4 ways to automate ladder and step 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 ladder and step check confirms access equipment is safe to use. This version is the tick-list of 8 checks, a pass/fail result, and a notes field. It covers the feet and non-slip ends, the stiles, the rungs or treads, the locking and stay mechanisms, any platform, and that the ladder is free of damage and the right type for the job.

Available on: Basic.

In practice: A single-site venue checks its step ladders before a stock-rotation day. The supervisor works each one, confirms the locks engage and the feet aren't worn, marks pass or fail, notes a step ladder with a cracked tread to take out of use, and the check is logged.

Why it works: The list lives on the canvas, so each ladder is checked the same way, and the notes field records the damaged one so it's removed rather than "used carefully" until someone falls.

Steps included:

• 1 checklist (8 inspection points)
• 1 pass/fail result
• 1 notes field

When to upgrade:

1. Rota staff run the check and don't all know what to look for
2. You want photo proof the ladder 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: check the feet, stiles, rungs, and locking mechanisms before use, make sure the ladder suits the job, and, crucially, a damaged ladder gets tagged out of use and removed, never "used carefully". The note explains why a small fault matters at height.

Available on: Standard.

What it adds to the previous template:

1. The tag-out-of-use rule is spelled out
2. Staff know the right ladder for the job matters as much as its condition
3. The check is consistent whoever runs it

Why it works: The guidance sits with the checklist, so a new starter knows a damaged ladder comes out of service, not back on the hook.

Steps included:

• 1 guidance note (tag damaged ladders out of use)
• 1 checklist (8 inspection points)
• 1 pass/fail result
• 1 notes field

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

#3 - With photo evidence

Who it's for: Venues that want proof the ladder was actually checked and sound.

What it is: The guided check plus a photo of the ladder. A photo of the ladder, its feet and locks, is proof it was inspected and in condition on the day, and a record of any damage that took it out of use.

Available on: Standard.

What it adds to the previous template:

1. A photo of the ladder, captured at the time
2. Proof it was sound, or a record of the damage
3. A visual record tied to the equipment and day

Why it works: A tick can be done from memory; a photo proves the ladder was actually inspected, and gives evidence of its condition if a fall is later investigated.

Steps included:

• 1 guidance note (tag damaged ladders out of use)
• 1 checklist (8 inspection points)
• 1 pass/fail result
• 1 notes field
• 1 photo of the ladder

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

#4 - With photo and signature

Who it's for: Multi-site groups where each site's access equipment has to stand up to a health-and-safety audit.

What it is: The photo check plus a signature. The person doing the check signs to confirm each ladder was inspected and safe. For a group, that signature makes each site accountable for its access equipment.

Available on: Standard.

What it adds to the previous template:

1. A signature confirming each ladder was checked
2. Named accountability for each site's access equipment
3. A complete record (checklist, photo, signature) an auditor treats as best practice

Why it works: Falls from height are a leading cause of serious workplace injury, and equipment condition is the first thing investigated. A signed, photo-backed record shows the ladder was inspected and sound.

Steps included:

• 1 guidance note (tag damaged ladders out of use)
• 1 checklist (8 inspection points)
• 1 pass/fail result
• 1 notes field
• 1 photo of the ladder
• 1 signature

When to upgrade: When you want Poppi to flag a failed ladder 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 the ladder was inspected and sound, #3 adds a photo.

Does someone need to sign off the checks?

In one venue, the record speaks for itself. Across sites, an auditor 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

• Working at height risk assessment - assessing the work the ladder is used for
• PPE condition check - keeping protective equipment serviceable
• Workplace safety walk - the wider hazard walk

Frequently asked questions

What should a ladder check include?

That the feet and non-slip ends are present and unworn, the stiles aren't bent or cracked, the rungs or treads are secure and clean, the locking and stay mechanisms engage, any platform is sound, and the ladder is the right type and height for the job and free of damage. The checklist runs through these for step ladders and leaning ladders.

How often should ladders be checked?

A pre-use visual check by the user every time, plus a more detailed documented inspection on a regular schedule (often quarterly, depending on use). The frequency should reflect how heavily the ladder is used and your risk assessment. This checklist works for the documented inspection.

What do I do with a damaged ladder?

Take it out of use immediately, tag it clearly so nobody uses it, and remove it for repair or disposal. A damaged ladder must never be "used carefully" while waiting to be sorted, the next person may not know. The guidance note makes this the rule.

Why photograph the ladder?

Because a tick can be completed without inspecting the equipment, and a fall is investigated by examining the kit. A photo (version #3) proves the ladder was inspected and records its condition on the day.

Where to go next

A ladder is one of the most common pieces of equipment and one of the most common causes of serious falls, and a small fault is invisible on a tick-only log. A recorded, photo-backed check turns its condition 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 ladder to the manager, and pull every site's checks into one report. Those need more review time and will land separately.

→ Build your own ladder and step check on Pilla. The Basic plan unlocks the simple checklist today.