4 ways to automate a COSHH risk assessment

#1 - Simple assessment

Who it's for: Single-site businesses recording the COSHH assessment themselves, where you know your chemicals and just need a clear record per substance.

What it is: A COSHH risk assessment records, for each hazardous substance, the harm it can cause, who is exposed and how, the controls in place, and any further action. This version keeps each substance in one group: the hazard, who's exposed, controls in place, risk level, and further action. You add one group per substance, sanitiser, degreaser, descaler, oven cleaner, and so on.

Available on: Basic.

In practice: A single-site kitchen works through the chemical store. For "oven cleaner (caustic)", they note who's exposed (kitchen porter), the controls (gloves, goggles, ventilation, locked store), rate it medium, and the further action: order replacement goggles. Next product, next group.

Why it works: Each substance's answers stay in one group, so a control is never recorded apart from the hazard it addresses. That structure, with the product's safety data sheet to hand, is exactly what a COSHH assessment needs.

Steps included:

• 1 grouped assessment (one group per substance): hazard, who's exposed, controls in place, risk level, further action
• Duplicate the group for each hazardous substance

When to upgrade:

1. A manager does the assessment and needs prompting on what to record
2. You want photo evidence of labels and storage
3. You run more than one site and need a signed, dated record

#2 - With guidance

Who it's for: Businesses where a manager completes the COSHH assessment and isn't sure where to start.

What it is: The simple assessment with a guidance note in the group: get the supplier's safety data sheet for each product and use it to identify the hazard; record who's exposed and how (skin, eyes, breathing in); and apply controls in order, substitute for something safer if you can, then ventilation, then PPE as a last line.

Available on: Standard.

What it adds to the previous template:

1. Staff know to use the safety data sheet, not guess
2. The order of controls (substitute, then control, then PPE) is on screen
3. The assessment is consistent whoever completes it

Why it works: The guidance sits in the group with the fields, so the assessor reads the method, and the reminder to pull the safety data sheet, as they work.

Steps included:

• 1 guidance note in the group (use the safety data sheet, order of controls)
• 1 grouped assessment: hazard, who's exposed, controls, risk level, further action

When to upgrade: When the assessment needs photo evidence (COSHH RA #3) or a signed, dated record (COSHH RA #4).

#3 - With photo evidence

Who it's for: Businesses that want a visual record of which products they use and how they're stored.

What it is: The guided assessment plus a photo in the group, the product label (with its hazard symbols) or the chemical store. A photo records exactly which product was assessed and how it's kept, which matters when products get swapped or restocked with a different brand.

Available on: Standard.

What it adds to the previous template:

1. A photo of the label or storage, captured at the time
2. A record of exactly which product was assessed
3. Evidence the store is locked and ventilated as recorded

Why it works: Cleaning products get swapped often. A photo of the label ties the assessment to the actual product, so you can tell when a new one needs assessing.

Steps included:

• 1 guidance note in the group (use the safety data sheet, order of controls)
• 1 grouped assessment: hazard, who's exposed, controls, risk level, further action
• 1 photo in the group (the label or storage)

When to upgrade: When the assessment needs a named, dated sign-off (COSHH RA #4).

#4 - With photo and signature

Who it's for: Multi-site groups where each site's COSHH assessment has to be signed, dated, and reviewable from head office.

What it is: The photo assessment plus a signature in the group. The assessor signs to confirm the assessment and set a review date, making it a named, accountable record across every site.

Available on: Standard.

What it adds to the previous template:

1. A signature confirming who assessed and when
2. A clear point to set the next review date
3. A complete record (assessment, photo, signature) an inspector treats as best practice

Why it works: A COSHH assessment has to be reviewed when products or processes change. The signature makes it owned and dated, and across sites it lets a safety lead confirm every site has current assessments for its chemicals.

Steps included:

• 1 guidance note in the group (use the safety data sheet, order of controls)
• 1 grouped assessment: hazard, who's exposed, controls, risk level, further action
• 1 photo in the group (the label or storage)
• 1 signature in the group (assessed by)

When to upgrade: When you want Poppi to flag when a new product needs assessing, or pull every site's COSHH assessments into one report. Those versions are coming in the next post update.

How to pick the right version

You don't need to know our product to choose. Just answer three questions.

Is it just you assessing, or does a manager do it?

If you do it yourself and know your chemicals, a plain assessment is enough. The moment a manager does it, the method and the reminder to use safety data sheets need to be on screen. If only you assess, #1 is fine. If a manager does, start at #2.

Do you need evidence, or is a written record enough?

A written assessment meets the duty. Photos of labels and storage make it stronger and easier to keep current. If a written record is enough, stop at #2. If you want evidence, #3 adds photos.

Does it need a signed, dated sign-off?

For a single site, the record can stand alone. Across sites, an auditor wants a signature on each. If no sign-off is needed, #3 is enough. If you run more than one site, #4 adds a signature.

Related reading

• Kitchen risk assessment - the wider kitchen assessment chemicals sit within
• Dermatitis risk assessment - the skin risk from wet work and detergents
• Sanitiser use - using sanitiser correctly day to day

Frequently asked questions

What is a COSHH risk assessment?

It's an assessment, required by the Control of Substances Hazardous to Health Regulations, of the substances at work that can harm health: cleaning chemicals, sanitisers, descalers, and similar. For each, you record the hazard, who's exposed, the controls, and any further action, using the supplier's safety data sheet.

Do I need a COSHH assessment for cleaning products?

Yes, if a product is labelled with a hazard symbol or its safety data sheet shows it's hazardous, you need to assess it. Most commercial cleaning chemicals qualify. Ordinary domestic products used in small amounts may not, but the safe approach is to assess anything with a hazard label.

Where do I get the information to assess a product?

From the supplier's safety data sheet (SDS), which they must provide for hazardous products. It lists the hazards, exposure routes, and recommended controls. The guidance version reminds you to pull the SDS before assessing.

How often should a COSHH assessment be reviewed?

When anything changes, a new product, a new process, a different way of using it, and periodically (at least annually) otherwise. Version #4 captures the sign-off and is the point to set the next review.

Where to go next

Every hazardous product in your building needs a COSHH assessment, and the records are checked when an inspector visits. The versions above move from a simple structured assessment to a signed, photo-backed record, so what you keep is current and holds up.

Five more versions are coming in the next refresh that bring AI into the assessment. Poppi can flag when a new product needs assessing, and pull every site's COSHH assessments into one report. Those need more review time and will land separately.

→ Build your own COSHH risk assessment on Pilla. The Basic plan unlocks the simple assessment today.