Reviewed.

💡 If the result is Not Suitable: the operator is informed of the unfavorable result, and the certification process ends.

The status changes to Closed Approved. Click on Save. In the main panel, the file now shows as Closed Approved, which means it has moved automatically to the Decision section.

✅ Done! Your review is complete. The decision-maker now takes over.

III. Explanatory video

📄 Full details in the User Guide for Auditors, Technical Reviewers and Decision-Makers, section 3.3.

Module 5 – Decision and Certificate

Learn how to record the certification decision for a file.

I. Before you start

✅ Your Certification Body must have assigned you the Decision Maker role for the Brand.

✅ The technical reviewer must have completed the review. The file appears in Decision as soon as the review shows Closed Approved.

✅ Keep the 28-day deadline from the CAP submission in mind.

II. Process step by step

After the audit is closed, your file is reviewed by a technical reviewer and eGo to Decision and locate the file using Quick Search. Click on it to open it.valuated by a decision-maker. Your Certification Body will inform you the final decision.

  • Enter the decision date.
  • After reviewing all the information in the file, select Approved or Not Approved.
  • Select the action to take according to the result.
  • Write your comments.

💡 If the decision is Not Approved: the operator is informed of the unfavorable result, and the certification process ends.

💡 Ignore the Checklist section at the bottom of the screen. It plays no role at this stage. Click on Save.

✅ Done! If the decision is favorable, the next step is to generate the certificate. If it is unfavorable, the process ends here once the operator has been informed.

III. Explanatory video

📄 Full details in the User Guide for Auditors, Technical Reviewers and Decision-Makers, section 3.4.

Learn what must be in place before the certificate can be generated, and how to generate it on time.

I. Before you start

The Generate Certificate button only unlocks when two conditions are met:

✅ The Royalty Fee has been paid and assigned to the operator. Your Certification Body manages this through the CONFICERT web platform.

✅ The operator has signed the Brand Use License Agreement and returned it to the Certification Body, after being informed of the favorable decision.

II. Process step by step

Open the file in Decision. When both conditions are met, the Generate Certificate button (in blue) is enabled.

⚠️ Important: if the button is not enabled, check with your Certification Body that the Royalty Fee has been assigned and the License Agreement signed.

Click on Generate Certificate. You will move on to the certificate management screen.

⚠️ Important: the certificate must be issued within a maximum of 72 hours.

✅ Done! The certificate has been generated. Next, complete its data, then activate and publish it.

III. Explanatory video

📄 Full details in the User Guide for Auditors, Technical Reviewers and Decision-Makers, section 3.4.

Learn how to complete the certificate data, plan the next audit, and make the certificate active and public.

I. Before you start

✅ The certificate must have been generated (see Generating the certificate).

II. Process step by step

Step 1. Complete the certificate dates

Complete the fields highlighted in red:

  • Valid From: start of validity.
  • Valid To: end of validity.
  • Issuance Date.
  • Certificate Date.

💡 Change of scope: if the certification is due to a change of scope, also enter the modification date and your comments.

Click on Plan Next Audit and complete:

  • The audit modality.
  • The date range in which it must take place. It cannot be carried out before or after these dates.
  • Whether it will be announced or unannounced.

Click on Save.

The certificate is initially inactive and unpublished. Go to the main panel of Certificates and click on Active and Published to enable both options.

Open the certificate again. Its status now shows Active and Published. To download it, click on 📝 in the top right corner and select the certificate for the type of operator evaluated.

Once the certificate is issued:

  • The Certification Body sends the operator the internal and public audit reports, and informs it that the certificate is available in its Certificates section.
  • The operator is asked for its graphic material: company logo, photos of the certified product or images of the service, a company description and any other relevant documents. The operator sends this material to the Certification Body or to the decision-maker.
  • The Certification Body sends this material, together with the public audit report and the certificate, to the CONFICERT administration team at conficert5@conficert.org, for publication on the CONFICERT Transparency Portal.

✅ Done! The certification process for this file is complete. The certificate will soon be visible on the Transparency Portal.

III. Explanatory video

📄 Full details in the User Guide for Auditors, Technical Reviewers and Decision-Makers, section 3.5.

Still have questions?

Check the frequently asked questions or contact your Certification Body.

Certification Bodies receive them from CONFICERT. Operators and Evaluation Staff receive them from their Certification Body.

In English: the request, the additional information, and the checklist evaluation.

Yes, in “My Data” › “Personal Data” › “Change Password”. The email address with which the account was registered must not be changed.

✓ Planned: the audit has been created.

✓ Open: the auditor has started it.

✓ Closed: the CAP has been evaluated and the audit has been completed.

Minor, serious, and critical (K.O.). A critical Non-Conformity prevents the certification process from continuing, although the audit may still be completed that day.

All exchanged documents (request, contract, evidence) are in “Documents” and can be filtered by name, type, or module.

One per operator, not per site.

“Observations” is internal and is not visible to the operator. “Comments” appears in the checklist and is visible to the operator.

✓ Regular requirement: B or C generates a minor Non-Conformity.

✓ Major requirement: B generates a minor Non-Conformity, and C a serious Non-Conformity.

✓ Essential requirement: B generates a serious Non-Conformity, and C a critical (K.O.) Non-Conformity.

70% for an initial audit and 80% for a renewal audit. After the CAP, the operator must reach 100% compliance.

The internal checklist contains all explicit comments and is for the CB’s use. The public checklist omits sensitive information and is published on the Transparency Portal. The auditor must review its wording before sending it.

A maximum of 7 days, within the total of 28 days until the final decision.

No. Once recorded, a signature cannot be edited.

No, sample registration (Samples) is voluntary and optional.

First delete the technical review from “Reviews”, then click on the reopen icon.

Need help?

If you have any questions about using CERTIAPP or encounter an issue on the platform, we are here to help.

*Evaluation Staff: for questions about how the platform works, technical issues, or questions about the guides, write to us at conficert5@conficert.org

To help us respond faster, please include your role, the CERTIAPP section where the issue arises, and, if possible, a screenshot.

CertiApp Academy - Evaluation staff

GUIDES AND RESOURCES FOR EVALUATION STAFF

Learn to manage the certification process in CertiApp, step by step

Learn how to carry out your role in CERTIAPP: from conducting the audit and evaluating the Corrective Action Plan to the technical review, the certification decision and the issuance of the certificate.

Who is this for? Auditors, Technical Reviewers and Decision-Makers of Certification Bodies working under the CONFICERT scheme.

Go to the platform

I am a…

Auditor
Technical Reviewer
Decision-Maker

Your role in the process

Phase 0

Setup

Phase 1

Request 

Phase 2

Audit

Phase 2 – Audit

Auditor: Conduct the audit, evaluate the checklist and the CAP, and close the audit.

Phase 3

Decision

Phase 3 – Decision

Technical Reviewer and Decision-Maker: Review the file and make the certification decision.

Phase 4

Certification

Phase 4 – Certification

Decision-Maker: Generate, activate and publish the certificate.

Your Certification Body registers the client, manages the request and creates the audit. From there, the evaluation staff take over: the auditor conducts the audit, the technical reviewer checks the file, and the decision-maker makes the final decision and issues the certificate.

Full User Guide for Auditors, Technical Reviewers and Decision-Makers

Download the complete guide with all the steps and screenshots.

English Guide
Spanish Guide

Modules and lessons

Module 1 - Getting Started
Module 2 – Account Data
Module 3 – Contract & Request
Module 4 – Audit and NC
Module 5 – Certificate

Module 1 – Getting Started

Module 2 – Account Data

Module 3 – Contract & Request

Module 4 – Audit and NC

Module 5 – Certificate

Modules and lessons

Module 1 – Getting Started
Module 2 – Conducting the Audit
Module 3 – CAP and Audit Closure
Module 4 – Technical Review
Module 5 – Decision and Certificate

All roles

Auditor

Technical Reviewer

Decision-Maker

Module 1 – Getting Started

Learn how to access CERTIAPP using the credentials provided by your Certification Body.

I. Before you start

✅ Your Certification Body must have registered you as an auditor in CERTIAPP and assigned your roles (Auditor, Technical Reviewer and/or Decision-Maker) for each Brand.

✅ You must have received your username and password from your Certification Body.

II. Process step by step

Open the CERTIAPP platform at Certiapp or click on Go to the platform in CertiApp Academy.

Enter the username and password provided by your Certification Body and click on Log in.

⚠️ Important: if you cannot log in, or you do not see the sections you need for your role, contact your Certification Body. Only its administrators can create your account and assign your roles.

✅ Done! You are now on the General Dashboard. In the next lesson, you will learn what each section of the menu is for.

III. Explanatory video

📄 Full details in the User Guide for Auditors, Technical Reviewers and Decision-Makers, section 3.1.

Get to know the CERTIAPP menu: which sections you will work in, which ones are for consultation only, and which ones you can skip.

I. Before you start

✅ You must be logged in to CERTIAPP (see Login).

✅ Keep in mind that you share the platform with your Certification Body. Many sections show its information, but only its administrators can create or modify it.

II. Process step by step

Step 1. General Dashboard

The dashboard shows a summary of your Certification Body’s activity for the CONFICERT Brands: requests and files by Brand, the activity calendar, the evaluation staff and the latest news from CONFICERT.

All evaluation staff appear under Auditors, whether they act as auditors, technical reviewers or decision-makers.

These are the sections you will use in your daily work, depending on your role:

  • Audits (Auditor): all audits of all clients, with their status, Brand, file number, client and lead auditor. This is where you conduct the audit, evaluate the checklist and the CAP, and close the audit.
  • Reviews (Technical Reviewer): all files pending technical review, with their status, Brand, client, assigned reviewer and audit type.
  • Decision (Decision-Maker): all files pending a decision, with the client, audit date, Brand and assigned auditor.
  • Certificates (Decision-Maker): all certificates of the files assessed as Suitable.

Documents: all documents exchanged with operators or uploaded to the platform. You can filter by name, type, module or client, and add a document with Upload Document.

Each operator has one file per Brand, and each annual certification cycle is shown as an iteration. Click on an iteration to see its tools:

  • Products: the sites declared in the request and the data that defines the audit.
  • Audits: the audits of this operator and their status (Planned, Open or Closed).
  • Reviews and Dictums: when the file moves to technical review and to decision, and the result (Suitable / Not Suitable).
  • Samplings: the samples registered during the audit.

💡 Tip: a superscript such as (+2) next to an iteration means it covers more sites than the one shown. In this example, 3 sites in total.

Planner: interactive calendar with all the Certification Body’s activities. Audits appear here automatically. You can filter by period, event title, assigned person or client, and create your own events.

In these sections you can check information, but you must not create or modify anything:

  • Clients: operator details, their files, documents, contacts, addresses and licensed Brands.
  • Auditors: profiles of the evaluation staff, with their Competencies (roles by Brand) and Incompatibilities (conflicts of interest with operators).
  • Users and Contacts.
  • Checklist and Audit plans: the checklists of each Brand and the audit plan templates, which are set up by your Certification Body.

⚠️ Important: do not take any action in Request. Managing requests is the exclusive responsibility of your Certification Body’s administrators.

Settings, Internal Staff and Report do not require any action. In News, you will find the announcements that CONFICERT sends to Certification Bodies.

✅ Done! You now know your way around CERTIAPP. In the next lesson, you will learn how to quickly find the file you need to work on.

III. Explanatory video

📄 Full details in the User Guide for Auditors, Technical Reviewers and Decision-Makers, section 2.

Learn how to quickly locate the audit, review, decision or certificate you need to work on.

I. Before you start

✅ You must be logged in to CERTIAPP.

✅ Have the operator’s name at hand. Having the file number or certificate code as well is even better.

II. Process step by step

Step 1. Open the section for your role and search for the operator

Go to the section where you need to work:

  • Audits if you are the auditor.
  • Reviews if you are the technical reviewer.
  • Decision if you are the decision-maker.
  • Certificates if you need to manage an issued certificate.

Enter the operator’s name in the Quick Search bar.

Before opening it, check the file number and the date. For certificates, check the certificate code and the date. The same operator may have several files (one per Brand) and several iterations (one per year).

Click on the record to open it and start working.

✅ Done! You are ready to start. If you are an auditor, continue with Module 2 – Conducting the Audit. If you are a technical reviewer, go to Module 4, and if you are a decision-maker, go to Module 5.

III. Explanatory video

📄 Full details in the User Guide for Auditors, Technical Reviewers and Decision-Makers, sections 2.8.1, 2.9.1, 2.10.1 and 2.11.

Module 2 – Conducting the Audit

Learn how to prepare the audit file: add the operator’s representatives, correct the request data if needed, and record your annotations.

I. Before you start

✅Your Certification Body must have created the audit and assigned you as auditor.

✅ The Audit Plan must already be set up. Your Certification Body’s Scheme Manager prepares it and sends it to the operator at least 48 hours before the audit.

II. Process step by step

Step 1. Open the audit

Go to Audits and locate the audit using Quick Search (see Finding a file). Click on it to open it.

In the General tab, you will complete four sections:

  • Representative: the operator’s representatives.
  • Request information of the Brand: corrections to the data declared by the operator, if necessary.
  • Annotations: your notes on the audit, if applicable.
  • Signatures: the closing signatures (see Closing signatures and preliminary report).

Click on the ➕ icon and complete all the representative’s details in the pop-up window, except the signature. The signature is recorded at the closing meeting, or whenever you consider appropriate.

⚠️ Important: once a signature has been recorded, it cannot be modified.

If a declared location contains errors, or the production or process information needs to be corrected, click on the ✏️ icon in the Request information of the [Brand] Brand section and modify the corresponding field.

In Annotations, write any notes you consider relevant about how the audit is conducted.

Click on the save icon to keep the information.

✅ Done! The audit file is ready. Next, assign the checklist to the operator.

III. Explanatory video

📄 Full details in the User Guide for Auditors, Technical Reviewers and Decision-Makers, section 3.2.1.

Learn how to assign the right checklist depending on the operator type: single-site, multi-site or group of operators.

I. Before you start

✅ Check the operator type in the request: individual single-site, individual multi-site, or group of operators.

✅ Identify the main location (Site 1 declared in the request). For a group, identify the main location of each operator.

II. Process step by step

Step 1. Go to the Checklist section

In the audit, open the Checklist section.

💡 Key rule: the checklist is generated per operator, not per site.

Individual operator – single site
Assign the auditor, the Brand and the location. Only one location is shown, since there is only one site. Click on ➕.

Individual operator – multi-site
Create one checklist for all sites. As established in the General Regulations, a Non-Conformity detected at one site applies to all of the operator’s sites. Assign the auditor and the Brand, select the operator’s main location (Site 1), and click on ➕.

Group of operators
Create one checklist for each operator. For Operator 1, assign the auditor and the Brand, select that operator’s main location, and click on ➕. Repeat for Operator 2 and each additional operator, selecting the main location of their own sites.

⚠️ Important: in a multi-site operator, do not create one checklist per site. The single checklist covers all sites.

Once the checklist is assigned, the audit status changes from Planned to Open.

✅ Done! The checklist is ready to be evaluated during the audit.

III. Explanatory video

📄 Full details in the User Guide for Auditors, Technical Reviewers and Decision-Makers, section 3.2.2.

Learn how to rate each requirement, how each rating translates into a Non-Conformity, and how to check whether the operator has passed the audit.

I. Before you start

✅ The checklist must be assigned (see Checklist assignment).

✅ Have the Brand’s Requirements Evaluation document at hand. It sets the rating that corresponds to each finding.

✅ The evaluation must be written in English.

II. Process step by step

Step 1. Enter the evaluation dates and the sites

Open the checklist and enter the start and end date and time of the evaluation. Then, in the Observations box, identify what the checklist covers:

✅ Single site: the name and address of the location.

✅ Multi-site: the name and address of each site.

✅ Group of operators: in each checklist, the operator number and the name and address of each of its sites.

Click on Expand All Questions and Expand Observations to see every requirement and its observation field at once.

There are three types of requirements:

  • Regular and major requirements: rated A, B, C or N/A.
  • Essential requirements: rated only A, B or C.

If the requirement is fully met (A):

  • Observation: internal comments. They do not appear in the issued checklist and the operator does not see them.
  • Comments: visible in the checklist and to the operator.
  • Attach Evidence: to attach supporting documents. They are listed above Observations, and you can see all of them in the Document Manager (📁).

If the requirement is not met (B or C):

  • Observations: internal comments, as above.
  • Non-Conformity Text: why the requirement is not met.
  • The Non-Conformity Number is generated automatically.

If the requirement does not apply: select N/A and add the observation and comment.

Requirement

B

C

Regular

minor NC

minor NC

Major

minor NC

serious NC

Essential

serious NC

critical NC (K.O.)

⚠️ Important: a K.O. allows you to finish the audit that day, but the certification process cannot continue.

When you finish, a summary table appears at the top with the requirement categories, the number of ratings of each type, the number for each Level and the total score.

Go back to the previous screen to see the preliminary status of each checklist. Click on a checklist in the Audit Situation box to see the scores by type of requirement.

The operator cannot continue with the certification process if it gets a K.O. or does not reach the minimum score:

  • 70% in an initial audit.
  • 80% in a renewal audit.

⚠️ Group of operators: an operator that gets a K.O. or does not reach the minimum score is removed from the group, and the others can continue. If it is the Lead Operator, the process does not continue for the whole group.

✅ Done! The checklist is evaluated. Next, download the internal and public versions.

III. Explanatory video

📄 Full details in the User Guide for Auditors, Technical Reviewers and Decision-Makers, section 3.2.2.

Learn the difference between the two checklist versions and how to prepare the public one before it is published.

I. Before you start

✅ All requirements of the checklist must be evaluated.

II. Process step by step

Exit the checklist and open it again, so that the system updates it with all the data you have added.

Click on the 📝 icon in the top right corner. A panel opens on the right with the available formats.

✅ Internal Checklist: contains all the explicit comments and observations from the evaluation.

✅ Public Checklist: sensitive information is replaced with generic comments. It will be published on the CONFICERT Transparency Portal once the operator obtains the certificate.

Edit the wording of the Non-Conformities in the public checklist so that it does not disclose sensitive data or private information about the operator.

⚠️ Important: the public checklist will be visible to anyone on the Transparency Portal. Review it carefully before sharing it.

✅ Done! Next, record the closing signatures and download the preliminary report.

III. Explanatory video

📄 Full details in the User Guide for Auditors, Technical Reviewers and Decision-Makers, section 3.2.2.

Learn how to record the signatures at the closing meeting and download the preliminary audit report for the operator.

I. Before you start

✅ The checklist must be fully evaluated.

✅ The operator’s representative must be added in the General tab (see The General tab).

✅ Hold the closing meeting on the last day of the audit and read out the Non-Conformities to the operator.

II. Process step by step

Step 1. Record the representative's signature

Go back to the General tab. In the representative’s window, click on the Sign field so that the operator’s representative can sign. To repeat the signature, click on Clear and Sign Again. When it is correct, click on Sign to confirm it, and then on Add.

⚠️ Important: check the signature carefully before confirming it. Once recorded, it cannot be edited.

Scroll down to the Signatures section. Click on the box with your name and sign in the same way. If there is more than one auditor, each one signs in their own box.

If the technical reviewer’s name appears in this section, leave their field blank.

Click on Save so that all the information is recorded.

Click on the 📝 icon in the top right corner and download the Preliminary Internal Audit Report.

Send the operator the Preliminary Internal Audit Report together with the internal checklist. For a group of operators, send all the checklists.

✅ Done! The audit day is complete. The next step is to create the Non-Conformity packs so that the operator can submit its Corrective Action Plan.

III. Explanatory video

📄 Full details in the User Guide for Auditors, Technical Reviewers and Decision-Makers, section 3.2.2.

Module 3 – CAP and Audit Closure

Learn how to group the Non-Conformities into packs and set the dates so that the operator can submit its Corrective Action Plan.

I. Before you start

✅The checklist must be fully evaluated, and the closing signatures recorded.

✅The operator must have passed the audit: no K.O., and at least 70% (initial audit) or 80% (renewal audit).

II. Process step by step

In the audit, open the CAP (Corrective Action Plan) section. The Pending Non-Conformities to Assign box shows all the Non-Conformities recorded in the checklist.

Select the Non-Conformities you want to group and click on ➕.

💡 Group of operators: create one pack for each operator. You can identify each operator by the name of its Site.

Open the pack and complete:

  • Creation Date: the date the pack is created.
  • Due Date: a maximum of 28 days after the creation date.
  • CAP validation date: leave it blank for now. You will complete it on the day you evaluate the operator’s Corrective Action Plan.

The pack appears automatically in the operator’s profile, where the operator uploads its corrective actions. Let the operator know that the pack is available.

✅ Done! Repeat these steps for each pack. When the operator has uploaded its corrective actions, you will be informed so that you can evaluate them.

III. Explanatory video

📄 Full details in the User Guide for Auditors, Technical Reviewers and Decision-Makers, section 3.2.2.

Learn how to evaluate the cause, action and evidence proposed by the operator for each Non-Conformity.

I. Before you start

✅ The operator must have uploaded its corrective actions.

✅ You have a maximum of 7 days to evaluate the CAP. The full period from the CAP submission to the final certification decision is 28 days, and the technical reviewer and the decision-maker need the remaining days.

II. Process step by step

In the pack, the Corrective Action box shows the actions proposed by the operator. Click on one to open it.

The fields outlined in blue show the operator’s data: cause, proposed action and proposed evidence, together with the attached documents.

In the fields outlined in red:

  • Evaluate the cause, the action and the evidence: Complies, Does Not Comply or Not Applicable.
  • Enter the date of each evaluation.
  • In Type, always select Specific and add a brief comment (for example, “CA OK”).
  • Add your comments and assign a rating: A, B, C or N/A.

💡 Tip: if one corrective action solves several Non-Conformities, click on ℹ️ to see the requirement of each one.

Click on Save and repeat the process for each corrective action in the pack.

When you have evaluated all the corrective actions, enter the evaluation date in the pack (CAP validation date). Repeat the process for each pack sent to the operator.

⚠️ Important: if a corrective action is not enough to change the rating to A, inform the operator so that it can propose a new one before the Due Date. After that date, the operator can no longer edit its corrective actions. If necessary, you can extend the Due Date to reopen editing.

✅ Done! The CAP is evaluated. Next, check the final audit status.

III. Explanatory video

📄 Full details in the User Guide for Auditors, Technical Reviewers and Decision-Makers, sections 3.2.2 and 3.3.

Learn how to check whether the operator has achieved full compliance and which final reports to download and share.

I. Before you start

✅ All corrective actions in all packs must be evaluated.

II. Process step by step

Go back to the Checklist section. Once the CAP is evaluated, the audit status changes from Preliminary to Final.

To move on to the next stage, the operator must reach 100% compliance. All requirements that were Non-Conformities must now be rated A.

⚠️ Group of operators: an operator that does not reach 100% after the CAP evaluation is excluded from the next stage of the process.

Click on Switch View to Preliminary to see the original results. Open a checklist to see how the Non-Conformities have changed to A after the CAP evaluation.

Go to the General tab and click on the 📝 icon in the top right corner.

Report

Content

Share with

Final Internal Audit Report

The operator’s explicit information from the audit

Only the auditor, the CB and the operator

Final Public Audit Report

No sensitive information. It is published on the Transparency Portal

CONFICERT administrators, only if the operator obtains the certificate

✅ Done! If you need to register samples, continue with the next lesson. Otherwise, go to Closing the audit.

III. Explanatory video

📄 Full details in the User Guide for Auditors, Technical Reviewers and Decision-Makers, section 3.2.2.

Learn how to register the samples taken during the audit and their laboratory results.

I. Before you start

✅ This record is voluntary. Use it only if samples were taken as part of the requirements verification.

✅ Have the batch number, the laboratory dates and the results at hand.

II. Process step by step

In the audit, go to Sample and click on ➕. Select the option in the drop-down menu and click on Create.

✅ Responsible: the responsible auditor.

✅ Name of the Staff Present During Sample Collection: the operator’s representative present when the samples were taken.

✅ The batch number, the substance detected, and the shipping and receipt dates.

Click on ➕ and enter:

  • The sample code: the audit code followed by “_SA” and the sample number (for example, FWS-HORECA000001/26_1/1_SA01).
  • The product it belongs to and a brief description.
  • The date it was sent to the laboratory and the date of the results.

Click on Save. To delete a sample, select it and click on 🗑️.

Click on the three-dot icon in the bottom corner. All registered samples appear in the main panel of the section.

✅ Done! The samples are registered and will appear in the file under Samplings.

III. Explanatory video

📄 Full details in the User Guide for Auditors, Technical Reviewers and Decision-Makers, section 3.2.2.

Learn what to check before closing the audit and what happens afterwards.

I. Before you start

✅ The CAP must be evaluated and the audit status must be Final.

✅ The final reports must be downloaded.

II. Process step by step

Review that all the data in the audit is complete and saved: General tab, signatures, checklists, CAP and samples.

Click on Close Audit. A message warns you that, once closed, no data can be modified and that a technical review of the file is generated automatically. Confirm to continue.

⚠️ Important: closing the audit cannot be undone easily. To reopen it, the technical review must first be deleted from Reviews, and then the audit reopened with the ↗️ icon in Audits.

The audit appears as Closed in Audits, and the file moves to the technical review phase.

✅ Done! Your work as auditor on this file is complete. The technical reviewer now takes over.

III. Explanatory video

📄 Full details in the User Guide for Auditors, Technical Reviewers and Decision-Makers, section 3.2.2.

Module 4 – Technical Review

Learn where to follow your audit in CERTIAPP and what each audit status means for you.

I. Before you start

✅ Your Certification Body must have assigned you the Reviewer role for the Brand.

✅ The auditor must have closed the audit. The review is generated automatically when the audit is closed.

✅ Keep the deadline in mind: from the operator’s CAP submission, there are 28 days to reach the final decision. The auditor uses up to 7 of them, and the rest are shared between you and the decision-maker.

II. Process step by step

Step 1. Find the file

Go to Reviews and locate the file using Quick Search. A file with the status No Decision has not been reviewed yet. Click on it to open the review.

Only the General section is available. It contains everything the auditor recorded during the audit. The review status shows as Pending.

💡 Tip: use the Priority field to set a priority level for the review if you need to.

If you detect a problem in the file, click on New Incident. Select who the incident is addressed to and the reason.

When you have reviewed the whole file, click on Extend Review and then on Accept.

In the Technical Review window:

  • Select Suitable or Not Suitable.
  • Enter the date of the review.
  • Select yourself as the responsible reviewer and check that your role shows as Reviewer.
  • Write your observations or comments.
  • Tick Mark as Reviewed.

Click on Save and Mark as Reviewed.

💡 If the result is Not Suitable: the operator is informed of the unfavorable result, and the certification process ends.

The status changes to Closed Approved. Click on Save. In the main panel, the file now shows as Closed Approved, which means it has moved automatically to the Decision section.

✅ Done! Your review is complete. The decision-maker now takes over.

III. Explanatory video

📄 Full details in the User Guide for Auditors, Technical Reviewers and Decision-Makers, section 3.3.

Module 5 – Decision and Certificate

Learn how to record the certification decision for a file.

I. Before you start

✅ Your Certification Body must have assigned you the Decision Maker role for the Brand.

✅ The technical reviewer must have completed the review. The file appears in Decision as soon as the review shows Closed Approved.

✅ Keep the 28-day deadline from the CAP submission in mind.

II. Process step by step

After the audit is closed, your file is reviewed by a technical reviewer and eGo to Decision and locate the file using Quick Search. Click on it to open it.valuated by a decision-maker. Your Certification Body will inform you the final decision.

  • Enter the decision date.
  • After reviewing all the information in the file, select Approved or Not Approved.
  • Select the action to take according to the result.
  • Write your comments.

💡 If the decision is Not Approved: the operator is informed of the unfavorable result, and the certification process ends.

💡 Ignore the Checklist section at the bottom of the screen. It plays no role at this stage. Click on Save.

✅ Done! If the decision is favorable, the next step is to generate the certificate. If it is unfavorable, the process ends here once the operator has been informed.

III. Explanatory video

📄 Full details in the User Guide for Auditors, Technical Reviewers and Decision-Makers, section 3.4.

Learn what must be in place before the certificate can be generated, and how to generate it on time.

I. Before you start

The Generate Certificate button only unlocks when two conditions are met:

✅ The Royalty Fee has been paid and assigned to the operator. Your Certification Body manages this through the CONFICERT web platform.

✅ The operator has signed the Brand Use License Agreement and returned it to the Certification Body, after being informed of the favorable decision.

II. Process step by step

Open the file in Decision. When both conditions are met, the Generate Certificate button (in blue) is enabled.

⚠️ Important: if the button is not enabled, check with your Certification Body that the Royalty Fee has been assigned and the License Agreement signed.

Click on Generate Certificate. You will move on to the certificate management screen.

⚠️ Important: the certificate must be issued within a maximum of 72 hours.

✅ Done! The certificate has been generated. Next, complete its data, then activate and publish it.

III. Explanatory video

📄 Full details in the User Guide for Auditors, Technical Reviewers and Decision-Makers, section 3.4.

Learn how to complete the certificate data, plan the next audit, and make the certificate active and public.

I. Before you start

✅ The certificate must have been generated (see Generating the certificate).

II. Process step by step

Step 1. Complete the certificate dates

Complete the fields highlighted in red:

  • Valid From: start of validity.
  • Valid To: end of validity.
  • Issuance Date.
  • Certificate Date.

💡 Change of scope: if the certification is due to a change of scope, also enter the modification date and your comments.

Click on Plan Next Audit and complete:

  • The audit modality.
  • The date range in which it must take place. It cannot be carried out before or after these dates.
  • Whether it will be announced or unannounced.

Click on Save.

The certificate is initially inactive and unpublished. Go to the main panel of Certificates and click on Active and Published to enable both options.

Open the certificate again. Its status now shows Active and Published. To download it, click on 📝 in the top right corner and select the certificate for the type of operator evaluated.

Once the certificate is issued:

  • The Certification Body sends the operator the internal and public audit reports, and informs it that the certificate is available in its Certificates section.
  • The operator is asked for its graphic material: company logo, photos of the certified product or images of the service, a company description and any other relevant documents. The operator sends this material to the Certification Body or to the decision-maker.
  • The Certification Body sends this material, together with the public audit report and the certificate, to the CONFICERT administration team at conficert5@conficert.org, for publication on the CONFICERT Transparency Portal.

✅ Done! The certification process for this file is complete. The certificate will soon be visible on the Transparency Portal.

III. Explanatory video

📄 Full details in the User Guide for Auditors, Technical Reviewers and Decision-Makers, section 3.5.

Still have questions?

Check the frequently asked questions for operators or contact your Certification Body.

Certification Bodies receive them from CONFICERT. Operators and Evaluation Staff receive them from their Certification Body.

In English: the request, the additional information, and the checklist evaluation.

Yes, in “My Data” › “Personal Data” › “Change Password”. The email address with which the account was registered must not be changed.

✓ Planned: the audit has been created.

✓ Open: the auditor has started it.

✓ Closed: the CAP has been evaluated and the audit has been completed.

Minor, serious, and critical (K.O.). A critical Non-Conformity prevents the certification process from continuing, although the audit may still be completed that day.

All exchanged documents (request, contract, evidence) are in “Documents” and can be filtered by name, type, or module.

One per operator, not per site.

“Observations” is internal and is not visible to the operator. “Comments” appears in the checklist and is visible to the operator.

✓ Regular requirement: B or C generates a minor Non-Conformity.

✓ Major requirement: B generates a minor Non-Conformity, and C a serious Non-Conformity.

✓ Essential requirement: B generates a serious Non-Conformity, and C a critical (K.O.) Non-Conformity.

70% for an initial audit and 80% for a renewal audit. After the CAP, the operator must reach 100% compliance.

The internal checklist contains all explicit comments and is for the CB’s use. The public checklist omits sensitive information and is published on the Transparency Portal. The auditor must review its wording before sending it.

A maximum of 7 days, within the total of 28 days until the final decision.

No. Once recorded, a signature cannot be edited.

No, sample registration (Samples) is voluntary and optional.

First delete the technical review from “Reviews”, then click on the reopen icon.

Need help?

If you have any questions about using CERTIAPP or encounter an issue on the platform, we are here to help.

*Evaluation Staff: for questions about how the platform works, technical issues, or questions about the guides, write to us at conficert5@conficert.org

To help us respond faster, please include your role, the CERTIAPP section where the issue arises, and, if possible, a screenshot.

Frequently asked questions

Certification Bodies receive them from CONFICERT. Operators and Evaluation Staff receive them from their Certification Body.

In English: the request, the additional information, and the checklist evaluation.

Yes, in “My Data” › “Personal Data” › “Change Password”. The email address with which the account was registered must not be changed.

✓ Planned: the audit has been created.

✓ Open: the auditor has started it.

✓ Closed: the CAP has been evaluated and the audit has been completed.

Minor, serious, and critical (K.O.). A critical Non-Conformity prevents the certification process from continuing, although the audit may still be completed that day.

All exchanged documents (request, contract, evidence) are in “Documents” and can be filtered by name, type, or module.

The membership and the Annual Authorization Fee to Certify a Brand must be current, and the operator must have been assigned the Brand Registration and Certification Fee.

The three options in “Audit References”. If they are not enabled, problems will arise when evaluating the CAP.

✓ “Auditor Admin”: if the person will act as auditor, reviewer, and decision-maker, or only as auditor.

✓ “Reviewer”: if they will carry out only technical reviews.

✓ “Decision Maker”: if they will carry out only decision-making.

The roles must match the competencies assigned for each Brand.

At least 48 hours in advance.

Yes. Once approved, it is downloaded in Word, reviewed, converted to PDF, sent to the operator, and saved in the operator’s document manager.

The Royalty Fee must be paid and assigned to the operator, and the Brand Use License Agreement must be signed.

A maximum of 72 hours from when the above requirements are met.

The public audit report, the certificate, and the operator’s graphic material, to conficert5@conficert.org, for publication on the Transparency Portal.

One per operator, not per site.

“Observations” is internal and is not visible to the operator. “Comments” appears in the checklist and is visible to the operator.

✓ Regular requirement: B or C generates a minor Non-Conformity.

✓ Major requirement: B generates a minor Non-Conformity, and C a serious Non-Conformity.

✓ Essential requirement: B generates a serious Non-Conformity, and C a critical (K.O.) Non-Conformity.

70% for an initial audit and 80% for a renewal audit. After the CAP, the operator must reach 100% compliance.

The internal checklist contains all explicit comments and is for the CB’s use. The public checklist omits sensitive information and is published on the Transparency Portal. The auditor must review its wording before sending it.

A maximum of 7 days, within the total of 28 days until the final decision.

No. Once recorded, a signature cannot be edited.

No, sample registration (Samples) is voluntary and optional.

First delete the technical review from “Reviews”, then click on the reopen icon.

1. What must I do before completing the request?

Review “My Data”, give LOPD consent, sign the certification contract, and register all facilities.

In “Documents”, by clicking on the 📝 icon in the upper right corner. It is downloaded in Word format, signed, and sent to the CB’s email address.

It is acceptance of the Organic Law on Data Protection (LOPD). Check it in “My Data” › “LOPD”, save, and notify the CB. It must be done before the request is opened.

No, it is a voluntary, informational record. The username and password it asks for can be filled in with any value, since no access profiles are created.

At least 2 for a single site (one fiscal and one facility), and at least 3 for a multi-site operator or group of operators.

No. Two records must be created even if the address is the same: one of the fiscal type and another of the facility type.

It must be registered in “Facilities” as the Facility type and marked as active.

Always the Certification Body. The operator completes it from “View Request”.

Only while it is in “Pending” status. Once approved, the CB must be asked to reopen it.

The Lead Operator (OPERATOR 1), which is the user with which the profile was created. It manages the entire process on behalf of the group.

A maximum of 28 days. The deadline and the days remaining are shown in the Non-Conformity pack itself.

The pack counter shows, for example, “4/4”: the number of NCs with a corrective action out of the total number of NCs.

Inform the auditor so that they can evaluate them. If changes are requested, they can be edited with “Edit” while the deadline is still open.

When the deadline expires, editing is closed automatically. The auditor may extend the deadline if deemed necessary.

The Brand Use License Agreement, which the CB sends once the certification decision is favorable.

In “Certificates”, using the “Download” button.