4 ways to automate a DSE (display screen equipment) risk assessment

#1 - Simple assessment

Who it's for: Single-site businesses recording the DSE assessment themselves, for the office, back-office, or anyone who uses a screen for long stretches.

What it is: A DSE (display screen equipment) risk assessment records the risks for staff who use screens for a significant part of their work, the person affected, the workstation controls, and any further action. This version keeps each issue in one group: the issue, who's affected, controls in place, risk level, and further action. You add one group per workstation or issue.

Available on: Basic.

In practice: A single-site venue with a back-office assesses the bookings workstation. For "screen too low, neck strain", they note who's affected (the bookings manager), the controls (raise the screen, adjustable chair), rate it low, and the further action: order a monitor riser. Next issue, next group.

Why it works: DSE risks build up slowly, posture, eye strain, repetitive strain, so they're easy to ignore until someone's in pain. Keeping each issue in one group makes the assessment a real record of the workstation, not a tick-box.

Steps included:

• 1 grouped assessment (one group per workstation/issue): issue, who's affected, controls in place, risk level, further action
• Duplicate the group for each workstation or issue

When to upgrade:

1. A manager runs the assessment with the staff member
2. You want a photo of the workstation setup
3. You run more than one site and need a signed, dated record

#2 - With guidance

Who it's for: Businesses where a manager runs the DSE assessment with the person who uses the workstation.

What it is: The simple assessment with a guidance note in the group, covering the workstation basics: an adjustable chair set so feet are flat and forearms level; the screen at arm's length with the top at eye level; keyboard and mouse positioned to avoid reaching; enough light without glare; and regular breaks or changes of activity to rest the eyes and posture.

Available on: Standard.

What it adds to the previous template:

1. The workstation setup points (chair, screen, posture, breaks) are on screen
2. The manager and staff member work through it together
3. The assessment is consistent whoever runs it

Why it works: The guidance sits in the group with the fields, so the assessor checks the setup against the right points rather than guessing.

Steps included:

• 1 guidance note in the group (chair, screen, posture, breaks)
• 1 grouped assessment: issue, who's affected, controls, risk level, further action

When to upgrade: When the assessment needs a photo of the workstation (DSE RA #3) or a signed, dated record (#4).

#3 - With photo evidence

Who it's for: Businesses that want a record of how the workstation is set up.

What it is: The guided assessment plus a photo in the group, the workstation as set up. A photo shows the chair, screen, and desk arrangement, which is the clearest way to record a DSE setup and to check an adjustment was made.

Available on: Standard.

What it adds to the previous template:

1. A photo of the workstation, captured at the time
2. A clear record of the setup, better than describing it
3. A before-and-after if an adjustment is made

Why it works: A workstation is hard to describe in words and easy to show in a photo. It's also the simplest way to confirm a fix, like a riser or new chair, was actually put in place.

Steps included:

• 1 guidance note in the group (chair, screen, posture, breaks)
• 1 grouped assessment: issue, who's affected, controls, risk level, further action
• 1 photo in the group (the workstation)

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

#4 - With photo and signature

Who it's for: Multi-site groups where each site's DSE assessments have to be signed, dated, and reviewable from head office.

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

Available on: Standard.

What it adds to the previous template:

1. A signature confirming the assessment 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 screen user has been assessed.

Steps included:

• 1 guidance note in the group (chair, screen, posture, breaks)
• 1 grouped assessment: issue, who's affected, controls, risk level, further action
• 1 photo in the group (the workstation)
• 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 DSE 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 run it with staff?

If you do it yourself, a plain assessment is enough. The moment a manager runs it with the user, the setup points need to be on screen. If only you assess, #1 is fine. If a manager runs it, start at #2.

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

A written assessment meets the duty. A photo of the workstation makes it clearer. If a written record is enough, stop at #2. If you want a visual record, #3 adds a photo.

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 reading

• Stress risk assessment - the related risk for office and screen-heavy roles
• Fire risk assessment - the premises-wide assessment
• Manual handling risk assessment - another common workplace assessment

Frequently asked questions

What is a DSE risk assessment?

It's an assessment, required by the Health and Safety (Display Screen Equipment) Regulations, of the risks to "DSE users", staff who use screens for a significant part of their work. It covers the chair, screen, keyboard, desk, lighting, and breaks, to prevent posture problems, eye strain, and repetitive strain.

Who counts as a DSE user?

Anyone who uses display screen equipment for continuous or near-continuous spells of an hour or more as a significant part of their normal work. In hospitality that's usually back-office, bookings, finance, and management staff, not someone occasionally tapping a till.

What should a DSE assessment cover?

The chair (adjustable, feet flat, forearms level), the screen (arm's length, top at eye level, no glare), the keyboard and mouse (positioned to avoid reaching), lighting, and breaks or changes of activity. The guidance version lists these.

How often should it be reviewed?

When the workstation, equipment, or the person changes, when a new user starts, and if they report discomfort. Otherwise periodically. Version #4 captures the sign-off and is the point to set the next review.

Where to go next

Screen work risks build up quietly and are easy to overlook in a venue focused on the floor and kitchen, but back-office staff are owed the same duty. A DSE assessment is how you show you've checked their workstations. 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 DSE assessments into one report. Those need more review time and will land separately.

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