Employee Training & Certification for Food Safety: A Guide for Small UK Producers

Running a small food or drink business means wearing many hats – from crafting recipes to selling products. Amid the busy day-to-day, one hat you cannot afford to drop is food safety training for you and your team.

Proper training isn’t just a box to tick; it’s the foundation of safe products, happy customers, and a compliant, reputable business.

In this post, we’ll break down what training is legally required for food handlers in the UK, how best practices go further, what standards like SALSA and BRCGS expect, and why it all matters (with real-world examples). We’ll also share tips for tracking training records and show how FoodSafe can help make the whole process easier. Let’s dig in!

Why Food Safety Training Matters (Especially for Small Producers)

Food safety is truly a team effort. Even one untrained or careless staff member can cause serious problems – from a batch of contaminated chutney that makes customers ill, to an allergen mishap that triggers a life-threatening reaction. Small producers often have tight-knit teams, so everyone needs to understand the basics of hygiene and their role in keeping food safe.

 In a small production kitchen, every team member must follow proper hygiene practices. Training ensures that staff handle ingredients and equipment safely, wearing appropriate protective clothing to prevent contamination.

The risks of poor hygiene or inadequate training are very real. Foodborne illness can ruin lives and reputations. For example, UK sentencing guidelines now allow even small businesses to be fined thousands of pounds (not just a few hundred) for food safety breaches eposnow.com. In one case, the owners of a pub were hit with a £1.5 million fine after customers fell seriously ill from undercooked meat. Aside from fines, think about the damage a closure or recall could do to your fledgling brand. A poor food hygiene rating can drive away customers – one report found

61% of customers would refuse to dine or buy from a business with a low (2 or below) hygiene rating eposnow.com.

In short, investing time in training is far cheaper than dealing with the fallout of an incident.

The good news is that proper training builds a strong food safety culture. When your team understands why hygiene rules exist and sees them as non-negotiable, compliance becomes second nature. You’re not just avoiding negatives; you’re creating a positive reputation for quality and safety. Small producers can’t hide behind bureaucracy – customers and inspectors often interact directly with your team, so their knowledge (or lack thereof) will show. By making food safety education a core part of your business, you empower your staff and protect your products.

Legal Requirements for Food Hygiene Training in the UK

Let’s start with the basics:

What does the law actually require when it comes to training food handlers?

UK food safety law (which mirrors EU regulations) says that food business operators must ensure all food handlers are supervised and instructed and/or trained in food hygiene commensurate with their work thesaferfoodgroup.com. In plain English, anyone who handles food in your business needs to know how to do it safely – whether that knowledge comes from prior experience, on-the-job instruction, or a formal course.

Importantly, there is no specific legal mandate that staff hold a particular “food hygiene certificate.” 

In fact, the Food Standards Agency (FSA) states that food handlers don’t have to obtain an official certificate to prepare or sell food food.gov.uk. As long as they have been trained to do their job safely (and you can demonstrate that), you are meeting the legal requirement. Training can be achieved through methods like shadowing an experienced worker, self-study, or staff meetings – it doesn’t always mean sending everyone on an expensive course.

However, in practice, most small food businesses opt for accredited food hygiene courses as a straightforward way to ensure and prove staff training. Environmental Health Officers (EHOs) inspecting your facility will expect to see evidence that your team knows their stuff. The easiest way to satisfy them is often by having certificates on file. It’s common for UK food handlers to hold a Level 2 Food Safety/Hygiene certificate (often in “Food Safety in Catering” for those making or serving food) as this is widely accepted as the basic standard of knowledge for anyone preparing or handling open food.

While not explicitly mandated by law, many local authorities “recommend” a Level 2 course for food handlers as best practice thesaferfoodgroup.com, making it an unofficial industry norm. Essentially, following this norm can save you a lot of explaining during inspections.

Understanding the Levels: Food hygiene training in the UK is typically offered in three levels – Level 1, 2, and 3 – which correspond to different roles:

• Level 1 Food Hygiene: An introductory level, appropriate for staff who handle low-risk or wrapped foods and aren’t directly preparing open food. This might include roles like warehouse staff, front-of-house workers who only serve pre-packaged items, or cleaners and kitchen porters ihasco.co.uk. It covers the basics of food safety (cleaning, avoiding contamination, etc.). Many small producers may skip Level 1 and go straight to Level 2 if staff are actually making food, but Level 1 can be useful for volunteers or temporary helpers handling only sealed products.

  
  

• Level 2 Food Hygiene: This is the standard for anyone who prepares, cooks, or handles food that will be eaten by the public. That means almost all food production staff, whether you run a bakery, brew kombucha, or make chutneys, should have Level 2 training. Level 2 teaches fundamental food safety practices – from personal hygiene and preventing cross-contamination to proper storage, cooking and cooling, cleaning, and pest awareness ihasco.co.uk. Essentially, it gives your team the knowledge to handle food hygienically day-to-day. If you’re a small producer, ensuring you and your staff have a Level 2 Food Safety certificate (or equivalent training) is a smart way to meet the legal requirement and sleep easier at night.

  
  

• Level 3 Food Hygiene: A more advanced course aimed at supervisors, managers, and business owners who oversee others in food handling roles ihasco.co.uk. If you have a team and you’re responsible for making sure they all follow food safety rules, Level 3 is extremely useful. It covers how to implement and manage food safety systems, train other staff, and maintain high standards across the business. For instance, if you’re the production manager in a small jam factory or the owner of a growing pie-making business with a few employees, Level 3 training will help you understand HACCP (Hazard Analysis and Critical Control Points) better and how to enforce it. It’s not legally required to have a Level 3-certified person, but if you can, it strengthens your food safety management.

(There is also a Level 4 for advanced management and HACCP plan development, but that’s usually pursued in larger companies or consultancy roles. Most small producers focus on Levels 2 and 3.)

Allergen training is another aspect that, while not yet a standalone legal “must-have” certificate, is essentially required in practice. Food businesses in the UK are legally obliged to handle allergens safely and provide accurate allergen information to consumers. Post-2021 (after “Natasha’s Law”), even small producers who sell prepacked foods direct to consumers must label 14 major allergens if they are present. This means your staff must know how to identify allergens in ingredients, prevent cross-contact, and communicate allergen info. Many businesses therefore have their food handlers do an

Allergen Awareness course (often a short online module, sometimes included in Level 2 training or separate).

The FSA offers a free online allergen training course food.gov.uk which is a great resource. While not “required by law” on paper, allergen training is strongly recommended – failing to manage allergens can be deadly and lead to prosecution, so don’t overlook this area.

Access FSA's Free Training Courses Here

Bottom line: Legally, ensure everyone who handles your food is trained in how to keep it safe for customers. You don’t strictly need a paper certificate for each person, but it’s wise to have them. Think of formal qualifications as an easy way to verify that you’ve met your duty. They set a baseline of knowledge and show you’re taking responsibility. Next, we’ll look at how simply meeting the minimum legal requirement often isn’t enough – and what best practices you should adopt to go above and beyond.

Beyond the Basics: Best Practices in Training and Certification

Meeting the legal minimum is just the starting point. Food industry best practices suggest doing more than what the law strictly requires, to ensure continuous safety and improvement. Here are some key ways to elevate your training program beyond the basics:

• Provide Regular Refreshers: Don’t treat training as a one-and-done task. People forget things over time or pick up bad habits. It’s recommended to refresh food safety training at least every three years for each staff member envesca.co.uk. In fact, many certification bodies and councils suggest renewing the Level 2 Food Hygiene certificate every 3 years to stay up-to-date. Consider shorter refresher sessions annually or whenever you notice standards slipping – for example, a quick workshop on handwashing and cleaning if you’ve had a few near-misses. Regular refreshers reinforce the knowledge and send a message that food safety is an ongoing priority, not just something you did at orientation.

  
  

• Go Beyond “Food Hygiene” Basics: A general food hygiene course is essential, but think about role-specific and advanced topics your team should know. For instance, if you manufacture sauces or baked goods, your staff should have at least a basic understanding of HACCP principles – even if they aren’t HACCP experts, they need to grasp why monitoring a cooking temperature or a pH is critical. Best practice is to train at least one person (usually the owner or manager) in HACCP development so you can properly maintain your food safety management system. In fact, the SALSA standard requires that anyone responsible for managing HACCP in the business be appropriately trained in it. Similarly, allergen awareness for all staff is a best practice (as discussed, effectively a necessity), and food labelling regulations training for anyone creating labels or product information. Other valuable topics include cleaning and sanitisation procedures, pest control awareness (so staff can spot and report signs of pests), and even newer concerns like TACCP/VACCP (food defence and food fraud prevention) if relevant to your operations (read more here). Essentially, tailor your training to the specific risks and tasks in your business. A bakery might focus on flour dust allergen control and dough fermentation safety; a juice producer might train on proper sanitising of equipment to prevent microbiological growth.

  
  

• Induction Training for New Starters: Don’t assume new hires know what you know. Have a structured induction program where every new team member – whether full-time, part-time, or even an occasional helper – gets a crash course on your company’s hygiene rules before they start handling food. This should cover personal hygiene (hand washing technique, hair nets, no jewellery, etc.), your cleaning schedule and how to do cleans, how to report problems, and basic food handling do’s and don’ts. Many small businesses use a simple checklist for this. Best practice is that temporary or seasonal staff receive training on critical points before their first shift (and always work under supervision until you’re confident in their knowledge). Induction ensures everyone starts on the same page.

  
  

• Train for Specific Job Duties: In a small operation, one person often wears multiple hats. But be mindful of any critical control points or high-risk steps in your process – anyone involved in those should get extra focused training on them. For example, if one team member is in charge of cooking jams to the right temperature, make sure they’re trained on using thermometers and know the required temperature and time by heart. If another is responsible for cooling and sealing products, train them on time-temperature controls to prevent bacterial growth. Best practice per standards like BRCGS is that staff operating at CCPs (Critical Control Points) receive specific training for those tasks. That can be an internal briefing or a formal module, but document that they were trained on that procedure. This targeted training ensures that crucial steps (where a mistake could lead to unsafe food) are always handled competently.

  
  

• Encourage a Food Safety Culture: Beyond formal training sessions and certificates, foster an environment where ongoing learning and vigilance is encouraged. This means encouraging staff to speak up if they see something wrong or have a food safety question, doing periodic quizzes or toolbox talks, and leading by example. As the owner or manager, show that you also keep learning – for instance, share an interesting new guideline at a team meeting or take a refresher course yourself. A strong culture turns training from a compliance task into a shared value. It’s now even part of audits – BRCGS Issue 8+ requires sites to work on improving their food safety culture, which includes things like training engagement. Make food safety a regular topic of conversation, not a yearly checkbox.

  
  

By exceeding the bare minimum in these ways, you greatly reduce the risk of something going wrong. You’ll also find that auditors or inspectors have a much easier time with you. They can tell when a business is just scraping by vs. actively investing in best practices. And when they see the latter, inspections become smoother and often less frequent trouble. In the next section, we’ll dive into what two key food industry standards – SALSA and BRCGS – specifically expect regarding staff training and how that lines up with these best practices.

Training Expectations Under SALSA and BRCGS Standards

If you supply products to retailers or foodservice clients, you might be considering (or already have) certification schemes like SALSA or BRCGS. These are standards that go above legal requirements, and they both put a strong emphasis on staff training and competency. Here’s a quick rundown:

SALSA (Safe and Local Supplier Approval): A food safety standard tailored for small UK producers, SALSA certification is often a stepping stone to get your products into farm shops, local retailers, or even larger buyers who require an approved supplier.

SALSA explicitly requires businesses to have a training procedure, a plan, and training records to demonstrate staff competence. During a SALSA audit, one of the first things checked is “Training and Supervision.” You must show that all staff handling food are trained to do their job safely and that this training is kept up to date.

Some specifics from SALSA:

• You need to provide induction training for all new or temporary staff (covering hygiene rules, company policies, etc.) and document.

• You should maintain a training matrix or records for each employee, listing what training they’ve had (and when). This includes any formal certificates (like Level 2 Food Hygiene, allergen course) as well as internal training sessions.

• SALSA expects refresher training (at least annually) for food handlers and key staff to keep knowledge fresh salsafood.co.uk. This doesn’t always mean retaking a big course every year, but you should have some form of yearly update or review on critical topics.

• Role-specific training: If someone is responsible for monitoring a Critical Control Point in your process, SALSA wants to see they’ve been trained for that role. Likewise, whoever is in charge of your HACCP system must have appropriate HACCP training (SALSA auditors will often ask about your HACCP team’s qualifications).

• SALSA also lists several knowledge areas that staff should be proficient in as relevant: for example Allergen management, Cleaning procedures, Food labelling, Pest control, Internal Auditing, TACCP (food defence) and VACCP (food fraud), and Health & Safety. Not every small business will need every one of these (TACCP might be overkill for a cupcake bakery, for instance), but think of it this way – SALSA wants well-rounded training. If it’s something that affects food safety at your site, your staff should know about it.

  
  

In short, to satisfy SALSA you should have a robust training program: documented, comprehensive, and consistently applied. The standard is basically formalising the best practices we discussed earlier.

A large part of getting SALSA approved is proving that everyone in your business has relevant and up-to-date training. It’s not just about having a HACCP manual on the shelf

the auditor will gauge if your team truly understands and follows it, often by asking staff questions during the site tour.

BRCGS (Brand Reputation Compliance Global Standards, formerly British Retail Consortium): BRCGS Food Safety is a more demanding certification typically pursued by larger operations or those supplying major retailers, but some smaller producers work with the BRCGS START! program or eventually go for full BRCGS certification as they grow. BRCGS has very clear requirements on training. It mandates that all employees (including temporary staff) are adequately trained, instructed and supervised for their job, and that they are demonstrably competent (this is usually in Section 7 or 8 of the standard dealing with Personnel/Training).

Key points BRCGS expects:

• Documented training procedures and records: You must have a written procedure describing how you train staff and maintain records. BRCGS auditors will expect to see training records for every employee, showing what training they received and when.

• Training details: The records should include details like the trainee’s name, training date, duration, course content or title, who provided the training, etc. Essentially, anyone should be able to review your records and understand exactly what was covered and verify it was appropriate.

• Competence evaluation: It’s not enough to sit employees in a classroom; you have to ensure the training was effective. BRCGS likes to see that you assessed understanding (maybe via quizzes, observations, or scoring a test at the end of a course). They’ll often interview staff on the floor – if your record says John Doe got allergen training, the auditor may ask John some allergen-related questions. If he’s clueless, that’s a red flag that training wasn’t effective. So, best practice is to always check that the trainee understood the material (and record that you did this).

• Training before unsupervised work: BRCGS requires that all personnel, including temps and contractors, are appropriately trained before they start working on their own. This means you need to supervise closely or buddy them up until certain minimum training is done (like basic hygiene and any critical procedures). For example, a new worker shouldn’t be solely in charge of checking product weights or doing final label checks without training, from day one.

• Refresher and ongoing training: BRCGS expects companies to review staff competencies regularly and provide additional or refresher training as needed. There’s no fixed interval in the standard (unlike SALSA’s implied annual refreshers), but “routinely” is implied. Many BRC-certified sites adopt the 3-year refresher cycle for formal courses and do internal refreshers yearly. Also, whenever you introduce new equipment, a new process, or an updated procedure, you’d do a training session and add that to records.

• Management and specialised training: Supervisors should get a higher level of training (akin to Level 3) so they can manage others. And like SALSA, BRCGS requires specific training for those handling CCPs or sensitive tasks. For instance, anyone doing internal audits should be trained how to audit, anyone doing allergen cleaning or handling needs allergen training, etc. This ties into their clauses on competence in various sections of the standard (for example, staff involved in food defence need training in that area, etc. – BRCGS Issue 8 had explicit requirements for awareness of food defence, food fraud, etc., which are now common).

  
  

Complying with BRCGS on training means your operation should have a fairly mature training system – something even small businesses can achieve with effort. If you aspire to BRCGS, start building that training documentation culture early (even before you go for the audit). It will make scaling up easier.

In summary, both SALSA and BRCGS want to see that you take training seriously. They will check that records are in place and that staff have knowledge matching their duties. This is not to burden you with bureaucracy, but because well-trained staff are fundamental to making safe food. The standards know that if training is lax, everything else can fall apart. For a small producer, meeting these expectations might sound daunting, but if you implement the best practices we talked about (induction, regular refreshers, documented training plans), you’ll likely satisfy these standards too. Plus, using a digital tool (more on that later) to keep it organised can save a ton of headaches.

Next, let’s get practical about what specific training topics you should consider for your team.

Key Training Topics for Small Food Businesses

Every food business is unique, but there are core training topics that nearly all small producers should cover to ensure comprehensive food safety knowledge. Below is a list of training types or subjects you should consider, along with why they matter:

• Basic Food Hygiene (Level 2 Certification): This is the cornerstone for all staff handling food. It covers personal hygiene (hand washing, clean clothing, illness reporting), cross-contamination prevention, safe cooking and cooling, cleaning protocols, and pest awareness. Make sure every food handler in your business has this foundational training – it’s the baseline of knowledge that keeps daily operations safe ihasco.co.uk. If someone on your team doesn’t have a formal Level 2 certificate, ensure you’ve given them equivalent in-house training and keep a record of it.

  
  

• Allergen Awareness Training: Allergens require special attention because mistakes can be fatal to consumers. Train your staff on the 14 major allergens, how to check ingredient labels for hidden allergens, and how to prevent cross-contact in your kitchen (for example, using separate utensils or cleaning thoroughly between products). They should also know your procedure if a customer asks about allergens. Even if you primarily sell through shops, you might get queries at farmer’s markets or via email – everyone should give accurate info. Make sure at least one person is up to date on new allergen regulations (e.g. labelling requirements for Prepacked for Direct Sale foods). The FSA’s free online course is a great resource food.gov.uk. Regularly quiz your team on allergen knowledge (like “Hey, which allergens are in this new recipe?”) so you’re confident they’ll handle allergens correctly.

  
  

• HACCP Basics: HACCP (Hazard Analysis and Critical Control Points) might sound technical, but it boils down to identifying where things could go wrong in your process and making sure they don’t. As a small business, you likely have a HACCP-based food safety management system (even if it’s a simple one like the FSA’s Safer Food, Better Business pack). Train your staff on the basics of your plan: What are the critical steps? What are they monitoring? What records do they need to keep? For example, if you have a CCP for cooking (must reach 75°C), ensure the person doing it knows this temperature, uses the thermometer properly, and logs it. Those responsible for managing or updating the HACCP plan should get formal HACCP training – e.g., an intermediate HACCP course – to be able to do a thorough job. But even line workers should understand why, say, maintaining fridge temperature is important. Including a brief HACCP overview in your internal training helps everyone see the “big picture” of food safety (read more here).

  
  

• Personal Hygiene and Health: This may be covered in basic food hygiene courses, but reinforce it specifically for your setting. Topics include: proper handwashing technique, when to wash (and sanitise) hands, rules about not wearing jewellery or watches, keeping nails short, wearing clean aprons/uniforms or protective clothing, hairnets or beard nets if applicable, etc. Most critically, ensure everyone knows your sickness policy – e.g., if they have symptoms of food poisoning (vomiting, diarrhoea) or certain illnesses, they must not work and should inform you immediately. It’s helpful to train why this is crucial (for instance, Norovirus can easily spread via one sick handler). Some businesses have staff sign a form after training acknowledging they understand not to work when ill. Emphasise that reporting illness or contamination is a no-blame thing – it’s about protecting everyone.

  
  

• Cleaning and Sanitation: Proper cleaning is a backbone of food safety. Train staff on your cleaning schedules and methods: which chemicals to use where (and the correct dilution), how to clean tools vs. surfaces, what needs cleaning daily vs. weekly, etc. Include training on “clean as you go” practices – e.g., wiping spills immediately, not letting food debris accumulate. If you make ready-to-eat products, highlight how cleaning prevents cross-contamination from raw to cooked areas. Ensure they know how to use cleaning equipment safely (for example, how to dismantle that deli slicer or mixer for thorough cleaning). If you have cleaning records or checklists, show staff how to fill them out correctly. Sometimes cleaning gets delegated to junior staff – don’t let it become an unskilled afterthought. A well-trained cleaner can prevent big issues (like allergen residues or bacterial build-up in equipment). Also train on verifying cleanliness (sight, smell, maybe rapid swabs if you use them).

  
  

• Allergen Cross-Contact Prevention: (Worth singling out in addition to general allergen awareness.) If your facility handles any of the major allergens, training should include how to avoid cross-contact. This could involve training on cleaning between allergen and non-allergen runs, using color-coded chopping boards or utensils, storing allergens separately, and properly labelling containers. For example, teach staff that using the same spoon in a peanut-containing sauce and then in an allergen-free sauce can put allergic consumers at risk – even a tiny trace can be dangerous. Walk through scenarios and best practices. If you produce multiple products, consider allergen-specific training for each context (like “Today we’re using sesame – here’s how we’ll control it.”). Your team should view allergen control as part of daily routine, not an occasional task (read more here).

  
  

• Food Labelling and Shelf-Life: If your staff help with packaging or labelling products, they need to know how to do it accurately. Training here might cover understanding date coding (use-by vs best-before), applying the correct labels to the correct product, and double-checking that allergen info on labels is correct. Mislabelling can cause serious compliance issues or recalls. Make sure they understand the importance of accuracy – e.g., not swapping labels between batches, and checking printouts for errors. If you make nutrition or ingredient claims that require specific training (like “gluten-free” processes), include that. Everyone involved in packing should also know the procedure if they spot a labelling mistake (e.g., halt, segregate affected stock, inform a manager immediately). This training ensures your finished product that reaches customers is correctly represented and safe.

  
  

• Equipment and Safety Training: Small producers often use various equipment (ovens, mixers, vac-pack machines, pasteurisers, etc.). Train staff on how to use each piece of equipment safely and hygienically. This overlaps with health & safety, but also food safety – e.g., knowing how to calibrate or check a thermometer, or how to avoid contamination when using a blender (lid on to prevent sprays, etc.). Also train what to do if equipment breaks down or malfunctions mid-production (for instance, if a fridge fails, who do they tell and what steps to take with the food).

  
  

• Record Keeping & Traceability: While not a traditional “course,” training your staff on record-keeping is vital for passing audits. If employees are responsible for filling in cleaning logs, temperature logs, or batch traceability records, teach them how to do it correctly and why it matters. They should know that these records are legal documents in a sense – if something goes wrong, those records prove you were in control. Emphasise neat, accurate entries and honesty (never pencil-whip a checkbox without doing the task). Similarly, train on traceability procedures: e.g., how to log raw material batches, what to record if they’re packing product into cases, etc. Being audit-ready is a skill your team can develop. When staff understand that good record keeping helps demonstrate everyone’s good work, they’re more likely to do it diligently.

  
  

This might seem like a long list, but you can tackle these topics gradually. Some will be covered by formal courses (e.g., a good Level 2 course touches on most of these except maybe labelling), and others you can handle via internal training, toolbox talks, or mentoring. Document each topic covered and who attended – it all counts toward your compliance. In a small business, even a 30-minute team chat on “let’s review our allergen controls” is valuable training – just note the date, attendees, and summary for your records.

Tracking Employee Training Records and Staying Audit-Ready

Having a well-trained team is fantastic, but you also need to prove it – to inspectors, auditors, clients, or even if you ever face any legal scrutiny.

This is where good record-keeping around training comes in. It may not be glamorous, but it’s absolutely necessary. Here are some actionable tips for managing your staff training records and compliance:

• Maintain a Training Matrix or Log: Create a simple table or spreadsheet listing every employee (including family members or casual workers who help in the business). For each person, list the training courses/topics they have completed, the date completed, and the expiry or due date for refresh (if applicable). For example: Jane – Level 2 Food Hygiene – done 12/08/2023 (renew by 12/08/2026); Allergen Awareness – done 15/08/2023; HACCP overview – internal training 01/09/2023, etc. This one document gives you a bird’s eye view of your team’s training status. It’s very helpful during audits – you can quickly show, “Here’s all our staff and all their training.” It also helps you identify gaps at a glance.

  
  

• Keep Copies of Certificates: For any formal courses employees complete (online or in-person), keep a copy of their certificate or results letter. You can store these in a physical folder or scan them into a digital folder. Inspectors and auditors may ask to see evidence. Even if legally you don’t need a certificate, having one makes life easier. Keep these organized, e.g., by employee name. If staff have prior certificates from previous jobs, you can file those too (though make sure they’re still relevant and not too outdated).

  
  

• Document On-the-Job Training: Not all training is a formal class – much will be you or a supervisor showing someone how to do a task. It’s good practice to write down when this happens. For example, if today you trained your new assistant in how to do the end-of-day cleaning and sanitising, jot it down in a training record (even as a diary entry or an email to yourself). Better yet, have a standard training record form where you fill in the topic, trainer, trainee, date, and any notes, then both sign it. That goes into their file. It shows that even outside formal courses, you are systematically training your staff.

  
  

• Set Reminders for Renewals: As part of your training matrix, note when certificates will expire or when refreshers are due. Then use a calendar (even just a phone calendar or an email alert system) to remind you a month or two in advance. For instance, if 3 of your team got certified in March 2022, mark a reminder in March 2025 to arrange their refresher. Don’t wait until an audit is upon you or a certificate has lapsed. Proactively scheduling refresh training keeps you compliant and ensures your team’s knowledge stays fresh.

  
  

• Regularly Review and Update: Make it a habit perhaps every quarter to review your training records. Has anyone new joined (and do they need training scheduled)? Did we buy a new machine that staff need to be trained on? Did any regulations change (for example, a new allergen got added – like when sesame became required to declare in the US, or any UK-specific changes)? By periodically reviewing, you’ll catch needs for new training. It also impresses auditors if you can show you have a planned approach, not a reactive one.

  
  

• Ensure Accessibility: Your training records should be easy to pull out when needed. If you get a surprise EHO inspection, you don’t want to be frantically digging through piles of paper. Keep digital backups if possible. If using paper, have a clearly labelled training folder. The records should also clearly tie each person’s name to their training – confusion here can raise doubts.

  
  

• Link Training to Your Food Safety Management System: This is more about making sure the training is effective. Wherever you have procedures in your HACCP or policy manual (cleaning, allergens, etc.), ensure those performing them have been trained on them. Some businesses cross-reference by noting on the procedure who is trained for it. It shows that you didn’t just write a nice procedure – you actually taught it to the team. Also, if you update a procedure, retrain the team on the new version and log that. For audit purposes, this closes the loop between having systems and having people following them.

  
  

• Be Audit-Ready: During an audit (SALSA, BRCGS, or even a customer visit), expect the auditor to sample a couple of employees and ask about their training. They might ask “How do you know person X is trained for this task?” You should be able to produce a record quickly. Another common approach: the auditor might talk to an operator doing a task (say, mixing a batch) and simultaneously check that person’s file to see if they were trained in mixing and hygiene. Make sure what’s in the file matches reality. If you’ve documented everything, you can confidently say, “Yes, John is trained in allergen controls – here’s his allergen training record, and as you can see he’s following our procedure by wearing gloves and using the separate allergen utensils.” Being prepared like this builds trust with the auditor and makes the whole experience smoother.

  
  

Keeping good training records might feel like admin work you’d rather avoid, but it pays dividends when authorities come knocking. It protects you too: if an incident ever occurred, being able to show that you provided proper training can be part of your due diligence defence. It also helps internally – you’ll know exactly where your team might need a boost or who could step up to a new role with some additional training.

How FoodSafe Can Help You Manage Training and Compliance

Managing all this – training schedules, certificates, refreshers, records for audits – can be a challenge, especially when you’re busy running a small business.

This is where FoodSafe can step in as a helpful partner. FoodSafe is designed to simplify food safety compliance for small producers, and that includes making employee training easy to organise.

One of the key features relevant here is FoodSafe’s Records module. Think of it as a digital training log and compliance tracker. Here’s how it can help with training management:

• Centralised Training Records: Instead of juggling spreadsheets or paper files, you can log each staff member’s training directly into FoodSafe. For example, when Alice completes her Level 2 Food Hygiene course, you enter that into her profile in the system, including the date and expiry. If Bob gets an internal training on allergens, you record the date and topic for Bob. All your team’s qualifications and training history live in one secure place, which you can access from your computer anytime.

  
  

• Expiry Date Reminders: FoodSafe lets you set reminders for expiry dates for i.e. certifications. It will send you alerts when a refresher or renewal is coming due. No more suddenly realising someone’s certificate lapsed last month – you’ll get a nudge perhaps 30 days before expiry so you can schedule re-training in time. This is a lifesaver for busy owners, as it automates the remembering part.

  
  

• Upload Certificates: You can upload scans or photos of training certificates into the system. That way, if an inspector asks for proof, you can pull it up in seconds – even from your phone or a tablet in the kitchen. All the documents can be organised by employee. This also protects you from losing paper certificates (which, let’s face it, can easily happen in a busy office or if staff leave).

  
  

• Custom Training Modules: Not all training your staff do will be external courses. If you have internal training sessions (like that workshop on new cleaning procedures or a monthly food safety briefing), FoodSafe allows you to create a record of those too. You can input the topic, date, and which employees attended. Over time, you’ll build a full history of all training activities. This is great for demonstrating that you have an ongoing training program, not just one-off courses.

  
  

• Audit-Ready Reports: When it’s time for an audit or inspection, FoodSafe can generate a report of staff training records. For instance, you could quickly print or export a summary of all current employees and their training status. Auditors and EHOs appreciate clear, structured records – it shows professionalism. You can even format columns to highlight specific items etc., to find exactly what you need. If an auditor wants to see proof of HACCP training for the team leader, a few clicks and you have it on screen.

  
  

• Integration with Other Records: FoodSafe’s Records module can work hand-in-hand with other compliance records (like temperature logs, cleaning schedules, etc.). This means your food safety management is all in one ecosystem. For example, you might notice on FoodSafe that a particular checklist wasn’t followed correctly; you can check that person’s training record and perhaps schedule a refresher for them. Conversely, if someone is newly trained on something, you can pay extra attention to their logs to ensure they're applying it right. The system basically gives you a holistic view of your compliance status.

  
  

Using FoodSafe in this way not only saves you time, but it also adds an extra layer of assurance. You’ll know that none of those important training tasks will slip through the cracks. And in the event of staff turnover, the records of what training that person had are retained, so you can easily induct new staff to the same level.

Most importantly, FoodSafe helps build the culture of compliance we’ve been talking about. When your team sees that training and record-keeping are organised and prioritised, they understand that this is how we do things here. Food safety becomes part of the routine rather than a scramble when an audit is due.

Tip: Use FoodSafe’s reminder feature not just for training but also for other recurring tasks (like calibration of thermometers or equipment servicing) – it’s like having a personal assistant for compliance. But if you’re new to FoodSafe, you’ll primarily love how it streamlines those training records and keeps you on top of who needs what.

At the end of the day, whether you use a digital tool or a manual system, the goal is the same: ensure every employee is trained and confident in food safety, and be able to show that to anyone who asks. With the right approach and tools, even the smallest producer can manage this like a pro.

Conclusion & Next Steps

Food safety training and certification might not be the most glamorous part of running a food or drink business, but it is absolutely one of the most important. For UK small producers, getting it right means you’re not only obeying the law and meeting requirements, but also protecting your customers, your reputation, and your livelihood.

By understanding the legal basics, implementing best practices (like refreshers and tailored training), and keeping solid records, you set your business up for success. You create a workplace where everyone knows their role in maintaining safety – fostering that all-important culture of compliance where food safety is truly a team responsibility.

Investing in your team’s knowledge is investing in your company’s future. The effort you put into training will show in the quality of your products and the confidence of your buyers and inspectors. Plus, you’ll personally feel more at ease knowing that your staff can handle things the right way even when you’re not watching over every step.

So, take a moment to evaluate your current training: Are there gaps to fill or certificates to renew? Could your record-keeping be tighter? Perhaps you’re doing well, but a tool like FoodSafe could help simplify the process and keep you ahead of the game.

Ready to strengthen your food safety management? One great next step is to give FoodSafe a try for free. We invite you to sign up for a free trial of FoodSafe and see how our platform can help you effortlessly log training records, set up reminders, and streamline many other food safety tasks. It’s user-friendly and built with small businesses in mind. Head over to our website and start your free trial – let FoodSafe help you build an even stronger food safety foundation for your business. Your team – and your customers – will thank you!

and your system is now better prepared for top-notch compliance while you focus on what you do best: making amazing food and drink. Happy (and safe) producing!

Start your FREE trial now