CertiApp Academy
GUIDES AND RESOURCES FOR CERTIFICATION BODIES, EVALUATION STAFF AND OPERATORS
Learn to manage your certification in CertiApp, step by step
Guides, tutorials, and videos to help you use the CERTIAPP platform according to your role in the certification process.
The certification process in CertiApp
Phase 0
Setup
Account and annual fee
CB · First time only
Auditors and clients
CB · Registration
Phase 1
Request
Registration fee
CB assigns to operator
Request
CB creates, operator fills
Phase 2
Audit
Audit planning
CB and auditor
CAP
Operator and auditor
Audit execution
Auditor · checklist
Audit closure
Auditor · Final reports
Phase 3
Decision
Technical review
Technical reviewer
Final decision
Decision-maker
Phase 4
Certification
Royalties and license
CB and operator
Transparency Portal
CB sends to CONFICERT
Certificate issuance
Decision-maker
↻ Annual renewal: back to Phase 1
Download center
Frequently asked questions
1. Who provides my username and password to access CERTIAPP?
Certification Bodies receive them from CONFICERT. Operators and Evaluation Staff receive them from their Certification Body.
2. In what language should information be entered on the platform?
In English: the request, the additional information, and the checklist evaluation.
3. Can I change my password?
Yes, in “My Data” › “Personal Data” › “Change Password”. The email address with which the account was registered must not be changed.
4. What do the Planned, Open, and Closed audit statuses mean?
✓ Planned: the audit has been created.
✓ Open: the auditor has started it.
✓ Closed: the CAP has been evaluated and the audit has been completed.
5. What types of Non-Conformity are there?
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.
6. Where can I find the process documents?
All exchanged documents (request, contract, evidence) are in “Documents” and can be filtered by name, type, or module.
1. Why can't I create a request?
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.
2. Which options must be enabled in the initial settings?
The three options in “Audit References”. If they are not enabled, problems will arise when evaluating the CAP.
3. Which role should I assign to each auditor?
✓ “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.
4. How far in advance must the audit plan be sent?
At least 48 hours in advance.
5. Do I have to send the request document to the operator?
Yes. Once approved, it is downloaded in Word, reviewed, converted to PDF, sent to the operator, and saved in the operator’s document manager.
6. Why isn't the "Generate Certificate" button enabled?
The Royalty Fee must be paid and assigned to the operator, and the Brand Use License Agreement must be signed.
7. How much time is there to issue the certificate?
A maximum of 72 hours from when the above requirements are met.
8. What must be sent to CONFICERT after issuing the certificate?
The public audit report, the certificate, and the operator’s graphic material, to conficert5@conficert.org, for publication on the Transparency Portal.
1. How many checklists are created in a multi-site or group audit?
One per operator, not per site.
2. What is the difference between the "Observations" and "Comments" fields?
“Observations” is internal and is not visible to the operator. “Comments” appears in the checklist and is visible to the operator.
3. What type of Non-Conformity does each rating generate?
✓ 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.
4. What is the minimum pass threshold for the audit?
70% for an initial audit and 80% for a renewal audit. After the CAP, the operator must reach 100% compliance.
5. What is the difference between the internal and public checklists?
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.
6. How much time does the auditor have to evaluate the CAP?
A maximum of 7 days, within the total of 28 days until the final decision.
7. Can a signature be modified once recorded?
No. Once recorded, a signature cannot be edited.
8. Is sample registration mandatory?
No, sample registration (Samples) is voluntary and optional.
9. How do I reopen a closed audit?
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.
2. Where do I sign the certification contract?
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.
3. What is LOPD consent, and when should I give it?
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.
4. Is it mandatory to register technicians?
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.
5. How many facilities must I register?
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.
6. My office and my facility are at the same address. Do I register only one?
No. Two records must be created even if the address is the same: one of the fiscal type and another of the facility type.
7. Why doesn't my facility appear when completing the request?
It must be registered in “Facilities” as the Facility type and marked as active.
8. Who creates the request?
Always the Certification Body. The operator completes it from “View Request”.
9. Can I modify the request after submitting it?
Only while it is in “Pending” status. Once approved, the CB must be asked to reopen it.
10. We are a group of operators. Who manages the account?
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.
11. How much time do I have to resolve the Non-Conformities?
A maximum of 28 days. The deadline and the days remaining are shown in the Non-Conformity pack itself.
12. How do I know whether I have responded to all the Non-Conformities?
The pack counter shows, for example, “4/4”: the number of NCs with a corrective action out of the total number of NCs.
13. I have uploaded my corrective actions. What should I do now?
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.
14. What happens if I do not submit my corrective actions on time?
When the deadline expires, editing is closed automatically. The auditor may extend the deadline if deemed necessary.
15. What must I sign before receiving the certificate?
The Brand Use License Agreement, which the CB sends once the certification decision is favorable.
16. Where do I download my certificate?
In “Certificates”, using the “Download” button.
Need help?
If you have any questions about using CERTIAPP or encounter an issue on the platform, we are here to help.
*Operators: for any questions about your request, audit, Non- Conformities, or certificate, please contact the Certification Body with which you are carrying out your certification process.
*Certification Bodies and 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
GUIDES AND RESOURCES FOR CERTIFICATION BODIES, EVALUATION STAFF AND OPERATORS
Learn to manage your certification in CertiApp, step by step
Guides, tutorials, and videos to help you use the CERTIAPP platform according to your role in the certification process.
The certification process in CertiApp
Phase 0
Setup
Account and annual fee
CB · First time only
Auditors and clients
CB · Registration
Phase 1
Request
Registration fee
CB assigns to operator
Request
CB creates, operator fills
Phase 2
Audit
Audit planning
CB and auditor
CAP
Operator and auditor
Audit execution
Auditor · checklist
Audit closure
Auditor · Final reports
Phase 3
Decision
Technical review
Technical reviewer
Final decision
Decision-maker
Phase 4
Certification
Royalties and license
CB and operator
Transparency Portal
CB sends to CONFICERT
Certificate issuance
Decision-maker
↻ Annual renewal: back to Phase 1
Download center
Frequently asked questions
1. Who provides my username and password to access CERTIAPP?
Certification Bodies receive them from CONFICERT. Operators and Evaluation Staff receive them from their Certification Body.
2. In what language should information be entered on the platform?
In English: the request, the additional information, and the checklist evaluation.
3. Can I change my password?
Yes, in “My Data” › “Personal Data” › “Change Password”. The email address with which the account was registered must not be changed.
4. What do the Planned, Open, and Closed audit statuses mean?
✓ Planned: the audit has been created.
✓ Open: the auditor has started it.
✓ Closed: the CAP has been evaluated and the audit has been completed.
5. What types of Non-Conformity are there?
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.
6. Where can I find the process documents?
All exchanged documents (request, contract, evidence) are in “Documents” and can be filtered by name, type, or module.
1. Why can't I create a request?
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.
2. Which options must be enabled in the initial settings?
The three options in “Audit References”. If they are not enabled, problems will arise when evaluating the CAP.
3. Which role should I assign to each auditor?
✓ “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.
4. How far in advance must the audit plan be sent?
At least 48 hours in advance.
5. Do I have to send the request document to the operator?
Yes. Once approved, it is downloaded in Word, reviewed, converted to PDF, sent to the operator, and saved in the operator’s document manager.
6. Why isn't the "Generate Certificate" button enabled?
The Royalty Fee must be paid and assigned to the operator, and the Brand Use License Agreement must be signed.
7. How much time is there to issue the certificate?
A maximum of 72 hours from when the above requirements are met.
8. What must be sent to CONFICERT after issuing the certificate?
The public audit report, the certificate, and the operator’s graphic material, to conficert5@conficert.org, for publication on the Transparency Portal.
1. How many checklists are created in a multi-site or group audit?
One per operator, not per site.
2. What is the difference between the "Observations" and "Comments" fields?
“Observations” is internal and is not visible to the operator. “Comments” appears in the checklist and is visible to the operator.
3. What type of Non-Conformity does each rating generate?
✓ 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.
4. What is the minimum pass threshold for the audit?
70% for an initial audit and 80% for a renewal audit. After the CAP, the operator must reach 100% compliance.
5. What is the difference between the internal and public checklists?
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.
6. How much time does the auditor have to evaluate the CAP?
A maximum of 7 days, within the total of 28 days until the final decision.
7. Can a signature be modified once recorded?
No. Once recorded, a signature cannot be edited.
8. Is sample registration mandatory?
No, sample registration (Samples) is voluntary and optional.
9. How do I reopen a closed audit?
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.
2. Where do I sign the certification contract?
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.
3. What is LOPD consent, and when should I give it?
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.
4. Is it mandatory to register technicians?
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.
5. How many facilities must I register?
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.
6. My office and my facility are at the same address. Do I register only one?
No. Two records must be created even if the address is the same: one of the fiscal type and another of the facility type.
7. Why doesn't my facility appear when completing the request?
It must be registered in “Facilities” as the Facility type and marked as active.
8. Who creates the request?
Always the Certification Body. The operator completes it from “View Request”.
9. Can I modify the request after submitting it?
Only while it is in “Pending” status. Once approved, the CB must be asked to reopen it.
10. We are a group of operators. Who manages the account?
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.
11. How much time do I have to resolve the Non-Conformities?
A maximum of 28 days. The deadline and the days remaining are shown in the Non-Conformity pack itself.
12. How do I know whether I have responded to all the Non-Conformities?
The pack counter shows, for example, “4/4”: the number of NCs with a corrective action out of the total number of NCs.
13. I have uploaded my corrective actions. What should I do now?
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.
14. What happens if I do not submit my corrective actions on time?
When the deadline expires, editing is closed automatically. The auditor may extend the deadline if deemed necessary.
15. What must I sign before receiving the certificate?
The Brand Use License Agreement, which the CB sends once the certification decision is favorable.
16. Where do I download my certificate?
In “Certificates”, using the “Download” button.
Need help?
If you have any questions about using CERTIAPP or encounter an issue on the platform, we are here to help.
*Operators: for any questions about your request, audit, Non- Conformities, or certificate, please contact the Certification Body with which you are carrying out your certification process.
*Certification Bodies and 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
GUIDES AND RESOURCES FOR CERTIFICATION BODIES, EVALUATION STAFF AND OPERATORS
Learn to manage your certification in CertiApp, step by step
Guides, tutorials, and videos to help you use the CERTIAPP platform according to your role in the certification process.
The certification process in CertiApp
Phase 0 - Setup
Account and annual fee
CB · First time only
Auditors and clients
CB · Registration
Phase 1 - Request
Registration fee
CB assigns to operator
Request
CB creates, operator fills
Phase 2 - Audit
Audit planning
CB and auditor
Audit execution
Auditor · checklist
CAP
Operator and auditor
Audit closure
Auditor · Final reports
Phase 3 - Decision
Technical review
Technical reviewer
Final decision
Decision-maker
Phase 4 - Certification
Royalties and license
CB and operator
Certificate issuance
Decision-maker
Transparency Portal
CB sends to CONFICERT
↻ Annual renewal:
back to Phase 1
Download center
Frequently asked questions
1. Who provides my username and password to access CERTIAPP?
Certification Bodies receive them from CONFICERT. Operators and Evaluation Staff receive them from their Certification Body.
2. In what language should information be entered on the platform?
In English: the request, the additional information, and the checklist evaluation.
3. Can I change my password?
Yes, in “My Data” › “Personal Data” › “Change Password”. The email address with which the account was registered must not be changed.
4. What do the Planned, Open, and Closed audit statuses mean?
✓ Planned: the audit has been created.
✓ Open: the auditor has started it.
✓ Closed: the CAP has been evaluated and the audit has been completed.
5. What types of Non-Conformity are there?
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.
6. Where can I find the process documents?
All exchanged documents (request, contract, evidence) are in “Documents” and can be filtered by name, type, or module.
1. Why can't I create a request?
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.
2. Which options must be enabled in the initial settings?
The three options in “Audit References”. If they are not enabled, problems will arise when evaluating the CAP.
3. Which role should I assign to each auditor?
✓ “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.
4. How far in advance must the audit plan be sent?
At least 48 hours in advance.
5. Do I have to send the request document to the operator?
Yes. Once approved, it is downloaded in Word, reviewed, converted to PDF, sent to the operator, and saved in the operator’s document manager.
6. Why isn't the "Generate Certificate" button enabled?
The Royalty Fee must be paid and assigned to the operator, and the Brand Use License Agreement must be signed.
7. How much time is there to issue the certificate?
A maximum of 72 hours from when the above requirements are met.
8. What must be sent to CONFICERT after issuing the certificate?
The public audit report, the certificate, and the operator’s graphic material, to conficert5@conficert.org, for publication on the Transparency Portal.
1. How many checklists are created in a multi-site or group audit?
One per operator, not per site.
2. What is the difference between the "Observations" and "Comments" fields?
“Observations” is internal and is not visible to the operator. “Comments” appears in the checklist and is visible to the operator.
3. What type of Non-Conformity does each rating generate?
✓ 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.
4. What is the minimum pass threshold for the audit?
70% for an initial audit and 80% for a renewal audit. After the CAP, the operator must reach 100% compliance.
5. What is the difference between the internal and public checklists?
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.
6. How much time does the auditor have to evaluate the CAP?
A maximum of 7 days, within the total of 28 days until the final decision.
7. Can a signature be modified once recorded?
No. Once recorded, a signature cannot be edited.
8. Is sample registration mandatory?
No, sample registration (Samples) is voluntary and optional.
9. How do I reopen a closed audit?
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.
2. Where do I sign the certification contract?
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.
3. What is LOPD consent, and when should I give it?
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.
4. Is it mandatory to register technicians?
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.
5. How many facilities must I register?
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.
6. My office and my facility are at the same address. Do I register only one?
No. Two records must be created even if the address is the same: one of the fiscal type and another of the facility type.
7. Why doesn't my facility appear when completing the request?
It must be registered in “Facilities” as the Facility type and marked as active.
8. Who creates the request?
Always the Certification Body. The operator completes it from “View Request”.
9. Can I modify the request after submitting it?
Only while it is in “Pending” status. Once approved, the CB must be asked to reopen it.
10. We are a group of operators. Who manages the account?
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.
11. How much time do I have to resolve the Non-Conformities?
A maximum of 28 days. The deadline and the days remaining are shown in the Non-Conformity pack itself.
12. How do I know whether I have responded to all the Non-Conformities?
The pack counter shows, for example, “4/4”: the number of NCs with a corrective action out of the total number of NCs.
13. I have uploaded my corrective actions. What should I do now?
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.
14. What happens if I do not submit my corrective actions on time?
When the deadline expires, editing is closed automatically. The auditor may extend the deadline if deemed necessary.
15. What must I sign before receiving the certificate?
The Brand Use License Agreement, which the CB sends once the certification decision is favorable.
16. Where do I download my certificate?
In “Certificates”, using the “Download” button.
Need help?
If you have any questions about using CERTIAPP or encounter an issue on the platform, we are here to help.
*Operators: for any questions about your request, audit, Non- Conformities, or certificate, please contact the Certification Body with which you are carrying out your certification process.
*Certification Bodies and 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.