How to automate your hotel team

#1 - Workplace safety walk

When in the day: Each shift — typically morning and evening.

Who runs it: Duty manager.

What it is: A site-wide safety walk that covers the public-facing areas of the hotel — lobby, corridors, lift areas, stairwells, function rooms, restaurant, bar, leisure areas. The team checks for trip hazards, spillages, electrical issues, signage, fire-exit blockages, and anything else that creates risk for guests or staff. The canvas guides the walk and captures findings.

Available on: Standard.

In practice: At 9am the duty manager walks the lobby and corridors, finds a wet patch under a leaking AC unit on the second floor, photographs it, and the canvas escalates to maintenance. A wet-floor sign goes up while the engineer is called. Without the walk, a guest slips on the patch within the hour and the hotel is dealing with an injury claim.

Why it works for your hotel team: Hotels are 24/7 sites with constant guest movement, which means hazards develop continuously. A daily walk catches them before guests do. The dated record also matters for your insurance position and for any RIDDOR or HSE inquiry — proof that you actively look for hazards.

Steps included:

• 1 area-by-area checklist (lobby, corridors, lift areas, stairwells, function rooms, F&B, leisure)
• 1 photo capture for any flagged hazard
• 1 notes field for issues
• 1 signature from the duty manager

More variations: Show more workplace safety walk templates →

#2 - Fire exit check

When in the day: Daily.

Who runs it: Duty manager or maintenance.

What it is: A walk of every fire exit in the hotel that confirms each one is clear, unblocked, unlocked from the inside, and that the signage and emergency lighting above each exit is working. Any exit that's been blocked by a delivery, propped open, or has a failed emergency light gets flagged for immediate action.

Available on: Standard.

In practice: At 8am the duty manager walks the exits, finds the loading-bay fire exit blocked by stacked function chairs, photographs it, and the canvas escalates. The chairs are moved within 10 minutes. Without the check, the chairs stay there until the EHO or fire officer arrives — and the hotel is hit with an improvement notice.

Why it works for your hotel team: Fire exits are the single most-checked thing during a fire-officer visit, and a blocked exit is the single fastest route to an improvement notice or prohibition. The daily check makes the standard non-negotiable and creates the dated evidence that you check every day, not just before a visit.

Steps included:

• 1 exit-by-exit checklist (each fire exit named)
• 1 photo capture for any flagged exit
• 1 signage and emergency lighting check
• 1 signature from the checker

More variations: Show more fire exit check templates →

#3 - Fire door check

When in the day: Monthly (typically — local guidance may vary).

Who runs it: Maintenance or facilities lead.

What it is: A scheduled check of every fire door in the hotel that confirms each door is closing fully and latching, the self-closer is functional, the intumescent seals are intact, and no doors have been wedged open or had their closers disabled. The canvas walks the team door-by-door and captures the result for each.

Available on: Standard.

In practice: During the monthly check, the maintenance lead finds that two fire doors on the third floor aren't latching properly — the self-closers need adjustment. They photograph each, the canvas captures the fault, and a follow-up engineer visit is scheduled. Without the check, the doors stay non-compliant until the next fire officer visit, when they become an enforcement issue.

Why it works for your hotel team: Fire doors are a primary line of containment in a hotel fire — a door that doesn't close fully can be the difference between a contained incident and a building-wide evacuation with casualties. The monthly check creates the dated record that proves you maintain them, which is what your insurer and the fire officer both want to see.

Steps included:

• 1 door-by-door checklist (each fire door labelled)
• 1 closing-and-latching check per door
• 1 photo capture for any flagged door
• 1 follow-up action capture
• 1 signature from the checker

More variations: Show more fire door check templates →

#4 - First aid kit check

When in the day: Monthly, or after any use.

Who runs it: First aider or duty manager.

What it is: A check of every first aid kit in the hotel that confirms it's fully stocked, contents are in date, and the kit is clean and accessible. The canvas walks through each kit's checklist (plasters, bandages, scissors, gloves, eye wash, etc.), notes anything missing or out of date, and captures the restock action.

Available on: Standard.

In practice: The first aider finds that the reception kit is missing eye wash and the plasters expired last month. They photograph the kit, mark the missing items on the canvas, and order replacements. Within a week the kit is fully stocked again. Without the check, the next time a guest needs eye wash for a splash, the kit is empty and the incident escalates.

Why it works for your hotel team: First aid kits are useless when they're depleted or out of date — and they always are if no one checks them regularly. The monthly check is a small commitment that catches the depletion before it matters. The dated record also gives you the HSE-compliant evidence that you maintain your first aid provision.

Steps included:

• 1 kit-by-kit checklist (each kit named and located)
• 1 contents check against the standard list
• 1 photo capture of the kit's contents
• 1 restock action capture
• 1 signature from the first aider

More variations: Show more first aid kit check templates →

#5 - AED check

When in the day: Monthly (or per the manufacturer's guidance).

Who runs it: First aider or duty manager.

What it is: A check of the hotel's automated external defibrillator(s) that confirms each unit is in service, the battery indicator is green, the pads are in date, the rescue kit (gloves, razor, towel) is present, and the unit is clean and accessible. The canvas walks through each AED in the building.

Available on: Standard.

In practice: The first aider checks the lobby AED and finds the battery indicator is amber — the unit is approaching replacement. They photograph it, the canvas captures the warning, and a replacement battery is ordered. Two weeks later the battery arrives, and the AED is fully ready again. Without the check, the battery quietly fails and when a cardiac arrest happens in the lobby, the AED is dead.

Why it works for your hotel team: AEDs save lives — but only if they work when needed. The monthly check catches battery and pad-expiry issues with months of warning, so they can be addressed before a real incident. The dated record also gives you the evidence that you maintain the unit properly, which matters if there's ever a coroner's inquest.

Steps included:

• 1 AED-by-AED checklist
• 1 battery indicator check
• 1 pad expiry date check
• 1 rescue kit check
• 1 photo capture of the unit
• 1 signature from the checker

More variations: Show more AED check templates →

#6 - Emergency lighting testing

When in the day: Monthly battery test, annual full-duration test.

Who runs it: Maintenance or facilities lead.

What it is: A scheduled test of every emergency light in the hotel — the monthly version drops mains power briefly to verify each light's battery operates correctly; the annual version runs the full discharge to confirm the battery holds for the required duration. The canvas walks fitting-by-fitting and captures the result.

Available on: Standard.

In practice: The maintenance lead runs the monthly test and finds three emergency lights on the third floor failed to come on. They photograph each, the canvas captures the failures, and replacement bulbs and batteries are ordered. Without the test, the lights stay dead until a real evacuation — when guests can't see the corridor to the fire exits.

Why it works for your hotel team: Emergency lighting is what gets guests out of the building in a power-cut or fire. A failed light is invisible until you need it, which is exactly when failure is fatal. The monthly canvas-driven test makes failures visible, and the dated record satisfies BS 5266 and the fire officer's compliance check.

Steps included:

• 1 fitting-by-fitting checklist
• 1 monthly battery test per fitting
• 1 annual full-discharge test capture (when applicable)
• 1 photo capture for any flagged fitting
• 1 signature from the tester

More variations: Show more emergency lighting testing templates →

#7 - Fire alarm testing

When in the day: Weekly — typically at the same time each week.

Who runs it: Maintenance or facilities lead, with the rest of the team notified.

What it is: The weekly fire-alarm test that BS 5839 requires — a single call point is activated, the alarm sounds across the building, and the result is recorded. The canvas walks the tester through the procedure, captures which call point was used (rotated weekly), and logs whether the alarm sounded throughout the building as expected.

Available on: Standard.

In practice: At 10am every Wednesday the maintenance lead activates this week's call point, the alarm sounds, they confirm it audible across all floors with a colleague on each, and the canvas captures the test. Without the workflow, the test gets missed or done inconsistently, and your alarm-system compliance record has gaps the fire officer will spot.

Why it works for your hotel team: BS 5839 mandates the weekly test — without a documented record, you're non-compliant whether or not the alarm actually works. The canvas enforces the cadence, rotates the call point each week (so every one is tested across the year), and creates the audit trail that any fire risk assessment review will draw from.

Steps included:

• 1 call point selection (rotated week to week)
• 1 alarm-sounding confirmation across all floors
• 1 duration timer
• 1 notes field for any issues
• 1 signature from the tester

More variations: Show more fire alarm testing templates →

#8 - Legionella check

When in the day: Periodic — typically monthly for temperature checks, with annual full risk assessment.

Who runs it: Maintenance or facilities lead.

What it is: A scheduled check of the hotel's water system to control legionella risk. The canvas walks the team through outlet temperature measurements (hot ≥60°C, cold ≤20°C), the flushing protocol for rarely-used outlets, shower-head descaling, and any other controls from your written legionella risk assessment.

Available on: Standard.

In practice: During the monthly check, the maintenance lead finds that an unoccupied second-floor room's hot tap is only reaching 48°C. They photograph the reading, the canvas escalates to facilities, and the boiler-flow temperature is investigated. Without the check, the temperature stays low for months, and the conditions for legionella growth quietly develop.

Why it works for your hotel team: Legionella is rare but devastating — outbreaks in hotels make national news and end careers. The check is what L8 (the HSE-approved code of practice) requires, and the dated record is what an HSE inspector will ask for if there's ever a case. The flushing protocol on rarely-used outlets is particularly important in hotels where rooms can sit empty for weeks.

Steps included:

• 1 outlet-by-outlet temperature check
• 1 flushing record for rarely-used outlets
• 1 shower-head descaling capture
• 1 photo for any flagged outlet
• 1 signature from the checker

More variations: Show more legionella check templates →

#9 - Fire emergency training

When in the day: Foundational — at induction, refreshed annually.

Who runs it: Every hotel team member.

What it is: A training programme covering what each team member must do in a fire — the evacuation route from their work area, the assembly point, how to use a fire extinguisher (and when not to), the role of fire wardens, and how the alarm and PA systems work. The hotel-specific version emphasises the team's role in evacuating guests safely from their rooms.

Available on: Standard.

In practice: A new receptionist starts on Monday. Before they handle any guests, the canvas walks them through the fire procedure — the alarm sound, the evacuation route from reception, how to use the PA, the assembly point. They sign off. Three months later there's a false alarm, and they execute the procedure calmly while inexperienced staff panic. Without the training, every team member responds to a real alarm by improvising.

Why it works for your hotel team: Hotels have the most complex evacuation challenge of any premises — guests don't know the building, may be asleep, may have mobility issues. The training is what turns a hotel fire from a tragedy into a controlled evacuation, and the dated record is what the fire officer will ask for during the fire risk assessment.

Steps included:

• 1 rich-text training module (evacuation routes, assembly point, extinguishers, PA)
• 1 site-specific walk-through
• 1 understanding check
• 1 signature confirming understanding

More variations: Show more fire emergency training templates →

#10 - Lone working training

When in the day: Foundational — for night-shift reception and any other lone-working role.

Who runs it: Every team member who works alone on shift, particularly the night auditor.

What it is: A training programme covering safe lone working in a hotel — when to call for backup, how to use the panic alarm, what to do if a guest becomes aggressive or intoxicated, the check-in protocol with a supervisor or central control, and what to do in a medical or security emergency when alone. The canvas walks each team member through the scenarios.

Available on: Standard.

In practice: A new night receptionist starts. Before their first solo shift, the canvas walks them through the lone-working protocols — the panic button under the desk, the hourly check-in with central control, the "if a guest gets aggressive" escalation. They sign off and feel safer on shift. Without the training, they freeze when an intoxicated guest starts shouting at 3am.

Why it works for your hotel team: Night-shift hotel staff are the most exposed lone workers in hospitality — alone in a building full of strangers, often with cash, often the first point of contact for any incident. The training reduces incidents and creates the evidence that you took the duty of care seriously.

Steps included:

• 1 rich-text training module (panic alarm, check-in protocol, escalation paths)
• 1 scenario walkthrough (aggression, intoxication, medical, security)
• 1 understanding check
• 1 signature confirming understanding

More variations: Show more lone working training templates →

#11 - Violence training

When in the day: Foundational — for any guest-facing role.

Who runs it: Every front-desk, reception, security, and duty-management team member.

What it is: A training programme covering how to handle aggressive or violent guests safely — de-escalation language, physical positioning (keeping the desk between you and the guest), when to call security, when to call the police, and the protocol for recording and reporting the incident afterwards. The canvas walks each team member through the techniques and the post-incident reporting.

Available on: Standard.

In practice: A drunk guest gets aggressive at the front desk on a Saturday night. The receptionist, trained on the canvas, uses calm language, keeps the desk between them, signals to the duty manager via the agreed code phrase, and the manager arrives within 30 seconds. The guest is removed without further incident. Without the training, the receptionist responds with their own aggression and the situation escalates.

Why it works for your hotel team: Front-desk staff are the most likely to encounter guest violence and the least likely to be trained for it. The training reduces incidents through de-escalation, protects the team's safety through positioning and escalation protocols, and creates the dated record that you've trained your team — important for both insurance and any subsequent HSE inquiry.

Steps included:

• 1 rich-text training module (de-escalation, positioning, code phrases, escalation paths)
• 1 scenario walkthroughs (intoxicated, abusive, threatening)
• 1 post-incident reporting protocol
• 1 understanding check
• 1 signature confirming understanding

More variations: Show more violence training templates →

#12 - Accident reporting

When in the day: As needed — triggered by any accident or near-miss involving a guest, member of the team, or contractor.

Who runs it: Duty manager.

What it is: A structured incident-capture workflow that records every accident or near-miss in line with RIDDOR (the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations). The canvas captures who, where, when, what happened, what injuries (if any), what first aid was given, what witnesses say, and whether the incident is RIDDOR-reportable.

Available on: Standard.

In practice: A guest slips in the lobby and twists their ankle. The duty manager opens the canvas, captures the guest's details, the location, the time, the slip-cause (water from the AC leak), the first aid given, and witness statements. The canvas flags it as not RIDDOR-reportable (no 7-day absence) but the record is dated, complete, and ready if the guest claims later. Without the workflow, the report is hand-written, inconsistent, and may miss the data an insurer or HSE inquiry needs.

Why it works for your hotel team: Accident records are evidence — when a claim arrives months or years later, the quality of the record decides the outcome. The canvas forces consistent capture across every incident, prompts the RIDDOR question explicitly, and creates a dated audit trail. The post-incident review feature also helps catch patterns (same hazard repeating) so the underlying cause can be fixed.

Steps included:

• 1 incident-details capture (who, where, when)
• 1 description capture (what happened, what caused it)
• 1 injury and first-aid capture
• 1 witness-statement capture
• 1 RIDDOR-eligibility decision
• 1 photo capture of the scene
• 1 signature from the duty manager

More variations: Show more accident reporting templates →