4 ways to automate a driving risk assessment

#1 - Simple assessment

Who it's for: Single-site businesses recording the driving-for-work assessment themselves, where staff make deliveries, run errands, or travel between sites.

What it is: A driving risk assessment records the risks when staff drive for work, the people at risk, the controls, and any further action. This version keeps each risk in one group: the hazard, who's at risk, controls in place, risk level, and further action. You add one group per risk, the vehicle, the driver, the journey, and the conditions.

Available on: Basic.

In practice: A single-site restaurant doing its own deliveries assesses the driving. For "driver fatigue on late runs", they note who's at risk (the delivery driver and others), the controls (limit hours, no driving after a double, breaks), rate it medium, and the further action: set a delivery cut-off time. Next risk, next group.

Why it works: Driving for work is one of the biggest causes of work-related death, and many businesses overlook it because the driving happens off-site. Keeping each risk in one group makes it a real, recorded assessment rather than an afterthought.

Steps included:

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

When to upgrade:

1. A manager does the assessment and needs prompting
2. You want evidence like licence checks or vehicle condition
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 assessment.

What it is: The simple assessment with a guidance note in the group, covering the four areas of driving-for-work risk: the vehicle (roadworthy, insured, maintained), the driver (valid licence, fit to drive, not fatigued), the journey (route, timing, distance), and the conditions (weather, traffic, darkness). It reminds the assessor to check driving licences and insurance cover business use.

Available on: Standard.

What it adds to the previous template:

1. The four areas (vehicle, driver, journey, conditions) are on screen
2. The reminder to check licences and business-use insurance
3. The assessment is consistent whoever completes it

Why it works: The guidance sits in the group with the fields, so the assessor covers all four areas, not just the vehicle.

Steps included:

• 1 guidance note in the group (vehicle, driver, journey, conditions)
• 1 grouped assessment: hazard, who's at risk, controls, risk level, further action

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

#3 - With photo evidence

Who it's for: Businesses that want evidence, a licence check, insurance certificate, or vehicle condition.

What it is: The guided assessment plus a photo in the group, a licence check, the insurance certificate showing business use, or the vehicle's condition. Evidence that the driver and vehicle controls are real.

Available on: Standard.

What it adds to the previous template:

1. A photo of the evidence (licence, insurance, vehicle), captured at the time
2. Proof the driver and vehicle checks were actually done
3. A baseline to compare at the next review

Why it works: A photo of the licence check or insurance is proof the control happened, which matters most if there's an incident and your due diligence is questioned.

Steps included:

• 1 guidance note in the group (vehicle, driver, journey, conditions)
• 1 grouped assessment: hazard, who's at risk, controls, risk level, further action
• 1 photo in the group (the evidence)

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

#4 - With photo and signature

Who it's for: Multi-site groups where each site's driving 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.

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 auditor treats as best practice

Why it works: The signature makes the assessment owned and dated, and across sites it lets a safety lead confirm every site that uses vehicles has assessed the risk.

Steps included:

• 1 guidance note in the group (vehicle, driver, journey, conditions)
• 1 grouped assessment: hazard, who's at risk, controls, risk level, further action
• 1 photo in the group (the evidence)
• 1 signature in the group (assessed by)

When to upgrade: When you want Poppi to remind you when a licence check or review is due, or pull every site's 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, a plain assessment is enough. The moment a manager does it, the four areas 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 licence and insurance checks make it stronger. 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

• Lone working risk assessment - drivers are often lone workers too
• Working outside risk assessment - related outdoor and weather risks
• Fire risk assessment - another core premises assessment

Frequently asked questions

Do I need a driving risk assessment if staff use their own cars?

Yes. If staff drive for work, even occasionally and in their own vehicles ("grey fleet"), you have a duty to manage the risk. That includes checking their licence, that the vehicle is roadworthy and MOT'd, and that their insurance covers business use. The guidance version reminds you to check these.

What are the main areas to assess?

The vehicle (roadworthy, maintained, insured), the driver (licensed, fit, not fatigued, not distracted), the journey (route, distance, timing), and the conditions (weather, traffic, darkness). Assessing all four, rather than just the vehicle, is what makes it complete.

Why does driving for work matter so much?

Driving is one of the highest-risk activities most staff do for work, and a significant share of work-related deaths involve driving. Because it happens off-site, it's easily overlooked, which is exactly why a recorded assessment matters.

How often should it be reviewed?

At least annually, and whenever the driving changes (new routes, new vehicles, new drivers) or after an incident. Version #4 captures the sign-off and is the point to set the next review.

Where to go next

Driving for work is high-risk and easy to overlook because it happens out of sight. A driving risk assessment is how you show you've managed the vehicle, the driver, the journey, and the conditions. The versions above move from a simple assessment to a signed, photo-backed record.

Five more versions are coming in the next refresh that bring AI into the assessment. Poppi can remind you when a licence check or review is due, and pull every site's assessments into one report. Those need more review time and will land separately.

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