4 ways to automate PPE condition 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 PPE condition check confirms protective equipment is fit to use. This version is the tick-list of 10 checks, a pass/fail result, and a notes field. It runs through the PPE in use, gloves, aprons, eye protection, footwear, and whatever your tasks require, checking each is present, clean, the right size, undamaged, and stored properly.

Available on: Basic.

In practice: A single-site kitchen checks its PPE weekly. The supervisor works through the cut-resistant gloves, oven gloves, and goggles, marks pass or fail, notes a torn cut glove to replace, and the check is logged.

Why it works: The list lives on the canvas, so the check covers each item the same way, and the notes field flags the worn or missing item that would otherwise be used anyway because nobody recorded it.

Steps included:

• 1 checklist (10 inspection points)
• 1 pass/fail result
• 1 notes field

When to upgrade:

1. Rota staff run the check and don't all know what each item should look like
2. You want photo proof the PPE 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: PPE only protects if it matches the task, fits the wearer, and is in good condition, so check each item against what the job actually requires and replace anything worn, torn, contaminated, or past its life rather than letting it stay in use.

Available on: Standard.

What it adds to the previous template:

1. The match-to-the-task principle is spelled out
2. Staff know damaged PPE should be replaced, not used carefully
3. The check is consistent whoever runs it

Why it works: The guidance sits with the checklist, so a new starter knows what good PPE looks like and when to pull an item from use.

Steps included:

• 1 guidance note (match the task, replace worn items)
• 1 checklist (10 inspection points)
• 1 pass/fail result
• 1 notes field

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

#3 - With photo evidence

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

What it is: The guided check plus a photo of the PPE. A photo of the items checked is proof they were present and in condition on the day, and a record of any damage you flagged.

Available on: Standard.

What it adds to the previous template:

1. A photo of the PPE, captured at the time
2. Proof the items were present and serviceable, or a record of the fault
3. A visual record tied to the day

Why it works: A tick says PPE was "checked"; a photo proves it was there and shows its condition, which matters if an item later fails or an injury is investigated.

Steps included:

• 1 guidance note (match the task, replace worn items)
• 1 checklist (10 inspection points)
• 1 pass/fail result
• 1 notes field
• 1 photo of the PPE

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

#4 - With photo and signature

Who it's for: Multi-site groups where each site's PPE 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 the PPE was checked and serviceable. For a group, that signature makes each site accountable for its protective equipment.

Available on: Standard.

What it adds to the previous template:

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

Why it works: Providing and maintaining suitable PPE is a legal duty, and worn-out kit is a common finding after an injury. A signed, photo-backed record shows you kept it serviceable.

Steps included:

• 1 guidance note (match the task, replace worn items)
• 1 checklist (10 inspection points)
• 1 pass/fail result
• 1 notes field
• 1 photo of the PPE
• 1 signature

When to upgrade: When you want Poppi to flag damaged or missing PPE 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 each item should look like, 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 PPE was present and in condition, #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

• Workplace safety walk - the wider hazard walk PPE is part of
• First aid kit check - keeping the first aid kit ready
• Ladder and step check - checking access equipment

Frequently asked questions

What should a PPE condition check include?

That each item of PPE in use is present, clean, the right size for the wearer, undamaged, and stored correctly. The specific items depend on your tasks: cut-resistant and oven gloves and aprons in a kitchen; goggles, gloves, and footwear in a workshop. The checklist runs through the common items; adjust it to your PPE.

How often should PPE be checked?

Wearers should check their own PPE before each use, and a documented condition check on a regular schedule (often weekly) keeps on top of wear and stock. The frequency should reflect how heavily the PPE is used. This checklist works for the recurring documented check.

Why does PPE need to match the task?

Because the wrong PPE gives a false sense of protection. Thin gloves won't stop a slicer blade; the wrong respirator won't filter the hazard. PPE has to be selected for the actual risk, and the guidance note reminds staff to check each item against what the task requires.

Why photograph the PPE?

Because "PPE checked" is easy to tick without inspecting it, and worn-out kit is a common finding after an injury. A photo (version #3) proves the items were present and shows their condition on the day.

Where to go next

PPE is the last line of protection, and worn or wrong PPE gives a false sense of safety that only shows up in an injury. 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 damaged or missing PPE to the manager, and pull every site's checks into one report. Those need more review time and will land separately.

→ Build your own PPE condition check on Pilla. The Basic plan unlocks the simple checklist today.