Free downloads · Free Excel · for plant and yard managers
Which of your plant is out of date for its examination?
Slings on six months, the telehandler on twelve, the overhead crane on whatever the written scheme says. This register puts every thorough examination and inspection in one list, works out the next due date from the last one, and flags anything overdue as DO NOT USE — before it goes out to site.
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What's in the register
- Register tab — one row per inspection: item, asset ID, location, inspection type, last examination, examiner and report reference. An item that needs both a LOLER examination and a PUWER inspection gets two rows.
- Intervals worked out — pick the inspection type and the standard interval fills itself in — 6 months for lifting accessories and equipment that lifts people, 12 for other lifting equipment. Override it per row for a written scheme or your own PUWER and PAT intervals.
- Status — DO NOT USE when overdue, Book now within 30 days, Plan within 90, OK beyond that — and No date when there's no last examination on record.
- Dashboard — the counts per status, inspections without a date and the number of LOLER examinations — updated automatically.
Why examination dates slip
The rule itself is simple. The volume isn't: a modest contractor easily has dozens of slings and shackles on a six-month cycle, a few machines on twelve months, and hired kit arriving with a report nobody filed. Every item runs on its own date.
The report is also where the date lives — in a PDF in someone's inbox, or a folder in the site cabin. Until it's written down somewhere everyone looks, an expired examination only surfaces at the gate, in an audit, or after an incident, which is the worst place to find out.
One list per inspection, with the next date calculated and overdue items flagged, turns that into something the yard can check before the kit leaves.
Frequently asked questions
How often does lifting equipment need a thorough examination?
Under LOLER, at least every 6 months for lifting accessories and for equipment used to lift people, and at least every 12 months for other lifting equipment. A competent person can set different intervals in a written examination scheme instead. The register uses 6 and 12 months by default and lets you override the interval per row.
How often should PUWER inspections and PAT tests be done?
Neither has a fixed legal interval: it depends on the type of equipment, how and where it's used, and the risk. Set an interval you can justify and record it. The register holds a starting value of 12 months that you should change to your own policy — site equipment usually needs a much shorter cycle.
What should I do when an examination is overdue?
Take the equipment out of use until it has been examined. That's why the register marks it DO NOT USE rather than just red. Most principal contractors will refuse it at the gate anyway, and HSE can issue an improvement or prohibition notice.
What if the report gives a different date for the next examination?
The date on the report wins. Enter the interval that matches it in the override column, so the register and the report agree.
Can I bring the register into Certly later?
Yes. Certly tracks plant alongside your people and vehicles, with reminders at 90, 60 and 30 days and the reports stored with each item. Save the register in Excel, start a free trial and upload it on the import page.
Further reading
- LOLER thorough examination: how often is it required?
- Forklift licence refresher rules — for the operators
- How long an IPAF licence stays valid
- Already have a spreadsheet? Run it through the free expiry scan
Rather have this happen by itself?
Certly tracks certificates, inspections and licences automatically: reminders at 90, 60 and 30 days, escalation at 14 and 7, and an evidence pack at the press of a button. Trying it costs nothing.