Custom cultivar registration and phytosanitary compliance software
The internationally accepted rule for naming is: one cultivar, one name. A bulb crop may only be traded under a single name. That sounds simple until you open a set of records in which the same lot has a working name during cultivation, a registered name at inspection and a trade name with the customer.
Where registration comes together
The KAVB is the international registration authority for tulip, hyacinth and many other special bulb crops. All new introductions of those crops, from the Netherlands and from every other country, are described and recorded there. Each year that amounts to just over a hundred new tulips and around three hundred and fifty new cultivars of other crops.
Registering a new cultivar requires thirty healthy, well-flowering bulbs of one size, a completed registration form and a digital photograph. The submission is planted in autumn and assessed in spring for distinctness, uniformity and stability. Between submission and registration, therefore, lies an entire growing season during which the lot continues to develop.
In addition, obligations towards the inspection service apply. Growers are legally required to register their plots and lots, and the deadlines for doing so are strictly enforced: registering late results in a reminder with costs that rise by the day. Lots larger than fifty ares are treated as a commercial product and are therefore inspected.
On the phytosanitary side, everything hinges on the plant passport. It carries four mandatory elements: the botanical name, the company's official phytosanitary registration number, the batch's traceability code and the country code of origin. That registration number is nine digits, preceded by NL and a hyphen. Traceability records must be kept for at least three years.
How we build this
The core is the batch. A batch has a name, a plot, an inspection status and a traceability code, and all four need to stay connected at all times.
Working name, registered cultivar name and trade name side by side, with one of them designated as the name under which the product is sold.
What is where, in which size and over what area, so that registering with the inspection service is an export from your records rather than a form-filling exercise.
The traceability code stays with the batch through every operation: lifting, grading, storage and delivery.
Deadlines are strictly enforced. The system warns you in advance, not on the day itself.
What the software actually does
Batch administration underpins all of this. What else you need depends on your role: breeding, growing, trading, or all three.
Cultivar register
Registered names, applications still in progress and working names for anything not yet named, kept clearly separate so they never get mixed up.
Tracking applications
A submission runs across an autumn and a spring. While it is in progress, the batch should carry a status, not an assumption.
Batch and plot registration
Everything the inspection service asks for comes from your own records, including the area that determines whether something counts as a commercial product.
Plant passport data
Botanical name, registration number, traceability code and country code, assembled from what has already been recorded.
Traceability three years back
From a delivered batch back to the plot and parent batch, even if two seasons have passed since that delivery.
Deadline monitoring
Deadlines and inspection dates with advance warning, so a missed date does not turn into a reminder letter.
Who we build for
Who works with this differs by company. Four situations.
Bulb growers
For them, growing, inspection and delivery come together in the same batch, with a separate administration for each track.
Breeders
They work for years with numbers before there is a name, and need to make that transition without gaps.
Trading houses
They buy batches from multiple growers and must be able to demonstrate provenance back to the batch supplied.
Exporters
For them, the phytosanitary file is not paperwork but the condition for being allowed to supply.
Test your idea first: a working prototype in 1 day
With OneDayBuild, we turn your idea into something tangible in one day for €1,150, so you can see whether further development is worth the investment. Decide to go ahead with the full build? Then we credit the full cost.
Explore OneDayBuild →Technology and integrations
Registration rules get revised, crops are added and inspection requirements shift. Crops, fields and deadlines should be configurable, not hard-coded.
Why Appfront
One cultivar, one name is an administrative requirement
The rule is clear, but it falls apart with working names and trade names. We build names as a single register with one trade name.
The code has to survive the operation
Lifting, grading and repacking are exactly the moments when traceability breaks. That is where we lock the trail in place.
Deadlines cost money, not excuses
Deadlines are strictly enforced. A warning a week in advance is cheaper than a reminder letter.
We do not inspect or register
Assessment remains with the inspection service and the registration authority. We make sure your own records match what you submit.
Security and privacy
Your batch data reveals a great deal about your cultivation plan, your customers and your selections that are not yet registered. The last of these is commercially sensitive: a new cultivar takes years of work before it has a name. We set access by role, keep ongoing selections separate from what is ready for sale, and record who views what. Integrations connect securely to your existing software.
For this subject, the reliability of the record is what matters. A batch's origin that has been amended after a complaint is no longer traceability. We record edits and links between batches as unalterable entries, with time and person, and treat any correction as a visible correction alongside the original entry. How we approach security ourselves is set out in our information security policy.
Frequently asked questions about cultivar registration and batch administration
That a bulb crop may only be traded under a single name. In administration this clashes with working names during cultivation and trade names towards the customer, and that is precisely where errors arise.
Thirty healthy, well-flowering bulbs of one size, a completed registration form and a digital photograph. Planting takes place in autumn, and assessment for distinctness, uniformity and stability follows in spring.
Four mandatory elements: the botanical name, the company's official phytosanitary registration number, the batch's traceability code and the country code of origin. The registration number is nine digits, preceded by NL and a hyphen.
At least three years. In practice this means that for a delivery from two seasons ago you must still be able to trace back to the batch and the field.
Closing dates are strictly enforced. Registering late results in a reminder, with costs accruing per day up to a maximum per reminder.
That is a separate scheme with its own audit file. For that we have a dedicated page on GlobalG.A.P. cultivation records.
Can you trace a delivery from last season back to the field?
Take a delivered batch from two seasons ago and trace it back: traceability code, batch, plot, parent batch. If the trail breaks when sorting, it will break there too when a phytosanitary question arrives. We build this as a standalone application and as part of a broader custom software development project.