4 ways to automate fire door checks

#1 - Simple checklist

Who it's for: Single-site venues where the manager runs the check themselves and wants the paper checklist on a phone.

What it is: A fire door check is an inspection of each fire door. This version is the tick-list of 10 checks, a pass/fail result, and a notes field. It covers the self-closer pulling the door fully shut, the gaps around the door, the intumescent seals and smoke strips, the hinges, the glazing, that it isn't wedged or held open, and that the signage is in place.

Available on: Basic.

In practice: A single-site hotel checks its fire doors monthly. The manager works each door, confirms it self-closes into the frame, marks pass or fail, notes a corridor door propped open with a chair, and the check is logged with the issue to fix.

Why it works: The list lives on the canvas, so the check covers the same ten points on every door. The pass/fail makes the outcome explicit, and the notes field flags the common problem, a wedged-open door, that defeats the whole point of a fire door.

Steps included:

• 1 checklist (10 inspection points)
• 1 pass/fail result
• 1 notes field

When to upgrade:

1. Rota staff run the check and don't all know what makes a fire door work
2. You want photo proof each door was checked
3. You run more than one site and want a named sign-off

#2 - With guidance

Who it's for: Venues where the check is delegated to whoever is on the rota.

What it is: The simple check with a guidance note: a fire door only works if it self-closes fully into the frame, the seals and strips are intact and unpainted, the gaps are even and small, and it is never wedged or held open. The note explains why each of those matters for holding back smoke and fire.

Available on: Standard.

What it adds to the previous template:

1. What makes a fire door actually work is spelled out
2. Staff understand why a wedged-open door is a serious failure
3. The check is consistent whoever runs it

Why it works: The guidance sits with the checklist, so a new starter knows what they're looking for and why, not just the list of points.

Steps included:

• 1 guidance note (what makes a fire door work)
• 1 checklist (10 inspection points)
• 1 pass/fail result
• 1 notes field

When to upgrade: When a tick is no longer enough and you want photo proof of each door (Fire Door #3), or a named sign-off (Fire Door #4).

#3 - With photo evidence

Who it's for: Venues under fire-risk scrutiny that want proof each door was actually checked and in good order.

What it is: The guided check plus a photo of each door. A photo of the door closed into its frame, with the seals and signage visible, is proof it was checked and working, and a record of any damage you flagged.

Available on: Standard.

What it adds to the previous template:

1. A photo of each door, captured at the time
2. Proof the door was closed and in order, or a record of the fault
3. A visual record tied to a real door and location

Why it works: A tick can be done from memory; a photo proves someone went to each door and looked. It also gives a before-picture if a door is later found wedged or damaged.

Steps included:

• 1 guidance note (what makes a fire door work)
• 1 checklist (10 inspection points)
• 1 pass/fail result
• 1 notes field
• 1 photo of the door

When to upgrade: When the check needs a named, dated sign-off so an audit can see who did it (Fire Door #4).

#4 - With photo and signature

Who it's for: Multi-site groups where each site's fire door checks have to stand up to a fire-risk assessment or insurer review.

What it is: The photo check plus a signature. The person doing the check signs to confirm every door was inspected and working. For a group, that signature makes each site accountable for its own fire doors.

Available on: Standard.

What it adds to the previous template:

1. A signature confirming every door was checked
2. Named accountability for each site's fire doors
3. A complete record (checklist, photo, signature) an auditor or insurer treats as best practice

Why it works: Fire doors are a focus of fire-risk assessments and have been central to high-profile failures. A signed, photo-backed record is the evidence that shows you kept on top of them.

Steps included:

• 1 guidance note (what makes a fire door work)
• 1 checklist (10 inspection points)
• 1 pass/fail result
• 1 notes field
• 1 photo of the door
• 1 signature

When to upgrade: When you want Poppi to flag a failed door to the manager, or pull every site's checks 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 doing the check, or do other people do it too?

If you do it yourself and know what to look for, a plain list is enough. The moment rota staff do it, the guidance needs to be on the screen. If only you check, #1 is fine. If anyone else does, start at #2.

Do you need proof, or is a record enough?

A record tells you the check was logged. A tick can be done from memory. If you want proof each door was visited and in order, #3 adds a photo.

Does someone need to sign off the checks?

In one venue, the record speaks for itself. Across sites, an auditor or insurer wants to know who confirmed each. If no sign-off is needed, #3 is enough. If you run more than one site, #4 adds a signature.

Related reading

• Fire exit check - keeping the escape routes the doors protect clear
• Fire extinguisher check - the monthly extinguisher check
• Fire alarm testing - the weekly alarm test

Frequently asked questions

What should a fire door check include?

That the door self-closes fully into the frame, the gaps around it are even and small (typically about 3mm), the intumescent seals and smoke strips are intact and unpainted, the hinges and glazing are sound, the door isn't wedged or held open, and the signage is present. The exact list depends on the door, but those are the essentials.

How often should fire doors be checked?

Commonly monthly for a quick visual check, with more detailed periodic inspections depending on your risk assessment and the building. The frequency should come from your fire-risk assessment. This checklist works for the routine recurring check.

Why is a wedged-open fire door such a problem?

Because a fire door only protects an escape route if it's closed when a fire starts. A door wedged or propped open lets smoke and fire straight through, defeating its entire purpose. It's the single most common fire door failure, which is why the guidance and notes call it out.

Why photograph each door?

Because a tick can be completed without walking the building, and fire doors are a focus of fire-risk assessments. A photo (version #3) proves each door was visited and shows its condition, which is a useful before-picture if a door is later found wedged or damaged.

Where to go next

A fire door is only doing its job if it's closed and in good order, and the most common failure, propping it open, is invisible on a tick-only log. A recorded, photo-backed check turns it into something you can prove. The versions above move from a simple list to a signed photo record.

Five more versions are coming in the next refresh that bring AI into the check. Poppi can flag a failed door to the manager, and pull every site's checks into one report. Those need more review time and will land separately.

→ Build your own fire door check on Pilla. The Basic plan unlocks the simple checklist today.