How I Set Up the Emergency Lighting Test Template with Customers in Pilla

Understanding What's Required of You

Emergency lighting exists for one purpose: guiding people out when the mains power fails. During a fire or power cut, these battery-powered units illuminate escape routes, exit signs, and high-risk areas. But batteries degrade, bulbs fail, and charging circuits develop faults without any visible sign. The only way to know the system works is to test it.

The legal basis in the UK is the Regulatory Reform (Fire Safety) Order 2005. The responsible person must ensure fire safety measures, including emergency lighting, are maintained in working order. BS 5266-1 specifies monthly functional tests plus an annual full-duration test by a qualified contractor. Similar standards exist internationally: NFPA 101 and NFPA 110 in the US, EN 50172 across EU member states, and AS 2293 in Australia. The monthly test is a brief functional check. You're verifying that units illuminate when power is cut, not running down the batteries. The annual test involves a full three-hour discharge to confirm battery capacity under load, and that's a contractor job.

Fire safety inspectors check emergency lighting test records. Missing or incomplete records can result in enforcement notices, fines, or closure. I've seen premises receive enforcement action not because the lights didn't work, but because the manager couldn't show they'd been tested. Insurance is the other angle. If a fire causes injury and you can't demonstrate proper maintenance, your liability exposure increases.

The monthly test should happen once a month without fail. Choose a quiet time when a few minutes of reduced lighting won't cause problems. Early morning before opening or a quiet afternoon usually works. Warn occupants before testing, especially in windowless areas like cellars, internal corridors, and washrooms. The test itself is brief: simulate power failure, walk the building to verify every unit illuminates, then restore power. The whole thing takes ten to fifteen minutes depending on building size. Don't run it longer than needed. Draining the batteries monthly degrades them faster and could leave you with inadequate backup capacity.

Monthly staff tests don't replace the annual professional inspection. Once a year, a qualified contractor should conduct the full three-hour duration test, inspect all units for physical damage, test battery capacity under load, and provide a detailed report and certificate. Schedule it alongside your annual fire alarm maintenance if possible, as many contractors service both systems.

Setting It Up as a Work Activity

I've built an emergency lighting test template in Pilla covering the testing procedure, unit counts, fault recording, and notes. It gives you a structured checklist to follow as you walk the building, so nothing gets missed and you have a clear record when an inspector asks to see your testing history.

When you create the work activity, tag it (e.g. "Emergency Lighting"). Tags make it easy to find and filter later, and they're what Poppi uses to track completion in automated reports. Set it up as a recurring monthly work schedule so Pilla creates the next one automatically. In my experience, relying on someone to remember to create the check manually results in gaps. A recurring schedule removes that risk.

Assign it to whoever physically walks the building. This isn't a desk job. The person completing the check needs to know where every emergency light unit is located, and they need to be comfortable isolating the mains power to the emergency lighting circuit. If they're not sure how to safely initiate the test, get your maintenance contractor to show them during their next visit.

1. Emergency lighting test procedure

This checklist guides you through the complete testing process from start to finish. Each step must be completed and verified, not just assumed.

Why it matters:

Emergency lighting systems have multiple components that must all work correctly. The charging circuit keeps batteries topped up. The battery stores energy. The changeover circuit detects power failure and switches to battery. The lamp or LED provides light. A failure anywhere in this chain means no light when you need it.

The monthly test verifies the entire system functions as intended, from detection of power loss through to light output.

Detailed guidance for each check:

Notified all occupants before testing

Before cutting power, warn everyone in the building. Even a brief period of reduced lighting can cause alarm, particularly in windowless areas like toilets, cellars, or internal corridors.

Use whatever method reaches everyone: verbal announcement, tannoy, team messaging, or signs. Make sure back-of-house staff and anyone in storage or prep areas knows what's happening.

Isolated mains power to emergency lighting circuit

Locate the test switch or circuit breaker that controls your emergency lighting. This is usually in the main electrical panel, sometimes with a dedicated "Emergency Lighting Test" label.

Different systems work differently:

• Self-contained units have their own battery. You may need to test using a fish-tail key in each unit, or there may be a central test switch.
• Central battery systems use a single battery to power multiple lights. There's usually a main test switch that simulates power failure.

If you're not sure how to safely initiate the test, ask your maintenance contractor to show you during their next visit. Do not test by switching off the main building supply. This affects other systems and is potentially dangerous.

Walked through all areas to check lights illuminated

This is the critical step. You must physically walk the entire building and visually confirm that every emergency light unit is illuminated.

Check:

• Escape route lights along corridors and in stairways
• Exit signs, both internally illuminated and externally lit
• High-risk areas such as plant rooms, kitchens, and anywhere with particular hazards
• Open areas where escape routes cross large rooms

As you walk, note whether each light is illuminated at normal brightness, illuminated but dim (suggesting battery weakness), not illuminated (failed), or showing any fault indicators.

Checked exit signs are illuminated

Exit signs deserve special attention. These are often the most critical emergency lights because they show people where to go. Check every exit sign: internal signs pointing towards exits along corridors, and final exit signs above the actual doors to outside.

Verify the signs are clearly readable, not just glowing. If the text or symbol is dim or uneven, the unit may be failing.

Brightness sufficient to illuminate escape routes

Emergency lighting doesn't need to match normal lighting levels, but it must be bright enough for people to see where they're going and identify obstacles. As you walk, ask yourself: could I safely walk this route in only emergency lighting? Are there dark spots where someone could trip? Can I see door handles and exit hardware?

If any area seems inadequately lit, note its location for follow-up.

Restored mains power supply

After completing your walk-through, return power to the emergency lighting circuit. This is important. If you forget, the batteries will drain completely, potentially damaging them and leaving you unprotected.

Watch the units as power returns. They should switch back to charging mode smoothly. Any units that flicker, buzz, or show fault lights need investigation.

Confirmed all units returned to charging mode

Walk past a few units after restoring power to verify they've returned to normal standby mode. Most units have a small indicator light (often green) showing they're charging and ready.

If any unit doesn't return to charging mode, or shows a fault indicator, note its location. This unit may work briefly on battery but won't recharge for the next power failure.

Common mistakes (and how to avoid them):

Testing from one location. Standing at the switch and glancing down the corridor doesn't count. You must walk the entire building and check every unit.

Running the test too long. This isn't a battery duration test. A few minutes is sufficient to verify units illuminate. Longer tests drain batteries unnecessarily.

Forgetting to restore power. If you leave the emergency lighting on battery, you'll drain the batteries and leave the building unprotected. Make restoring power the final checklist item.

Testing only visible areas. Emergency lights in rarely-visited areas like storage rooms, plant rooms, and roof access still need checking. People may need to escape through these areas.

Best practices to follow:

• Create a floor plan showing all emergency light locations
• Follow a consistent route so you don't miss any units
• Carry a torch in case you need extra light while checking
• Test during similar conditions to normal operation (some natural light, typical activity)
• If unsure how to safely initiate the test, get contractor guidance

2. Number of units checked

Record the total number of emergency lighting units you inspected during this test.

Why it matters:

Counting units serves two purposes. First, it ensures you're checking the whole system. If you usually count 25 units but today only found 23, you may have missed some. Second, it provides evidence of thoroughness for inspectors and audits.

Your building should have a fixed number of emergency lighting units. If that number changes (units added, removed, or replaced), update your records.

What good answers look like:

Simply record the number: "24", "18", "32"

If your building is large or has distinct zones, you might record by area: "12 ground floor, 8 first floor, 4 cellar = 24 total"

How to answer this for yourself:

As you walk the building, count each unit you check. Keep a tally on paper or in your head. Cross-reference with your floor plan or previous test records to make sure you haven't missed any.

If you're not sure how many units you should have, ask your maintenance contractor for an inventory, or count carefully during this test and use that as your baseline.

Common mistakes (and how to avoid them):

Guessing the number. "About 20" isn't good enough. Count accurately each time.

Counting different numbers each month. This suggests you're missing units or counting inconsistently. Investigate the discrepancy.

Not knowing how many you should have. Create an inventory list. If you don't know your baseline, you can't tell if you've missed units.

Best practices to follow:

• Maintain an inventory of all emergency lighting units with locations
• Count as you walk, don't estimate afterwards
• Investigate if your count differs from previous months
• Update the inventory when units are added, moved, or removed

3. Number of faulty units

Record how many units showed faults during the test. Enter 0 if all units worked correctly.

Why it matters:

This field captures the outcome of your test in quantifiable terms. A single faulty unit needs attention. Multiple faulty units suggest a systemic problem: ageing equipment, environmental issues, or poor maintenance.

Tracking faulty units over time reveals patterns. If the same units keep failing, they may need replacement. If different units fail each month, there may be a broader system issue.

What good answers look like:

Be precise:

• "0" if all units working correctly
• "1" if one unit failed
• "3" if three units showed faults

If you found faults, you'll provide details in the notes section.

How to answer this for yourself:

Count units that showed any problem during testing: units that didn't illuminate at all, units that were noticeably dim, units showing fault indicators, units that flickered or buzzed, and units that didn't return to charging mode.

Be conservative. If a unit looked questionable, count it as faulty and investigate.

Common mistakes (and how to avoid them):

Only counting complete failures. A dim light is still a faulty unit. It's showing battery weakness and will likely be completely dead next month.

Ignoring fault indicators. If a unit has a red warning light but still illuminated, it's still faulty. Something is wrong and needs investigation.

Not recording faults to avoid paperwork. This defeats the entire purpose of testing. Record faults honestly so they get fixed.

Best practices to follow:

• Count any unit that wasn't working perfectly
• Include units showing warning indicators, not just dead units
• Record the fault count before leaving the building while it's fresh
• Use the notes to explain what each fault looked like

4. Test result

Record whether the overall test passed or failed.

Why it matters:

The pass/fail result provides a clear summary of system status. This is what inspectors look for, what managers review, and what trends reveal over time.

A system can pass with minor observations (notes for follow-up) or fail with faults requiring repair. The distinction drives different actions.

What good answers look like:

Pass, all units working: Every unit illuminated correctly, no fault indicators, adequate brightness throughout, system restored to charging mode without problems.

Fail, faulty units identified: One or more units didn't work correctly. This requires repair and follow-up.

How to answer this for yourself:

Ask: "Would this emergency lighting system effectively guide people to safety during a power failure right now?"

If any unit failed, if any escape route was inadequately lit, or if any exit sign didn't work, that's a fail. One dead unit in a critical location can make the difference between safe evacuation and someone being trapped in the dark.

Common mistakes (and how to avoid them):

Passing when there were faults. If you found faulty units, record it as a fail. You can note that faults were minor or that adequate coverage remained, but the formal result should reflect that something wasn't right.

Being overly harsh. A single non-critical fault in a well-lit area with redundant coverage might warrant a pass with notes. Use judgement, but err on the side of recording issues.

Best practices to follow:

• Record the result immediately after completing the test
• Be honest. A documented fail that gets fixed is better than an undocumented problem
• Use notes to provide context for the pass/fail decision
• Track pass/fail trends over time

5. Notes

Record details of any faulty units, their locations, and actions taken. Note any observations about the system even if it passed.

Why it matters:

The notes field turns a simple pass/fail into useful information. When a unit fails, someone needs to know where it is and what's wrong. When a contractor visits, they need specifics. When an inspector reviews records, they want to see that you investigated and acted on problems.

Good notes also track the system's condition over time. Patterns become visible: certain units failing repeatedly, certain areas remaining problematic, gradual decline in overall brightness.

What good answers look like:

For a clean pass:

• "All 24 units working correctly. Good brightness throughout. No concerns."
• "Test completed successfully. All escape routes and exit signs adequately illuminated."

For a pass with observations:

• "All units working. Noted unit in gents toilets seems dimmer than others. Monitor next month."
• "Pass. Unit above cellar stairs showing amber indicator but still illuminated. May need battery replacement soon."

For a fail:

• "Unit in main corridor (between bar and kitchen entrance) not illuminated. Appears completely dead. Reported to [contractor], visit booked for Thursday."
• "2 faulty units: (1) First floor landing, very dim, probably battery failure. (2) Kitchen fire exit sign, flickering. Both reported to maintenance."
• "Exit sign above front door not working. Adequate light from adjacent units but sign itself is critical for direction. Emergency repair requested."

How to answer this for yourself:

For each fault, record the exact location (be specific enough that someone unfamiliar could find it), what the fault looked like (dead, dim, flickering, fault indicator), and what action you've taken (reported to whom, when is repair expected).

For passing tests, record anything you want to monitor or follow up, even if not a current fault.

Common mistakes (and how to avoid them):

Blank notes. Even "All working correctly" is useful. Blank notes suggest a rushed or incomplete test.

Vague locations. "One light not working" doesn't help the electrician. "Unit above cellar stairs (third step from bottom)" does.

Not recording actions. If you reported a fault, note who you reported it to and when repair is expected. This demonstrates you acted on the problem.

Not following up. Notes from last month mentioned a dim unit. Did it get fixed? Did you check? Update the record.

Best practices to follow:

• Write something every time, even for perfect results
• Be precise about locations using landmarks, door names, or unit numbers
• Record who you reported faults to and expected repair dates
• Review previous month's notes and confirm issues were resolved
• Note anything you want to check or monitor next month

Automate the Follow-Up with Poppi

Writing the check is one thing. Making sure it actually gets done every month is another. Poppi can handle the chasing so you don't have to.

If you set the work activity to recurring monthly, Poppi will track whether it's been completed on time. You can set up automations to chase the assigned person when the check is overdue, notify managers when it's done, and get a regular report showing completion across all your health and safety checks.

Here are three automations I'd set up for any recurring check:

Poppi

Tom, you have 2 overdue policies to read and acknowledge

Overdue training reminders

Automatically chase team members who have mandatory policies they haven't read yet. Poppi sends the reminder so you don't have to.

Trigger

Condition

Action

Recipient

Poppi

Tom, you have 2 overdue policies to read and acknowledge

Poppi

Emma has completed a mandatory policy

Video completion alerts

Get notified when a team member finishes reading or watching a policy, so you can track progress without chasing.

Trigger

Condition

Action

Recipient

Poppi

Emma has completed a mandatory policy

Poppi

Training Report: 87% team completion. Tom and Sarah behind on 2 mandatory policies, due 3 days ago.

Training gap analysis

Get a regular AI report showing which team members are behind on mandatory policies and where the gaps are across your team.

Trigger

Condition

Action

Recipient

Poppi

Training Report: 87% team completion. Tom and Sarah behind on 2 mandatory policies, due 3 days ago.