Equipment inspections, from setup to follow-up.

Begin with your own authorised account. Select the correct organisation and open the Safety workspace. The Overview, Equipment and Setup tabs provide the main routes through the demonstration. Access depends on the Safety permissions assigned to your account; an administrator and an inspector may see different controls.

Agree who maintains the register, who approves checklist content, who performs inspections and who can restrict or release equipment. One person may hold more than one role, but each decision still needs an identifiable owner. Confirm the equipment code and description against the physical item. If the identity is uncertain, resolve that before recording an inspection.

Organise sites, areas and locations using names your team recognises. Create the equipment record with a unique code, useful description and appropriate equipment type. Keep demonstration items separate from operational assets. The type connects the item to applicable published checklists, so an incorrect type can send an inspector to the wrong questions.

A competent checklist owner should define the checks from the risk assessment, manufacturer instructions and the organisation’s approved inspection method. Configure required answers, measurements, evidence and failure conditions as appropriate. Publish and assign the approved version, then confirm it appears for the intended equipment. An inspection remains tied to the published version used when it started, helping preserve the meaning of historical answers.

QR labels and NFC tags are two routes into the same equipment workflow. A QR label is created in Safety and can be downloaded or printed. A supported writable NFC tag is commissioned through the local Windows reader bridge, written with the issued resolver link and verified. Inspectors then scan the QR code or tap a commissioned NFC tag with a compatible phone.

Check that the resolved page shows the expected equipment and organisation, then open equipment inspections. A label identifies a record; it does not prove the physical item is safe. Access checks still apply. If a code is unavailable, confirm the account, organisation and label status rather than assuming the equipment has passed. Replace damaged identifiers through the controlled process and verify the replacement. QR and NFC credentials can be revoked independently.

Choose the applicable published checklist and start or resume the correct draft. Perform the physical checks using the approved method. Record the actual condition observed, enter measurements in the expected units and attach relevant photographs where required. A photograph supports an observation; it is not a substitute for performing the check.

Save the draft as work progresses. Before completing it, review all required responses and evidence, including any failed answers. Complete the sign-off using the authorised inspector’s account and confirm that the server shows the completed record. A saved draft is unfinished work. A completed inspection with no recorded failures describes that inspection result; any existing equipment hold must still be reviewed separately.

When an inspection records a failure, review the linked corrective actions and current equipment safety gate. Apply the organisation’s stop-use, isolation, restriction or quarantine procedure immediately where needed. A digital status communicates a decision; it does not physically isolate machinery or replace site controls.

Record who owns the corrective work, the follow-up notes and the evidence supporting closure. Closing an action does not release equipment. In the demonstrated workflow, release requires all actions closed and a fresh passing inspection after corrective closure or the latest restriction. An authorised manager then records the release decision and reason. A passing inspection never automatically removes an existing hold. Review the current gate as well as the event history; historical colours describe earlier events.

Define the inspection schedule from the equipment’s risks, operating conditions, manufacturer guidance and applicable examination scheme. Assign the relevant equipment, checklist and responsible people. Establish a clear response for missed work and for an inspector who is unavailable. A software schedule implements an agreed frequency; it does not determine whether that frequency is legally or technically sufficient.

Review due and overdue work alongside drafts, completed inspections and outstanding corrective actions. Check the current gate before deciding whether an item can be used. Confirm notification settings and recipients in the deployed organisation and test delivery where notifications are configured. Managers need a routine for acting on exceptions, rather than relying only on an automated reminder or a dashboard colour.

Save the online draft first, prepare it on the intended device and open the prepared field inspection while connected. Verify that the answers and actual photographs are available. For Home Screen reopening, prepare and verify inside the same installed Safety Field app you will use offline; browser and installed-app storage can differ. Protect the device and use the local-work lock when appropriate.

After working offline, reconnect, unlock and sync saved device work. Resolve conflicting answers deliberately and verify the server’s receipt, final answers and evidence before treating the record as synchronised. Follow local stop-use procedures for unsafe findings while disconnected. Review the completed inspection report and linked history, then retain and retrieve records under the organisation’s policy. The illustrated offline sequence explains the process; the selected devices still need their own acceptance test.