Making sure checks actually happen
How do I prove my staff actually did a safety check?
A tick on a paper sheet only proves someone held a pen. With Checkmate, a Checkmate device is fitted to each machine or asset, and the check can only be started by scanning that device with a phone. So every record shows the check was done at the asset itself, by a named person, with a date and time.
If something is wrong, staff can add photos of the defect straight into the check. You end up with a clear record of who checked what, when and what they found.
How do I stop staff ticking boxes without checking?
Box-ticking happens when it is quicker to fill the sheet in at a desk than to walk to the equipment. Checkmate takes that shortcut away. A check can't be completed without scanning the device on the asset, so the person has to be standing at it.
For racking and perimeter checks, circuit tags are linked in a set order. Staff have to scan each one in turn, so they have to walk the whole route, not just the first bay.
Try it free for 2 weeks and see how your check completion changes. →
What is pencil whipping, and how do I stop it?
Pencil whipping is filling in a checklist without doing the check, often all in one go at the end of a shift. It is common with paper systems because nothing links the sheet to the equipment.
Checkmate stops it by tying each check to a device on the asset. A check has to be scanned on the spot, it is time-stamped, and it can't be done in bulk from the office. Managers can also see at a glance whether each check was done on time.
Start a free 2-week trial to put a stop to pencil whipping on your site. →
How can I tell at a glance whether today's checks have been done?
Every Checkmate flashing-light device shows red when a check is due and green once it has been done. Walk onto the shop floor and you can see straight away which machines have been checked, with no paperwork to chase.
The same status is in the Checkmate system, so you can check it remotely too.
Book a free 2-week trial and see the red-to-green change for yourself. →
How do I manage safety checks across multiple sites?
Paper checks stay on clipboards at each site, so you only find gaps when you visit. Checkmate puts every site's checks in one system. You can see which checks are done, due or overdue on every site without being there.
Checklists are fully customisable, so each site can check what matters for its own equipment. And because users are unlimited at no extra cost, you can add staff on every site without paying more per head.
How do I make sure safety checks are not missed?
Checks get missed when nobody notices they are due. On Checkmate, each device flashes red when its check is due, so it is hard to walk past. Managers can see what is overdue without searching through paper records.
You set the time frame for each check, such as daily, weekly or monthly, to suit the equipment and your own risk assessment.
Set up your checks free for 2 weeks and see what you've been missing. →
Going digital
Paper vs digital safety checklists: which is better?
Paper is cheap to start with, but it is easy to lose, hard to read and easy to fill in without doing the check. You usually only find a missed check when something goes wrong.
A digital system like Checkmate keeps every check in one place, time-stamps it and links it to the asset. With Checkmate's devices, it also proves the person was at the equipment. Defect photos sit with the record, and managers can see what is due without chasing clipboards.
Are digital inspection records accepted by the HSE?
Yes. Records don't have to be on paper. HSE guidance on inspection of work equipment says the result of an inspection should be recorded and kept at least until the next inspection of that equipment. It doesn't say what form the record must take.
What matters is that the record is accurate, easy to find and shows what was checked, by whom and when. A digital record that is time-stamped and linked to the asset does that well.
Checkmate gives you the system to do and record your own checks. It is not an auditor, so the checks and the decisions stay with you.
How long do I need to keep safety inspection records?
It depends on the type of check. For work equipment under PUWER, HSE says to keep the record of an inspection at least until the next inspection. Other rules, such as LOLER for lifting equipment, set their own periods. Many businesses choose to keep records longer, in case of a claim or incident.
With Checkmate, past checks are stored digitally, so you aren't storing boxes of old paper sheets.
What does a digital safety check system cost? Do I pay per user?
Many systems charge per user, so costs rise every time you add staff. Checkmate includes unlimited users at no extra cost. Everyone who does checks can have access, from shop-floor staff to managers on other sites.
The best way to see if it is right for you is to try it. Plans start from £100 per site per month (+VAT), with no minimum contract - you can cancel whenever you like. Every plan includes unlimited users. The best way to see if it's right for you is a free 2-week trial.
What should happen when a check finds a defect?
The person doing the check should record the fault straight away and report it, so the equipment can be taken out of use if needed. With paper, defects often sit on a sheet until someone reads it.
On Checkmate, staff can upload photos of the defect as part of the check. The defect is recorded against the asset, with the date, time and who found it, so it can be followed up quickly.
Is Checkmate an auditing or inspection company?
No. Checkmate does not inspect or audit your site. It gives your business a digital system to do your own safety checks, replacing paper checklists.
You set the checklists and time frames, your staff do the checks, and Checkmate makes sure each check is done at the asset and recorded. Expert inspections that your equipment needs, such as an annual racking inspection, are still carried out by a competent inspector.
Start your free 2-week trial or call 07882 236560.