4 ways to automate gas safety checks

#1 - Simple checklist

Who it's for: Single-site businesses keeping the gas safety record themselves.

What it is: A gas safety check records that gas appliances are safe and certificated: a valid Gas Safe certificate on file, appliances and flues clear and undamaged, a blue flame, and no smell of gas. This version is a tick-list, a pass/fail, and a notes field.

Available on: Basic.

In practice: A pub kitchen runs the check: the certificate is in date, the burners are clean and burning blue, the vents are clear, and there's no gas smell. It records the pass and the certificate expiry. A few minutes, and a dated record.

Why it works: Gas safety rests on a valid annual certificate and day-to-day vigilance. A simple recurring check records that both are in hand.

Steps included:

• 1 checklist (6 items)
• 1 pass/fail result
• 1 notes field

When to upgrade:

1. The check is delegated and staff need prompting
2. You want photo proof the check was done
3. You run more than one site and need a signed record

#2 - With guidance

Who it's for: Businesses where the check is delegated to rota staff.

What it is: The simple check with a guidance note on what only a Gas Safe engineer may do, the daily appliance and flue checks, the blue-flame and gas-smell rules, and where the shut-off is.

Available on: Standard.

What it adds to the previous template:

1. The controls and what to look for are on screen
2. The check is consistent whoever runs it
3. A new starter can run it from day one

Why it works: The guidance carries the detail, so the check doesn't depend on the person running it remembering it.

Steps included:

• 1 guidance note (the controls and what to look for)
• 1 checklist (6 items)
• 1 pass/fail result
• 1 notes field

When to upgrade: When you want photo proof (Gas Safety Check #3) or a signed record (Gas Safety Check #4).

#3 - With photo evidence

Who it's for: Businesses that want proof the check was done, the in-date Gas Safe certificate, the blue flame, the CO alarm.

What it is: The guided check plus a photo, captured at the time.

Available on: Standard.

What it adds to the previous template:

1. A photo as evidence, captured at the time
2. A record the check was really done, not just ticked
3. A baseline to compare next time

Why it works: A photo is hard to fake after the fact, so it turns a tick into evidence.

Steps included:

• 1 guidance note (the controls and what to look for)
• 1 checklist (6 items)
• 1 pass/fail result
• 1 notes field
• 1 photo

When to upgrade: When the check needs a named, dated sign-off (Gas Safety Check #4).

#4 - With photo and signature

Who it's for: Multi-site groups that need a signed, evidenced check from every site.

What it is: The photo check plus a sign-off signature, so it's a complete, dated record.

Available on: Standard.

What it adds to the previous template:

1. A signature confirming who ran the check and when
2. A complete, dated record an auditor treats as best practice
3. A comparable record across every site

Why it works: The signature makes the check owned and dated, and across sites it lets a safety lead confirm every site is running it.

Steps included:

• 1 guidance note (the controls and what to look for)
• 1 checklist (6 items)
• 1 pass/fail result
• 1 notes field
• 1 photo
• 1 sign-off signature

When to upgrade: When you want Poppi to chase a missed check, 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 running the check, or delegated staff?

If you run it yourself, a plain checklist is enough. The moment it's delegated, the controls and what to look for need to be on screen. If only you run it, #1 is fine. If staff do, start at #2.

Do you need photo proof, or is a tick enough?

A tick-list meets the basic need. A photo makes it evidence. If a tick is enough, stop at #2. If you want proof, #3 adds it.

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

• In-house fire and emergency training - evacuating in an emergency
• In-house work equipment training - safe use of appliances

Frequently asked questions

Who can work on gas appliances?

Only Gas Safe registered engineers, by law. Businesses must have gas appliances safety-checked every year and keep the certificate. This check records that the certificate is valid and that day-to-day appliance checks are happening.

What does a blue flame mean?

A crisp blue flame means the appliance is burning gas correctly. A lazy yellow or orange flame can mean incomplete combustion and carbon monoxide, so it's a fault to shut off and report. The check prompts staff to look.

What should staff do if they smell gas?

Don't use switches or naked flames, shut off the gas supply if it's safe to, ventilate, evacuate, and call the National Gas Emergency line. Never try to fix it. This check reinforces it.

How often should the check run?

The Gas Safe certificate is annual; the daily appliance and gas-smell checks are part of opening. Version #4 captures a signed, dated record.

Where to go next

Gas safety rests on a valid annual certificate and day-to-day vigilance, a blue flame, clear vents, and no smell of gas. These checks are how you show both are in hand. The versions above move from a simple checklist to a signed, evidenced record.

Five more versions are coming in the next refresh that bring AI into the picture. Poppi can chase a missed check and pull every site's checks into one report. Those need more review time and will land separately.

→ Build your own gas safety checks on Pilla. The Basic plan unlocks the simple checklist today.