Set up validity rules

Validity rules are the heart of EtiquetaChef. They say how long each item lasts after it is opened, prepared, thawed or cooked — and the label uses them to work out the expiry date.

What a rule is

Each rule has three parts:

• Name — free text, you write whatever you want (for example “Opened”, “Prep”, “House sauce”). There is no fixed list: the name is yours to describe the situation.

• Duration in days — how many days the item lasts from that state. It goes from 1 up to a maximum of 365 days.

• Starting state — when the countdown begins. It is one of these five:

  • Primary — sealed packaging from the supplier.
  • Opened — after opening the original package.
  • Prepared — after portioning, seasoning or prepping.
  • Thawed — after taking out of the freezer.
  • Cooked — after cooking.

A product can have 1 to 20 rules. You create as many as the item needs — not every product uses all five states.

The default rule

One of the rules is always the default. It is the one suggested first when printing the label, to speed up work at the counter. With more than one rule, you choose which is the default with the Make default button.

How to set them up

1. Open the product

   In the web panel, under Products, open the item you want to adjust (or create a new one). Go to the Validity rules section.

2. Add a rule

   Tap + add rule. Give it a name, enter the duration in days and pick the starting state (Primary, Opened, Prepared, Thawed or Cooked).

3. Repeat for the other states

   Create as many rules as the item needs, up to 20. For example: “Opened” with 5 days and “Prepared” with 2 days.

4. Choose the default

   With more than one rule, use Make default on the rule that should be suggested first on the label.

5. Save

   Tap Save. Done: the product now generates labels with the right durations.

Who can set them up

Owner and Manager create and edit validity rules. Staff can only view them. Creating labels and reading QR codes happen in the Android app; the web panel is for administration.

Best practices

• Start by copying durations from a trusted reference (FDA, local HACCP).
• Review rules every 6 months — operations change.
• When in doubt, prefer the shorter duration. Better to discard 1 day early than risk it.