4 ways to automate a manual handling risk assessment

#1 - Simple assessment

Who it's for: Single-site businesses recording the manual handling assessment themselves.

What it is: A manual handling risk assessment records lifting and carrying tasks, the people at risk, the controls, and any further action. This version keeps each task in one group: the task, who's at risk, controls in place, risk level, and further action. You add one group per task, unloading deliveries, moving kegs, carrying stock, shifting furniture.

Available on: Basic.

In practice: A single-site pub assesses its handling tasks. For "moving kegs to the cellar", they note who's at risk (cellar and bar staff), the controls (keg trolley, two-person for stairs, training), rate it medium, and the further action: fix the worn cellar ramp. Next task, next group.

Why it works: Musculoskeletal injuries from lifting and carrying are among the most common causes of lost work time, and almost all are preventable. Keeping each task in one group makes it a real assessment of the handling people actually do.

Steps included:

• 1 grouped assessment (one group per task): task, who's at risk, controls in place, risk level, further action
• Duplicate the group for each handling task

When to upgrade:

1. A manager does the assessment and needs the TILE framework
2. You want photo evidence of the task or handling aids
3. You run more than one site and need a signed, dated record

#2 - With guidance

Who it's for: Businesses where a manager completes the assessment and needs a framework.

What it is: The simple assessment with a guidance note in the group, built on TILE, the four things to weigh for any handling task: the Task (twisting, reaching, distance carried, frequency), the Individual (capability, training, any health condition), the Load (weight, size, grip, stability), and the Environment (space, floor, stairs, lighting). It prompts the assessor to reduce the need to handle first, then use aids, then train for safe technique.

Available on: Standard.

What it adds to the previous template:

1. The TILE framework is on screen as you assess
2. The manager weighs all four factors, not just the weight
3. The assessment is consistent whoever completes it

Why it works: The guidance sits in the group with the fields, so the assessor uses TILE rather than just guessing whether a load is "too heavy".

Steps included:

• 1 guidance note in the group (TILE: Task, Individual, Load, Environment)
• 1 grouped assessment: task, who's at risk, controls, risk level, further action

When to upgrade: When the assessment needs photo evidence (Manual Handling RA #3) or a signed, dated record (#4).

#3 - With photo evidence

Who it's for: Businesses that want to show the task and the handling aids provided.

What it is: The guided assessment plus a photo in the group, the keg trolley, the delivery being unloaded, the storage height. A photo records the task and that the aids exist.

Available on: Standard.

What it adds to the previous template:

1. A photo of the task or aid, captured at the time
2. A record that handling aids are provided as described
3. A baseline to compare at the next review

Why it works: A photo of the trolley provided, or the awkward storage height, makes the risk and the control concrete rather than described.

Steps included:

• 1 guidance note in the group (TILE: Task, Individual, Load, Environment)
• 1 grouped assessment: task, who's at risk, controls, risk level, further action
• 1 photo in the group (the task or aid)

When to upgrade: When the assessment needs a named, dated sign-off (Manual Handling RA #4).

#4 - With photo and signature

Who it's for: Multi-site groups where each site's manual handling assessment has to be signed, dated, and reviewable from head office.

What it is: The photo assessment plus a signature in the group. The assessor signs to confirm the assessment and set a review date.

Available on: Standard.

What it adds to the previous template:

1. A signature confirming who assessed and when
2. A clear point to set the next review date
3. A complete record (assessment, photo, signature) an auditor treats as best practice

Why it works: The signature makes the assessment owned and dated, and across sites it lets a safety lead confirm every site has assessed its handling tasks.

Steps included:

• 1 guidance note in the group (TILE: Task, Individual, Load, Environment)
• 1 grouped assessment: task, who's at risk, controls, risk level, further action
• 1 photo in the group (the task or aid)
• 1 signature in the group (assessed by)

When to upgrade: When you want Poppi to remind you when a review is due, or pull every site's manual handling assessments 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 assessing, or does a manager do it?

If you do it yourself, a plain assessment is enough. The moment a manager does it, TILE needs to be on screen. If only you assess, #1 is fine. If a manager does, start at #2.

Do you need evidence, or is a written record enough?

A written assessment meets the duty. A photo of the task or aid makes it stronger. If a written record is enough, stop at #2. If you want evidence, #3 adds photos.

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

• Kitchen risk assessment - manual handling within the wider kitchen assessment
• Working at height risk assessment - another physical-hazard assessment
• Restaurant risk assessment - handling on the floor

Conclusion

Lifting and carrying injuries are common, costly, and almost entirely preventable with the right aids and technique. A manual handling risk assessment using TILE is how you show you've looked at each task properly. The versions above move from a simple assessment to a signed, photo-backed record.

Five more versions are coming in the next refresh that bring AI into the assessment. Poppi can remind you when a review is due, and pull every site's assessments into one report. Those need more review time and will land separately.

→ Build your own manual handling risk assessment on Pilla. The Basic plan unlocks the simple assessment today.