4 ways to automate legionella control checks

Liam Jones

Liam Jones

Founder, Pilla App

Date Modified

26 May 2026

I'm Liam Jones, founder of Pilla and a qualified management consultant. I've helped hundreds of businesses set up workflows, and in this article I'm going to show you four real examples of how to set up your legionella control checks. I'll start from the simplest and then add some more powerful options. You can open up each template in our workflow builder playground as a starting point and experiment for yourself. If you have any suggestions or you need some help, you can email me directly.

Some definitions before we start

Legionella
“Legionella is a genus of Gram-negative bacteria that can be seen using a silver stain or grown in a special media that contains cysteine, an amino acid.” — Wikipedia
Legionnaires' disease
“Legionnaires' disease is a form of atypical pneumonia caused by any species of Legionella bacteria, quite often Legionella pneumophila.” — Wikipedia

The workflows at a glance

Article Content

#1 - Simple checklist

Who it's for: Single-site businesses running the legionella checks themselves.

What it is: A legionella control check records that the water system is being kept safe: water temperatures, weekly flushing of little-used outlets, and the condition of tanks and outlets. This version is a tick-list, a pass/fail, and a notes field.

Available on: Basic.

In practice: A small hotel runs the weekly check: it flushes the two rarely-used guest showers, records the hot and cold temperatures at the sentinel taps, and notes the pass. Five minutes, and a dated record.

Why it works: Legionella is controlled by keeping water hot or cold and moving, and the law expects you to record that you do. A simple recurring check is that record.

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
Playground

#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 the legionella controls, keeping hot water hot and cold water cold, flushing little-used outlets, and descaling outlets, and what the routine check does and doesn't replace.

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 (Legionella Check #3) or a signed record (Legionella Check #4).

Playground

#3 - With photo evidence

Who it's for: Businesses that want proof the check was done, the temperature reading, the flushing record, the descaled shower head.

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 (Legionella Check #4).

Playground

#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.

Playground

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 workflows

Conclusion

Legionella is controlled by keeping water hot or cold and moving, and by recording that you do. These checks are how you show the controls are running, week to week. 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 legionella control checks on Pilla. The Basic plan unlocks the simple checklist today.