Email alerts: deviations and records that never happened

What HACCP alerts does Miselup send?

Miselup sends a single kind of alert, by email, with up to three blocks inside it:

• Temperatures — every reading logged outside the range that applied at that control point.
• Record book — every record in the book whose verdict came out as «Deviation».
• Records that never happened — the missing checks: what was due to be logged and isn’t there.

In the first draft, missing checks are shown on screen but do not trigger emails; deviations still do. While you prepare a successor edition, the current edition remains in force until the new one is approved.

The subject line already tells you what’s inside: it names the unit when it’s a single out-of-range reading, says a record is missing from your HACCP book when it’s a single missing check, or gives the corresponding count when there are several. The footer signs it off as an automatic notice from the HACCP log, and its button takes you straight to the dashboard.

What does a deviation alert mean and what do I do?

It means a measurement fell outside the criterion: a temperature outside the unit’s range, or a record in the book that came out as «Deviation».

That block of the email gives you the unit or the point, the reading, the range that was in force and the time, and tells you whether a corrective action is already documented or whether one is still missing.

What to do:

1. Open the record from the button in the email.
2. Check what happened to the goods and to the equipment.
3. Document the corrective action on the record itself: what was done with the product and with the process, and who decided it. That’s what an inspector looks for after every deviation.

What is a missing check in HACCP, and why do you warn me about it?

A missing check is what was due to be logged and wasn’t. It doesn’t come out of guesswork: it comes from the point’s current schedule or an event obligation. Miselup detects food purchase-order receipts and storage per produced food lot when the plan has an applicable control. Dispatches, services and thermal operations require you to declare activity under «Event obligations»; they are not all detected automatically. Detection does not fill in old measurements. If it fails, it shows «Detection failed» so you can review the object and declare its activity manually.

Declaring activity creates an obligation, not a measurement. When recording, link the relevant event. In two-act processes, the start stays «In progress»: only the finish or abandonment covers the obligation, and the verdict still shows whether there was a deviation. Authorised abandonment is handled in management; the portal lets the team complete the workflow.

In the team portal, you can see open receiving and lot-storage obligations for your authorised controls. Select the matching one when recording. Transport (loading → unloading) and retention samples (origin → destination) have complete two-act workflows in both the dashboard and portal; starting does not cover the obligation.

In the email, each missing check names the record type, the point, the day it was due with no record, and the declared frequency. If the missing check belongs to the system-verification branch, it’s marked as such — it isn’t a day-to-day check. How it’s declared is in prerequisites and verification.

Missing checks are one of the first things an inspector looks at, and the report prints them even when there are none.

Can I fill in a missing check from a day that has already passed?

It depends on the record type:

• Check records (a temperature, a cleaning round): no. The time is stamped by the server and the book only accepts an observation declared up to 12 hours earlier, so a closed window stays closed.
• Documentary records (the pest control report, a training record): yes. These are uploaded with the date on the document, and uploading them genuinely closes the missing check. The water lab result is not documentary: it’s logged as a normal record, with no mandatory attachment.

A closed missing check can be explained without covering it. The owner or an administrator with a current paid subscription can press «Explain this gap» in the book or report and declare a reason. It is kept with its author and date and printed as «NOT performed · subsequent explanation». The missing check and its count remain; the explanation invents no reading and changes no earlier records.

If equipment breaks down, use «Declare breakdown» on its control point and «Close breakdown» once repaired, with a reason for both actions. The breakdown stays in the history and explains, without covering, the affected missing checks. It only silences missing-check emails whose due time falls within the breakdown; it does not silence deviations. If still open for more than 7 days, an on-screen notice asks you to check whether the equipment is still out of order; it is not closed automatically. It does not declare conformity or erase non-compliance.

How do I stop missing checks piling up?

By watching «Due today», which lives in two places at once:

• In the dashboard, under «HACCP» → «Records».
• In the team portal, in the «HACCP» section, where each cook sees their kitchen’s overdue checks and logs them from the point’s card. They also see open receiving and lot-storage obligations and select them when recording; two-act processes require the final act.

Known limits

• The alerts are email and nothing else: there’s no SMS, no WhatsApp and no push notification.
• This is not real-time monitoring. It’s triggered by a periodic sweep of the log, not by the exact moment you save a reading.
• Recipients: the owner or administrator selects 1 to 10 active members who have accepted their invitation. Each gets their own communication; unrelated email addresses cannot be added.
• Preferences: optional alerts can be muted. Mandatory deviations are always kept; without current payment or a recipient, the history shows the communication as blocked.
• Retries and history: the queue keeps communications and retries failures with increasing delays. Interrupted jobs are recovered, and uncertain results can be reconciled. Deduplication reduces repeats; it does not promise exactly one email in every situation.
• Acceptance is not delivery: acceptance by the email provider does not prove that a message reached an inbox. Check the communication status and the book; email does not replace monitoring in the kitchen.
• A unit with no declared range never triggers an out-of-range alert, because its readings come out with no criterion.