4 ways to automate a work equipment risk assessment

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 work equipment risk assessment. 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.

Key Takeaways

Article Content

#1 - Simple assessment

Who it's for: Single-site businesses recording the work equipment assessment themselves.

What it is: A work equipment risk assessment records the hazards from machinery and powered equipment, the people at risk, the controls, and any further action. This version keeps each item in one group: the hazard, who's at risk, controls in place, risk level, and further action. You add one group per item, mixer, slicer, dishwasher, glasswasher, and so on.

Available on: Basic.

In practice: A single-site bakery works through its machinery. For "planetary mixer", they note who's at risk (the baker), the controls (bowl guard interlock, training, isolate before cleaning), rate it medium, and the further action: check the interlock works. Next item, next group.

Why it works: Each item's answers stay in one group, so guarding and training sit with the machine they protect against. Under PUWER, equipment must be suitable, maintained, and used only by trained people, this is the record of that.

Steps included:

  • 1 grouped assessment (one group per item): hazard, who's at risk, controls in place, risk level, further action
  • Duplicate the group for each piece of equipment

When to upgrade:

  1. A manager does the assessment and needs prompting
  2. You want photo evidence of guarding and condition
  3. You run more than one site and need a signed, dated record
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#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, built on PUWER: equipment must be suitable for the job, maintained in safe condition, fitted with guards over dangerous parts, used only by trained staff, and capable of being isolated before cleaning or clearing. It reminds the assessor to check guards and interlocks actually work, not just that they exist.

Available on: Standard.

What it adds to the previous template:

  1. The PUWER duties (guarding, maintenance, training, isolation) are on screen
  2. The manager checks guards work, not just that they're fitted
  3. The assessment is consistent whoever completes it

Why it works: The guidance sits in the group with the fields, so the assessor checks against the real legal duties as they work.

Steps included:

  • 1 guidance note in the group (PUWER: guarding, training, maintenance, isolation)
  • 1 grouped assessment: hazard, who's at risk, controls, risk level, further action

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

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#3 - With photo evidence

Who it's for: Businesses that want a visual record of their equipment and its guarding.

What it is: The guided assessment plus a photo in the group, the machine with its guard fitted, the isolation switch, the condition of the equipment.

Available on: Standard.

What it adds to the previous template:

  1. A photo of the equipment and guarding, captured at the time
  2. A record that guards and safety features are actually fitted
  3. A baseline to compare at the next review

Why it works: A photo of the guard in place is proof the control exists, and shows the equipment's condition at the time of assessment.

Steps included:

  • 1 guidance note in the group (PUWER: guarding, training, maintenance, isolation)
  • 1 grouped assessment: hazard, who's at risk, controls, risk level, further action
  • 1 photo in the group (the equipment and guarding)

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

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#4 - With photo and signature

Who it's for: Multi-site groups where each site's equipment 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 machinery.

Steps included:

  • 1 guidance note in the group (PUWER: guarding, training, maintenance, isolation)
  • 1 grouped assessment: hazard, who's at risk, controls, risk level, further action
  • 1 photo in the group (the equipment and guarding)
  • 1 signature in the group (assessed by)

When to upgrade: When you want Poppi to remind you when a review or service is due, or pull every site's assessments into one report. Those versions are coming in the next post update.

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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 PUWER duties need 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 guarding 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 reading

Frequently asked questions

What is PUWER?

The Provision and Use of Work Equipment Regulations. They require work equipment to be suitable for its use, maintained in safe condition, used only by trained people, and fitted with guards and controls (like isolation and emergency stops) to protect against dangerous parts. A work equipment risk assessment is how you show you meet them.

What equipment needs assessing?

Any powered or mechanical equipment with a hazard: mixers, slicers, dishwashers and glasswashers, ovens and fryers, vacuum packers, and similar. Hand tools may need assessing too if they carry significant risk. Assess each item that could cause injury.

What controls reduce equipment risk?

Guards over moving and dangerous parts, interlocks that stop the machine when opened, training and authorised use only, the ability to isolate before cleaning or clearing, and a maintenance schedule. The guidance version lists these so none are missed.

How often should it be reviewed?

At least annually, when new equipment arrives, after a modification, or following a fault or incident. Version #4 captures the sign-off and is the point to set the next review.

Where to go next

Machinery causes some of the most serious injuries in hospitality, usually through missing guards or untrained use. A work equipment risk assessment is how you show each machine is suitable, guarded, and used safely. 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 or service is due, and pull every site's assessments into one report. Those need more review time and will land separately.

ā†’ Build your own work equipment risk assessment on Pilla. The Basic plan unlocks the simple assessment today.