4 ways to automate a violence risk assessment

#1 - Simple assessment

Who it's for: Single-site businesses recording the violence assessment themselves, where staff deal with the public at the bar, the door, or front of house.

What it is: A violence risk assessment records the risk of aggression or violence to staff from customers or the public, who's at risk, the controls, and any further action. This version keeps each situation in one group: the situation, who's at risk, controls in place, risk level, and further action. You add one group per situation, refusing service, handling a refund, last orders, lone closing.

Available on: Basic.

In practice: A late-night bar assesses its flashpoints. For "refusing service to an intoxicated customer", they note who's at risk (bar and door staff), the controls (conflict training, two-person refusals, visible CCTV, radio to door), rate it medium, and the further action: refresh conflict-management training. Next situation, next group.

Why it works: Aggression is one of the most common harms to hospitality staff, and it's often treated as "part of the job" rather than assessed. Keeping each situation in one group makes it a real assessment of the flashpoints and the controls.

Steps included:

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

When to upgrade:

1. A manager does the assessment and needs prompting on the flashpoints
2. You want to attach supporting evidence (CCTV coverage, layout)
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.

What it is: The simple assessment with a guidance note in the group, on the common flashpoints (refusing service, ejecting customers, last orders and closing, lone working, handling cash and refunds) and the controls that work: conflict-management training, never refusing or ejecting alone, visible CCTV, panic alarms or radios, good lighting, and clear procedures for calling for help.

Available on: Standard.

What it adds to the previous template:

1. The flashpoints are listed so none are missed
2. The manager knows the controls that actually reduce the risk
3. The assessment is consistent whoever completes it

Why it works: The guidance sits in the group with the fields, so the assessor covers the real flashpoints, not just "rude customers".

Steps included:

• 1 guidance note in the group (flashpoints and effective controls)
• 1 grouped assessment: situation, who's at risk, controls, risk level, further action

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

#3 - With photo evidence

Who it's for: Businesses that want to attach supporting evidence, like CCTV coverage or the layout of a flashpoint area.

What it is: The guided assessment plus a photo or attachment in the group, the CCTV view of the bar or door, the layout, or the panic-alarm location. Evidence that the physical controls are in place.

Available on: Standard.

What it adds to the previous template:

1. A photo of the control (CCTV, alarm, layout), captured at the time
2. A record that the physical controls exist as described
3. A baseline to compare at the next review

Why it works: A photo showing CCTV covers the door, or where the panic alarm is, is proof the control is real, useful for insurers and after any incident.

Steps included:

• 1 guidance note in the group (flashpoints and effective controls)
• 1 grouped assessment: situation, who's at risk, controls, risk level, further action
• 1 photo in the group (the control or area)

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

#4 - With photo and signature

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

What it is: The assessment plus a signature in the group. The assessor signs to confirm it 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, dated record 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 public-facing site has assessed the risk of violence to its staff.

Steps included:

• 1 guidance note in the group (flashpoints and effective controls)
• 1 grouped assessment: situation, who's at risk, controls, risk level, further action
• 1 photo in the group (the control or area)
• 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 violence 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, the flashpoints and controls need to be on screen. If only you assess, #1 is fine. If a manager does, start at #2.

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

A written assessment meets the duty. A photo of CCTV coverage or layout makes it stronger. If a written record is enough, stop at #2. If you want evidence, #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 reading

• Lone working risk assessment - lone staff face higher violence risk
• Stress risk assessment - aggression is a major source of work stress
• Restaurant risk assessment - the wider front-of-house assessment

Frequently asked questions

Do I have to assess the risk of violence to staff?

Yes. Work-related violence, including from customers and the public, is a workplace risk employers must assess and control, the same as any other. In hospitality, where staff refuse service, handle intoxicated customers, and work late, it's a foreseeable risk that needs a recorded assessment.

What are the common flashpoints?

Refusing service, ejecting customers, last orders and closing time, lone working (especially opening and closing), and handling cash or refunds. The guidance version lists these so the assessment covers the real triggers.

What controls reduce the risk?

Conflict-management training, never refusing or ejecting alone, visible CCTV, panic alarms or radios, good lighting, secure cash handling, and clear procedures for calling for help or the police. Reducing lone exposure at high-risk times is one of the most effective.

How often should it be reviewed?

At least annually, after any incident or near-miss, and when the operation changes (later hours, new door policy). Version #4 captures the sign-off and is the point to set the next review.

Where to go next

Aggression toward staff is common in hospitality and too often shrugged off as part of the job. A violence risk assessment is how you show you take it seriously and have put real controls in place. The versions above move from a simple assessment to a signed, dated 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 violence assessments into one report. Those need more review time and will land separately.

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