Equipment & Maintenance guide

Pre-use Checks

The walk-around inspection that has to happen before a forklift, MEWP, hoist or hob earns its keep that day. Pilla turns the muscle-memory checklist into a guided sweep on a phone, with photo evidence on the items that matter and a defect cascade the moment something fails. Operators sign off, the kit gets cleared for use, and anything dodgy hits the right person before the shift starts.

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1.Checklist
Input name *
Mandatory
Counterbalance FLT pre-use

Instructions for staff carrying out the checklist *

Walk around the truck before you start. Tick each item once it passes. Anything you cannot tick goes through the defect step.

Checklist items *

Forks, mast, chains free of damage
Tyres inflated and undamaged
Horn, lights, reverse alarm working
Hydraulics responsive, no oil leaks
Battery charged, seatbelt working
Add item...
+
Poppi (AI) action
Slack logo
Slack
Send message
Post the failed item to the warehouse maintenance channel with the truck ID, photo, and the operator who flagged it. Tag the duty engineer and quarantine the truck until cleared.
Warehouse FLT

Counterbalance forklift, every shift start

The driver gets the truck ID, walks the standard route, and either signs it off as good to go or fails an item and triggers the defect flow. The truck does not move pallets until either the check passes or maintenance clears it.

1.Checklist
Input name *
Mandatory
FLT walk-around

Instructions for staff carrying out the checklist *

Start at the front, work clockwise. Tick each as you go.

Checklist items *

Forks straight, no cracks or bends
Mast chains and rollers undamaged
Tyres clean and properly inflated
Horn, beacon, reverse alarm audible
Seatbelt latches and retracts
Add item...
+
2.Cascading select
Input name *
Mandatory
Defect found?

Instructions for staff picking a hierarchical option *

Only complete this if something failed. Pick the area, then the specific fault.

Parent → child options *

Forks and mast
Bent fork
Cracked weld
Chain stretch
Hydraulic leak
Child option...
+
Tyres
Underinflated
Cut or chunked
Wheel nut loose
Child option...
+
Cab and controls
Horn dead
Beacon out
Seatbelt jammed
Steering loose
Child option...
+
Parent option...
+
3.Signature input
Input name *
Mandatory
Operator sign-off

Instructions for staff signing *

Sign to confirm the truck is fit for use, or that you have raised a defect and parked it up.
HGV walk-around

HGV daily walk-around before pull-out

Drivers run the legal daily check before they leave the yard. Photo evidence on the wheels and load restraints, defect cascade if anything fails, and the tractor unit cannot be allocated for a run until the check is signed off.

1.Checklist
Input name *
Mandatory
HGV daily check

Instructions for staff carrying out the checklist *

Walk the legal route around the cab and trailer. Tick each item once it is right.

Checklist items *

Lights and indicators all working
Tyres, including spare, sound and inflated
Wheel fixings present and tight
Mirrors and windscreen clean and intact
Number plates and markings legible
Load restraints and curtain straps undamaged
Add item...
+
2.Photo input
Input name *
Mandatory
Photo of the wheels and tyres

Instructions for staff taking a photo *

One clear shot per axle. Show the tread and any wheel nut indicators.
Poppi (AI) action
Pilla feed
Quarantine vehicle
If any item failed, mark the unit as off-road, notify the transport manager, and reassign the run to the next available driver.
MEWP and lifting

MEWP, telehandler and 360 excavator pre-start

Site plant is the high-risk end of the yard. Operators run the manufacturer pre-start, photograph anything questionable, and the site agent gets a real-time feed of which machines are cleared for the day.

1.Cascading select
Input name *
Mandatory
Which machine?

Instructions for staff picking a hierarchical option *

Pick the type, then the specific unit on site today.

Parent → child options *

MEWP
Scissor 12m
Boom 15m
Boom 26m
Child option...
+
Telehandler
Manitou MT625
JCB 540-170
Child option...
+
360 excavator
1.5T mini
8T midi
20T tracked
Child option...
+
Parent option...
+
2.Checklist
Input name *
Mandatory
Pre-start inspection

Instructions for staff carrying out the checklist *

Run the manufacturer pre-start. Tick each as you check it.

Checklist items *

No visible hydraulic, fuel or oil leaks
Tyres or tracks in good condition
Boom, basket or bucket free of damage
Emergency stop, lower controls and alarms working
Outriggers or stabilisers deploy and lock
LOLER and inspection certs in date
Add item...
+
Poppi (AI) action
Slack logo
Slack
Send message
Post the failed item, machine ID and photo to the site supervisors channel. Mark the machine red on the site board and request the cover unit from the hire desk.
Care setting

Hoist and profiling bed safety check

Carers run a quick check on the hoist and profiling bed at the start of each shift. The slings, the spreader bar, the bed rails. A missed defect on a hoist is a real-world incident, so the sign-off goes straight into the resident record.

1.Checklist
Input name *
Mandatory
Hoist and bed check

Instructions for staff carrying out the checklist *

Walk through each point. Anything not right, do not use the equipment.

Checklist items *

Sling labels readable, no fraying or tears
Spreader bar undamaged, hooks closed
Hoist battery charged and emergency stop works
Bed rails latch and unlatch cleanly
Mattress free of damage and properly seated
Add item...
+
2.Photo input
Input name *
Mandatory
Photo of any worn sling

Instructions for staff taking a photo *

Only needed if a sling looks tired. One clear shot of the label and the wear point.
Poppi (AI) action
Pilla feed
Take equipment out of service
Tag the hoist or sling out of service in the resident record, message the home manager, and flag the next moving and handling slot for review.
Hospitality and retail

Commercial dishwasher, gas hob and refrigeration

Front-line kit that has to pass a quick safety check before service. Gas hobs lit and stable, dishwasher chemicals topped up, fridge temperatures in range. One sweep at open, photo evidence where it counts, and Poppi flags anything to head office.

1.Checklist
Input name *
Mandatory
Pre-service kit check

Instructions for staff carrying out the checklist *

Walk the kitchen and shop floor. Tick each item once you have eyes on it.

Checklist items *

Gas hobs ignite cleanly, flame is blue and steady
Dishwasher rinse aid and detergent topped up
Walk-in fridge and freezer at temperature
POS terminals on, card reader connected, receipt roll loaded
Display fridges sealed and lit
Add item...
+
2.Photo input
Input name *
Mandatory
Fridge temperature reading

Instructions for staff taking a photo *

One photo per fridge showing the digital reading or the probe display.
Poppi (AI) action
Slack logo
Slack
Send message
If a fridge is out of range or a hob will not light, message the area manager with the site, the asset and the photo. Block the affected stock from sale until cleared.

More in Equipment & Maintenance

Other guides operators read alongside this one.

Fault Reporting

When a hoist, an oven, a forklift or a delivery van breaks, the right person needs to know before the next shift starts. A floor-level fault report with the equipment, the fault type, and a photo turns a passing remark into a tracked job. The maintenance team gets the right context first time, and nothing dies in a group chat.

Maintenance Schedules

Half the cost of a missed certificate is the panic on the day it expires. Pilla runs the calendar of planned maintenance, statutory testing and renewals so the warning lands weeks ahead, not the morning of. The right person gets the right job in their list, with the paperwork attached, before anything goes out of date.