How I Use the Coffee Machine Risk Assessment Template in Pilla

Understanding What's Required of You

A coffee machine risk assessment documents the hazards specific to your machine, who could be harmed, and what controls you have in place. Unlike a kitchen or front of house risk assessment that covers a wide range of changing conditions, this one is focused on a single piece of equipment. Fewer unknowns, but the risks are no less serious. Commercial espresso machines operate under pressure, produce steam, and run all day. That combination deserves proper attention.

In the UK, two main regulations apply. The Pressure Systems Safety Regulations 2000 (PSSR) cover machines that store steam or pressurised water, which includes most espresso machines. The Provision and Use of Work Equipment Regulations 1998 (PUWER) covers general equipment safety: training, inspection, and safe use. If you employ five or more people, you must record your findings. But regardless of where you operate or how many staff you have, carrying out a coffee machine risk assessment is good practice.

I've worked with businesses that assumed PSSR only applied to industrial boilers. It doesn't. If your espresso machine has a steam boiler, it's a pressure system. I've sat in meetings where the owner had no idea their coffee machine needed a Written Scheme of Examination. That's a common blind spot, and it's an expensive one if an inspector finds it first.

The person best placed to complete this is someone who knows the machine well. Usually the Head Barista or General Manager. Review it at least once a year, or sooner if you replace the machine, change the layout, have an incident, or bring in new staff.

Setting It Up as a Work Activity

I've built a coffee machine risk assessment template in Pilla covering the 9 key areas below. It gives you a structured starting point, but depending on how your business operates, you might need to add extra items for hazards specific to your setup.

When you create the work activity, tag it (e.g. "Coffee Machine Risk Assessment"). Tags make it easy to find and filter later, and they're what Poppi uses to track completion across different risk assessment types in automated reports.

You've got two options. Create it as a one-off work form, complete it, and manually create a new one when it's due for review. Or set it up as a recurring yearly work schedule, and Pilla will create the next one automatically. I'd recommend the recurring option. In my experience, the "I'll remember to create a new one" approach fails about 90% of the time.

1. What is the model and manufacturer of the coffee machine?

What I want to see in the first text box: The make, model, and serial number of the coffee machine, plus the name of the manufacturer or supplier. Different machines come with different pressure ratings, control designs, servicing requirements, and hazards. Your assessment needs to be tied to the specific unit in use. A generic assessment that could apply to any machine is worthless.

What I want to see in the second text box: Where the machine is located on your premises and whether you own or rent it. If you have multiple machines in different areas, note which one this assessment covers. If the machine is rented or part of a servicing agreement, include that too, because it changes who is responsible for maintenance and inspections.

What good answers look like:

Identification: "La Marzocco Linea Classic 2-group espresso machine, Serial No: LM0027834, supplied by [Coffee Co] and installed May 2023."

Location and ownership: "Located on the main bar at [Venue Name]. Owned by the business (not rented). Servicing arranged directly with the supplier."

Common mistakes I see:

"Espresso machine." Too vague. Could be anything. Your risk assessment has to be linked to the specific unit in use.

"La Marzocco." Better, but I still need the model and ideally the serial number for traceability.

Forgetting to update the risk assessment when the machine is replaced. I had a client running a brand new Sanremo with a risk assessment that still referenced the Gaggia it replaced two years earlier. If you swap or upgrade machines, this assessment needs to be reviewed and updated.

2. Who out of your workforce will use the coffee machine and how might they be harmed?

What I want to see in the first text box: The staff roles who are expected to use the machine. Job titles, not individual names. Include both regular users and those who step in occasionally, like supervisors or assistant managers during busy periods. Under PUWER, only trained and competent people should use work equipment. If you haven't defined who those people are, it's harder to deliver effective training and enforce rules about who can and can't use the machine.

What I want to see in the second text box: How the staff listed above could realistically be harmed. Steam burns, scalds from hot water, contact with hot surfaces, electrical injury from faulty equipment, chemical exposure during cleaning. Be specific about which tasks create which risks. This helps you tailor training and decide who needs PPE or extra supervision.

What good answers look like:

Staff roles: "Baristas (main users), Supervisors (cover users during breaks or staff shortages), Assistant Managers (occasional use during opening). Kitchen porters, waiting staff, and cleaners do not use the machine and are not trained to do so."

How they could be harmed: "Baristas are at risk of steam burns, contact with hot surfaces, and electrical injury if the machine is faulty. Supervisors risk scalds or misuse if unfamiliar with cleaning cycles or settings. Assistant Managers risk incorrect use if not up to date with training."

Common mistakes I see:

"Everyone uses it." Very unlikely, and a major risk. Not all roles should have access. Define who should and make it clear who shouldn't.

"Baristas use it." Fine, but incomplete. If supervisors or assistant managers ever operate the machine, they need to be included and trained too. I've seen burns from supervisors who jumped on the machine during a rush without ever being shown how the steam wand works.

Forgetting part-time, seasonal, or casual staff. If they use the machine, they need to be on the list and trained accordingly.

3. Who else besides users could be harmed by the equipment, and how?

What I want to see in the first text box: Anyone who doesn't use the coffee machine but could still be harmed by it. Other staff who work near the machine, customers standing at the counter, cleaners who work around the equipment, delivery drivers or engineers passing through. Health and safety law covers anyone who could be harmed, not just the people operating the equipment.

What I want to see in the second text box: How each group of non-users could be harmed. Think about the layout and how the machine is used during busy service. Steam or hot water splashing onto nearby staff, scalds from unguarded surfaces, slips from leaks or cleaning runoff, cleaning chemicals drifting across other workstations, customers reaching across exposed hot areas at the counter.

What good answers look like:

Non-users at risk: "Waiting staff who collect drinks near the machine, cleaners who work around the equipment during deep cleans, customers in open-plan settings who stand near the counter, and delivery drivers or engineers who move through the workspace."

How they could be harmed: "Waiting staff may be scalded while reaching past the machine to collect drinks. Cleaners risk electrical injury or burns if the machine isn't properly isolated during deep cleans. Customers may be exposed to steam or hot surfaces if the layout doesn't provide adequate separation."

Common mistakes I see:

"Only baristas are at risk." Rarely true. Indirect exposure still causes harm.

"It's never been a problem." Many accidents happen after long periods without incident. Don't rely on past luck.

"We've never thought about customer proximity." In open kitchens or barista bars, customers lean over counters and place bags near the machine constantly. I've visited sites where the steam wand is less than a metre from where customers stand. That's a burn risk that needs managing.

4. How was the coffee machine selected and deemed suitable?

What I want to see in the first text box: How the coffee machine was chosen. Where it was purchased or leased from, whether it was new or second-hand, who made the decision, and whether its capacity suits your service levels. PUWER requires employers to provide work equipment that is suitable for the task and the conditions. If the machine is underpowered for your volume, not designed for commercial use, or was inherited with a site, that all needs recording.

What I want to see in the second text box: What checks were carried out to confirm the machine is safe and compliant. CE or UKCA marking, whether the pressure and volume ratings match your usage, and whether the supplier provided safety data or compliance certificates. If the machine was second-hand, I need to know what steps were taken to verify its service history and safety status.

What good answers look like:

Selection: "Machine supplied new by [Coffee Co] via approved commercial catering supplier. Chosen based on manufacturer recommendation for volume (up to 250 drinks/day), with input from Head Barista and General Manager."

Compliance checks: "CE marked and meets UKCA requirements. Purchasing decision reviewed by operations team. Supplier provided safety data sheet and compliance certificate. Machine is designed for commercial all-day use."

Common mistakes I see:

"It was already here when we opened." Not enough. You still need to assess whether the machine is safe and appropriate for your operations. I've seen businesses inherit machines from previous tenants with no service history, no compliance certificates, and pressure ratings they'd never checked.

Buying second-hand equipment without checking its service history or safety certificates. You need to know if it's safe and compliant, especially if it's a pressure vessel.

Not checking for UKCA or CE marks. These markings confirm the equipment has been tested and meets safety standards. Their absence is a red flag.

5. Service and maintenance arrangements

What I want to see in the first text box: Who is responsible for arranging servicing and maintenance. This might be your General Manager, an external servicing company, or the supplier as part of a rental agreement. Under PUWER, you have a duty to keep work equipment in efficient working order and good repair. Even if you outsource servicing, you're still responsible for knowing when it happens, what was done, and keeping records. Include whether your machine is covered by a Written Scheme of Examination under the Pressure Systems Safety Regulations 2000.

What I want to see in the second text box: How often the machine is serviced, what type of maintenance is performed, and what happens when a fault is found. Your process for isolating and labelling faulty equipment, how faults are reported, and where service records are kept. A clear maintenance system protects your team and proves compliance if you're ever inspected.

What good answers look like:

Responsibility: "The General Manager arranges all servicing. The machine is serviced quarterly by [Service Company Name] following the manufacturer's recommended maintenance plan. A Written Scheme of Examination is provided by our insurance company and carried out annually by an independent pressure system engineer."

Schedule and fault process: "Internal staff carry out daily cleaning and weekly checks on water filters, steam wands, and group heads. Any faults are reported via our maintenance log, and the machine is isolated and labelled 'Do Not Use' until repaired. Service certificates and maintenance records are stored digitally."

Common mistakes I see:

"We clean it every day so it's fine." Daily cleaning is important but not the same as professional maintenance. You need both. Cleaning the group heads doesn't tell you whether the pressure relief valve is working.

"We just get it serviced when something goes wrong." Reactive maintenance is not compliant. Follow a preventative schedule based on the manufacturer's guidance. I've reviewed service logs where the last visit was 18 months overdue because "nothing had broken." That's not how PUWER works.

"We don't write anything down." Without records, you can't prove the machine is safe to use. That puts you at risk during inspections and if an incident occurs.

6. Daily checks and inspections

What I want to see in the first text box: What routine checks your team carries out to make sure the machine is being used safely. Not formal engineering inspections, but the in-house checks your staff do daily. Is the machine clean, assembled correctly, showing no error lights, being operated properly? A machine can be in good working order and still be used unsafely. Staff can skip cleaning steps, bypass safety features, or operate it incorrectly.

What I want to see in the second text box: Who is responsible for carrying out checks and how they're recorded. This might be the Front of House Manager during opening, the Head Barista during service, or the Duty Manager at close. Tell me whether you use a checklist, a daily log, or a work app like Pilla. If something unsafe is spotted, what happens next? Retraining, fault reporting, taking the machine out of use?

What good answers look like:

Daily checks: "The machine is visually inspected every morning during opening checks to ensure it's clean, fully assembled, and no error lights are showing. During service, the Head Barista supervises usage and corrects any unsafe handling such as incorrect milk jug cleaning or misuse of the hot water tap."

Responsibility and recording: "The Front of House Manager carries out opening checks and logs them in Pilla. The Head Barista monitors safe use during service. Any safety concerns or faults are reported using our equipment log and escalated to the General Manager."

Common mistakes I see:

"We don't need checks, staff are experienced." Even experienced staff get complacent. I've watched a Head Barista with three years on the same machine skip the purge cycle because "it takes too long during the morning rush." Regular checks reinforce expectations and catch bad habits early.

"We only inspect the machine, not how it's used." You're responsible for both. If someone gets scalded while misusing the steam wand, that's still your risk to manage.

"We tell people to let us know if something's wrong." That's reactive. Inspections should be proactive. Don't wait for problems to be reported.

7. Training and instruction

What I want to see in the first text box: What training staff receive to use the coffee machine safely and competently. How to operate the machine during service, how to clean and maintain it safely, how to spot faults or unsafe conditions, and what to do if something goes wrong. Under PUWER, you have a legal duty to ensure anyone who uses work equipment has received adequate training. Include whether training is in-house, external, or both, and what written instructions or signage are provided alongside it.

What I want to see in the second text box: How training is recorded and how often it's refreshed. Training records should show who was trained, when, and what was covered. Tell me whether you use onboarding checklists, digital training files, or sign-off sheets. Include how you handle retraining, whether annually, after incidents, or when new equipment is introduced. If training isn't recorded, it's as if it never happened in the eyes of a regulator.

What good answers look like:

Training provided: "All baristas are trained in-house by the Head Barista before using the machine. Training includes daily startup/shutdown checks, safe steam wand operation, cleaning, and fault reporting. Staff also receive descaling and maintenance training once they've worked for 4 weeks. A written SOP is displayed above the machine."

Recording and refreshing: "Training is recorded in each team member's onboarding checklist and added to their digital file in Pilla. Refresher training is provided annually and after any incidents. New equipment triggers a retraining session for all users."

Common mistakes I see:

"We show new starters how to use it on their first day." Too vague. If it's not structured and not recorded, it won't hold up after an accident or during an inspection.

"The machine is self-explanatory." It's not. Espresso machines operate under pressure and can cause serious injuries. I had a client who assumed this until a new starter opened the steam valve fully on day two and scalded their forearm. Nothing about pressurised equipment is self-explanatory.

"We train people verbally but don't write anything down." If it's not recorded, it didn't happen. That's how regulators see it, and that's how your insurance provider will see it too.

8. Safety measures and PPE

What I want to see in the first text box: The safety features built into the machine itself. Auto shut-off functions, spring-loaded steam wand levers, pressure gauges, emergency stop buttons, hot water dispensing delays, and clearly labelled controls. Under PUWER, equipment controls must be clearly identifiable, easy to access, and include a method for stopping the machine safely and quickly. Also note any manufacturer warning signs or labels, like "Hot Surface" or electrical warnings.

What I want to see in the second text box: Any PPE you provide and any additional safety measures your team has put in place. PPE is a last line of defence, used when risks can't be controlled in other ways. For coffee machines, tasks like deep cleaning and descaling may need heat-resistant gloves, chemical-resistant gloves, safety goggles, or aprons. Also include any signage you've added, isolation procedures, and how PPE use is monitored and enforced.

What good answers look like:

Built-in safety: "The steam wand has a spring-loaded lever which automatically closes when released. The hot water dispenser has a separate button with a delay to prevent accidental dispensing. Pressure gauge is visible and monitored during service. An emergency stop button is located next to the power socket and tested weekly. The machine has built-in 'Hot Surface' warnings on the group heads and steam wand."

PPE and additional measures: "Heat-resistant gloves are used when cleaning group heads or the steam wand after service. Nitrile gloves and safety goggles are provided for descaling. Aprons are worn during cleaning. PPE is stored in a labelled container near the cleaning station. We've added laminated signs reminding staff to wear gloves when descaling and a 'Do not use if fault lights are flashing' sign next to the display panel."

Common mistakes I see:

"The steam wand is hard to shut off quickly." That's a burn hazard. If a lever sticks or requires two hands to operate, you need to fix or replace it. Don't work around a broken safety feature.

"We don't have a dedicated emergency stop." If there's no clear way to shut off the machine in an emergency, especially for high-pressure systems, that's a compliance issue. I've seen machines where the only way to kill the power is to reach behind the unit and pull the plug. That's not acceptable.

"Staff wear gloves when they remember." PPE use should be consistent, not optional. If it's not written down, taught, or monitored, it won't be used reliably.

"We just use normal washing-up gloves." Make sure the PPE is suitable for the hazard. Chemical-resistant gloves for descaling, not household rubber gloves.

9. Additional controls

This is where you step back and ask whether you've covered everything. You've already looked at the machine itself, who's at risk, maintenance, training, safety measures, and PPE. Now capture any remaining gaps or follow-up actions you've identified while working through the assessment.

What I want to see here: Any additional controls, follow-up actions, or improvements you plan to make. Introducing training records, replacing worn-out signage, booking a pressure system examination, writing or updating SOPs, upgrading equipment, setting up reminders for regular checks. Most risk assessments reveal something that isn't currently being done but should be. This is your place to capture it and assign responsibility. The businesses I work with that take this section seriously are the ones that actually improve their safety, not just document it.

What good answers look like:

"We're creating a short SOP for using and cleaning the machine, which will be printed and displayed above the unit. Our maintenance provider confirmed the machine needs a written scheme of examination, so we've booked a certified engineer for next month. We've ordered new 'Hot Surface' stickers to replace faded labels. All staff will now complete a short safety checklist during onboarding, and the training will be recorded in their digital files."

Common mistakes I see:

"We don't need any more controls." That's rare. Even a well-run business usually has one or two things they can tighten up, especially around training records, signage, or servicing.

"We'll deal with that later." If it's not written down here, it usually doesn't happen. I treat this section as a to-do list. Every item needs a name against it and a date.

Automate the Follow-Up with Poppi

This is the part most people skip, and it's the part that matters most. I've seen hundreds of risk assessments completed once and never looked at again. They sit in a folder until an auditor asks for them, or until someone gets hurt. The problem isn't laziness. There's just no system reminding anyone to check.

Once your coffee machine risk assessment is set up as a work activity in Pilla, you can use Poppi Actions to set up a scheduled report that tells you when it was last completed. The report also shows how many incomplete instances exist since the last completion, so you can spot anything that was assigned but never finished.

I'd set this up to cover all your risk assessment types in a single rule. Tag your coffee machine risk assessment, fire risk assessment, manual handling risk assessment, and any others, then include all the tags in one rule. Poppi sends the report on whatever schedule you choose. I'd recommend monthly to start with. You can always change it.