Compliance Management for Warehousing
Handle MHE safety, racking compliance, and operational standards with digital tools built for warehouse environments.
The Challenge
Warehouse operations face relentless pressure to maintain safety standards while meeting demanding throughput targets - forklift pre-use checks get rushed during busy periods, racking damage goes unreported because reporting stops the operation, and multi-shift working means compliance evidence is scattered across paper sheets from different supervisors. Add high agency staff turnover requiring constant induction and competence verification, plus frequent customer audits demanding proof of systematic safety management, and traditional paper-based systems become impossible to maintain. Problems surface during HSE investigations after MHE incidents, when customer audits find gaps in documentation, or when insurance claims reveal missing inspection records.
How Assistant Manager Solves Warehousing Compliance
Each module is designed to address the specific challenges warehousing businesses face every day.
Checklist Management
Warehouses need MHE-specific checklists matching manufacturer requirements, SEMA racking inspection scheduling aligned to SEMA Code of Practice, and zone-based checks for pedestrian areas, loading bays, and fire exits
The Problems
Why This Matters for Warehousing
- Forklift and MHE pre-use checks are rushed during shift changes and busy periods, with operators ticking boxes without actually checking hydraulics, tyres, lights, and horn
Equipment faults go undetected until they cause an incident, and incomplete check sheets provide no defence when HSE investigate operator and equipment competence
- SEMA racking inspections are scheduled on a spreadsheet but frequently missed during busy periods, and minor damage spotted by pickers goes unreported because there's no quick way to document it
Racking damage accumulates undetected until a collapse occurs, and you cannot prove systematic inspection regimes to HSE or your insurer
The Solution
How Checklist Management Helps
Equipment-specific digital checklists with mandatory photo requirements, instant damage reporting with location tagging, and automatic escalation when checks are overdue or critical defects are found
Every forklift and MHE unit has documented pre-use checks before operation, every piece of racking is inspected to SEMA schedules with photo evidence of condition, and supervisors are alerted immediately to overdue checks or reported damage
Use Cases:
- • Daily forklift and MHE pre-use checks with photo evidence
- • Weekly SEMA racking inspections with damage classification
- • Instant damage reporting by any warehouse operative
- • Loading bay safety checks before HGV operations
- • Fire exit and emergency equipment inspections
- • Warehouse cleanliness and housekeeping zone checks
- • End-of-shift equipment securing procedures
Feature Screenshot
Checklist Management
Real-World Examples
Example 1: Forklift and MHE pre-use checks are rushed during shift changes and busy periods, with operators ticking boxes without actually checking hydraulics, tyres, lights, and horn
Real Scenario
"A forklift's hydraulic hose fails, causing the forks to drop and crush goods. HSE investigation reveals the morning pre-use check took 90 seconds for equipment that requires 5 minutes of checks - the operator admits they just ticked the boxes to meet shift start time."
Example 2: SEMA racking inspections are scheduled on a spreadsheet but frequently missed during busy periods, and minor damage spotted by pickers goes unreported because there's no quick way to document it
Real Scenario
"A racking upright buckles under load, causing a near-miss. Investigation reveals the weekly inspection for that aisle is three weeks overdue, and pickers had noticed bent bracings but never reported them because 'we're always told not to stop the operation'."
Employee Scheduling
Warehouses need scheduling that enforces truck-specific authorisations - a counterbalance licence doesn't mean someone can operate a reach truck, VNA equipment, or order picker, and agency staff churn requires rigorous induction verification before scheduling
The Problems
Why This Matters for Warehousing
- Forklift operators are scheduled without checking which trucks they're authorised to operate, leading to counterbalance operators being assigned to reach trucks they've never been trained on
Unauthorised operators cause equipment damage or safety incidents, and HSE discover non-compliance when investigating that you scheduled operators for equipment they weren't certified to use
- Agency and temporary staff rotas are created without visibility of who has completed site induction, making it impossible to ensure minimum competency standards across shifts
Untrained agency workers operate in pedestrian areas without knowing segregation rules or emergency procedures, creating serious safety risk during your busiest periods
The Solution
How Employee Scheduling Helps
Scheduling system with equipment-specific authorisation verification, automatic induction status checking, and multi-shift visibility showing who can operate what on each shift
Every shift is covered by operators authorised for the specific MHE they need to operate, agency staff are automatically excluded from shifts until induction is completed, and supervisors can see at a glance who holds which truck authorisations
Use Cases:
- • Forklift operator scheduling with truck-type authorisation verification
- • Agency and temporary staff rota planning with induction status visibility
- • Multi-shift coverage ensuring qualified operators on every shift
- • Cross-training tracking to maximise operational flexibility
- • Minimum staffing level enforcement per zone and equipment type
- • Peak season and promotional period staffing management
- • Working Time Regulations compliance for driver hours where applicable
Feature Screenshot
Employee Scheduling
Real-World Examples
Example 1: Forklift operators are scheduled without checking which trucks they're authorised to operate, leading to counterbalance operators being assigned to reach trucks they've never been trained on
Real Scenario
"A night shift supervisor assigns an agency worker to a reach truck because 'they have a forklift licence'. The worker damages racking because they've only ever operated counterbalance trucks. Investigation reveals no verification of specific truck authorisation was done when scheduling."
Example 2: Agency and temporary staff rotas are created without visibility of who has completed site induction, making it impossible to ensure minimum competency standards across shifts
Real Scenario
"During peak season, an agency driver is scheduled for night shift. They reverse into a fire exit because nobody verified they'd completed the site induction covering one-way systems and restricted areas. The shift supervisor assumed HR had handled induction."
Time Clock & Attendance
Large warehouse operations need attendance tracking that works across multiple zones and shifts, with location verification to confirm staff are actually in their assigned areas - not just clocked in somewhere on site - especially critical for multi-site operations and agency workforce management
The Problems
Why This Matters for Warehousing
- With staff spread across large warehouse sites and multiple shifts, there's no accurate record of who was operating which equipment or supervising which zone when incidents occur
When an incident is investigated, you can't prove which supervisor was on duty, which operators were present, or whether adequate supervision ratios were maintained
- Agency workers claim hours that supervisors cannot verify, and paper timesheets are completed from memory at the end of shifts, leading to payroll disputes
Payroll costs are inflated by time theft, constant disputes drain management time, and you have no reliable attendance records for incident investigation or customer audit
The Solution
How Time Clock & Attendance Helps
Zone-based clock in/out with location verification, real-time attendance visibility showing who is where, and accurate timesheet generation integrated with payroll systems
You know exactly who is in which warehouse zone at any moment, agency payroll is accurate and dispute-free, and incident investigations have reliable attendance data showing which personnel were present
Use Cases:
- • Zone-based clock in/out with location verification
- • Real-time staff location visibility for shift supervisors
- • Break tracking and compliance for shift workers
- • Accurate timesheet generation for agency and permanent staff payroll
- • Shift handover documentation between supervisors
- • Overtime tracking during peak periods
- • Attendance records for incident investigation and customer audit support
Feature Screenshot
Time Clock & Attendance
Real-World Examples
Example 1: With staff spread across large warehouse sites and multiple shifts, there's no accurate record of who was operating which equipment or supervising which zone when incidents occur
Real Scenario
"A pedestrian is struck by a forklift during evening shift. HSE request records of which supervisors and operators were present. Your paper timesheet shows 8 people clocked in, but you can't prove who was actually on the warehouse floor versus in the office or on break at the time of the incident."
Example 2: Agency workers claim hours that supervisors cannot verify, and paper timesheets are completed from memory at the end of shifts, leading to payroll disputes
Real Scenario
"An agency worker claims they worked a full 10-hour night shift. The supervisor thinks they left early but can't prove it. With no clock-out record, you either pay for hours not worked or face an agency dispute and lose access to workers during peak season."
Training & Development
Warehouses need equipment-type-specific training (counterbalance, reach truck, VNA each require separate authorisation), comprehensive site induction covering segregation and emergency procedures, plus manual handling and load security training - with high agency turnover requiring scalable, consistent training delivery
The Problems
Why This Matters for Warehousing
- Forklift operator training certificates are stored in personnel files, and there's no system tracking when refresher training or licence renewals are due
Operators work with expired certifications without anyone noticing, and HSE discover non-compliance when investigating incidents involving operators whose training expired months ago
- Site induction for agency staff is rushed or skipped during busy periods, with verbal briefings that don't cover critical safety procedures like emergency exits, pedestrian routes, or spillage response
Agency workers don't know basic site safety requirements, leading to dangerous situations when they don't follow pedestrian segregation or don't know what to do in emergencies
The Solution
How Training & Development Helps
Equipment-specific training modules with competency assessment, automatic certification tracking with expiry alerts, and mandatory induction completion before site access is granted
Every operator demonstrates competency before being authorised for specific equipment, certifications are tracked automatically with 30-day renewal reminders, and agency staff cannot start shifts until induction is completed
Use Cases:
- • Equipment-specific forklift operator training and authorisation
- • Site induction completion verification before shift access
- • Manual handling assessment and training
- • SEMA racking inspection training for supervisors
- • Emergency procedure training for all warehouse staff
- • First aid and AED certification tracking
- • Load security and restraint training
- • Annual refresher training scheduling and tracking
Feature Screenshot
Training & Development
Real-World Examples
Example 1: Forklift operator training certificates are stored in personnel files, and there's no system tracking when refresher training or licence renewals are due
Real Scenario
"After a serious incident, HSE ask to see the operator's training records. You discover their forklift licence expired 8 months ago, and their site-specific authorisation was never formally completed - they've been operating on an expired external qualification with no internal sign-off."
Example 2: Site induction for agency staff is rushed or skipped during busy periods, with verbal briefings that don't cover critical safety procedures like emergency exits, pedestrian routes, or spillage response
Real Scenario
"A fire alarm sounds during night shift. Three agency workers (started that week) head to the main entrance instead of their designated fire assembly point because they never completed proper induction. The fire marshal can't account for them, assuming they're still inside."
HR Management
Warehouses with high agency usage need rigorous onboarding tracking and qualification verification systems that integrate with scheduling - you cannot rely on agency assurances alone, especially for equipment authorisations and right-to-work compliance
The Problems
Why This Matters for Warehousing
- Forklift licence expiry dates and equipment authorisations are tracked on spreadsheets that nobody updates, and supervisors have no quick way to verify if an operator is authorised before assigning equipment
Operators work with expired licences or on equipment they're not authorised for, and supervisors only discover non-compliance after incidents occur
- Agency staff onboarding paperwork is collected on the first day but right-to-work checks and qualification verification are inconsistent, creating compliance gaps
You discover during customer audits that agency workers were operating without verified right-to-work documentation or forklift qualifications being properly checked
The Solution
How HR Management Helps
Complete employee records with equipment authorisation tracking, automatic expiry alerts for licences and certifications, right-to-work verification tracking, and instant qualification lookup for supervisors
Every employee's equipment authorisations and training status are tracked automatically with 30-day renewal reminders, supervisors can instantly verify if someone is qualified for specific equipment before assigning them, and you can prove competence verification to any auditor
Use Cases:
- • Equipment authorisation tracking with automatic expiry alerts
- • Right-to-work documentation verification and tracking
- • Agency staff qualification verification and storage
- • Training matrix showing who is authorised for what equipment
- • Instant qualification lookup for shift supervisors
- • Competence assessment documentation
- • Agency worker compliance dashboard for audit preparation
Feature Screenshot
HR Management
Real-World Examples
Example 1: Forklift licence expiry dates and equipment authorisations are tracked on spreadsheets that nobody updates, and supervisors have no quick way to verify if an operator is authorised before assigning equipment
Real Scenario
"A shift supervisor needs a VNA operator urgently. They assign someone who 'has forklift experience'. After the operator damages goods, you discover they only hold counterbalance authorisation - their VNA training was never completed. The supervisor had no way to check before assigning them."
Example 2: Agency staff onboarding paperwork is collected on the first day but right-to-work checks and qualification verification are inconsistent, creating compliance gaps
Real Scenario
"During a major customer audit, you're asked for right-to-work and qualification verification for agency staff. You discover that while agencies provided certificates, you never verified them against ID or checked they were still valid - the audit identifies this as a serious compliance gap."
Risk Assessment
Warehouses need risk assessments covering MHE operations, pedestrian segregation, manual handling for specific loads, working at height (racking access), and load restraint - with regular reviews when layout changes or incident patterns emerge
The Problems
Why This Matters for Warehousing
- MHE and pedestrian interaction risk assessments are created once and never reviewed, even when layout changes, new equipment arrives, or incident patterns emerge
Risk assessments don't reflect current warehouse operations, and HSE discover outdated documents that don't address known hazards when investigating incidents
- Manual handling and load restraint risk assessments are generic templates that don't address specific load types, weights, or awkward items your warehouse actually handles
Staff suffer back injuries from loads the generic assessment said were safe, and insurers refuse claims because your risk assessment doesn't cover the actual work being performed
The Solution
How Risk Assessment Helps
Comprehensive risk assessment system with hazard-specific templates for warehousing, automatic review reminders linked to incident patterns, and version control showing how assessments evolve
Every warehouse operation and hazard has a current risk assessment that reflects actual practices, automatic review prompts when incidents occur in areas with existing assessments, and complete audit trail showing systematic risk management
Use Cases:
- • MHE operations and pedestrian interaction risk assessments
- • Manual handling assessments for specific product types
- • Working at height risk assessment for racking access
- • Loading bay operations and vehicle movement risk assessments
- • Racking collapse and load security risk management
- • Slip, trip, and fall hazard assessment
- • Fire risk assessment for warehouse and storage areas
Feature Screenshot
Risk Assessment
Real-World Examples
Example 1: MHE and pedestrian interaction risk assessments are created once and never reviewed, even when layout changes, new equipment arrives, or incident patterns emerge
Real Scenario
"After a pedestrian is struck in a busy picking aisle, HSE review your risk assessment. It's three years old, doesn't mention the VNA trucks added last year, and hasn't been updated despite two previous near-miss incidents in the same location."
Example 2: Manual handling and load restraint risk assessments are generic templates that don't address specific load types, weights, or awkward items your warehouse actually handles
Real Scenario
"A warehouse operative suffers a serious back injury moving awkwardly shaped pallets of bottled goods. Your manual handling risk assessment is a standard template covering 'loads up to 25kg' - it doesn't address the specific pallet configuration, weight distribution, or handling technique required for your actual product range."
Accident & Incident Records
Warehouses need immediate incident capture during shift work when witnesses may not be available later, RIDDOR determination for injuries requiring HSE notification, and pattern analysis to identify repeat hazards in specific zones or with particular equipment
The Problems
Why This Matters for Warehousing
- When incidents occur during shift work, immediate response focuses on safety and operations, leaving incident documentation until later when witnesses have left and details are unclear
Incomplete incident records make HSE investigations difficult to support, and you can't defend against liability claims months later when you can't remember or prove what actually happened
- Near-misses and minor incidents go completely unrecorded because supervisors don't want to 'make a fuss' or create paperwork for every close call with MHE
You miss clear warning signs before serious injuries occur, and cannot demonstrate to HSE or insurers that you have a reporting culture and learn from incidents
The Solution
How Accident & Incident Records Helps
Mobile incident reporting capturing immediate evidence, structured forms with RIDDOR determination, witness capture, and follow-up action tracking to closure
Every incident is documented immediately with photos and witness details, automatic RIDDOR assessment determines reporting requirements, follow-up actions are tracked to completion, and pattern analysis identifies high-risk areas before serious incidents
Use Cases:
- • MHE incident reporting with equipment and operator identification
- • Pedestrian strike and near-miss documentation
- • RIDDOR determination and HSE reporting for serious injuries
- • Witness statement capture at time of incident
- • Racking damage and collapse incident recording
- • Follow-up action tracking (equipment repair, retraining, layout changes)
- • Monthly incident trend analysis by zone and equipment type
Feature Screenshot
Accident & Incident Records
Real-World Examples
Example 1: When incidents occur during shift work, immediate response focuses on safety and operations, leaving incident documentation until later when witnesses have left and details are unclear
Real Scenario
"A forklift strikes a pedestrian at 10pm during night shift. The injured person is taken to hospital, operations are resumed, and the incident book entry isn't completed until the next day. Six months later during litigation, nobody can recall exactly how the incident occurred, which operator was involved, or whether the forklift had been checked that shift."
Example 2: Near-misses and minor incidents go completely unrecorded because supervisors don't want to 'make a fuss' or create paperwork for every close call with MHE
Real Scenario
"Three near-misses occur in one aisle in two weeks - all unreported. The fourth incident results in serious injury. HSE ask for near-miss records and you have none, suggesting inadequate safety monitoring. Your insurer argues you failed to address known hazards."
COSHH Assessments
Warehouses use a wide range of chemicals from cleaning products and battery acids to hydraulic fluids and maintenance materials - proper COSHH management ensures safe handling, proper spillage response, and regulatory compliance across multi-shift operations
The Problems
Why This Matters for Warehousing
- Cleaning chemicals, hydraulic fluids, and maintenance products are used without COSHH assessments because 'we've always used them' and Safety Data Sheets are in filing cabinets nobody can find
Staff suffer exposure injuries from products they don't know how to handle safely, and HSE find no COSHH assessments or SDS available during inspection
- Forklift battery maintenance involves acid handling, and spill kits for hydraulic fluids are stored around the warehouse, but there's no systematic COSHH management or training on handling hazardous spills
When spillages occur, staff either don't respond properly (creating environmental incidents) or handle chemicals unsafely (creating injury risk), with no documented procedures to fall back on
The Solution
How COSHH Assessments Helps
COSHH assessment management with AI-powered chemical identification, automatic SDS retrieval and storage, hazard classification tracking, and digital access to safety information from any warehouse location
Every chemical and hazardous substance has a current COSHH assessment, staff can instantly access SDS and safety procedures on mobile devices, and you can prove systematic chemical management to HSE and customer auditors
Use Cases:
- • Cleaning chemical COSHH assessments for warehouse and toilet areas
- • Forklift battery acid handling and maintenance procedures
- • Hydraulic fluid spill response and PPE requirements
- • Maintenance product chemical safety assessments
- • Staff training records on chemical handling procedures
- • Spill kit contents verification and location mapping
- • SDS library accessible from mobile devices across the warehouse
Feature Screenshot
COSHH Assessments
Real-World Examples
Example 1: Cleaning chemicals, hydraulic fluids, and maintenance products are used without COSHH assessments because 'we've always used them' and Safety Data Sheets are in filing cabinets nobody can find
Real Scenario
"A cleaner is hospitalized after mixing two cleaning products while washing the warehouse floor at 6am. HSE investigation reveals you have no COSHH assessment for either product, no SDS available on site, and no evidence of staff training on chemical safety."
Example 2: Forklift battery maintenance involves acid handling, and spill kits for hydraulic fluids are stored around the warehouse, but there's no systematic COSHH management or training on handling hazardous spills
Real Scenario
"A forklift hydraulic line ruptures, creating a large oil spill. Staff attempt cleanup without PPE and don't follow containment procedures. The spill reaches a drainage system, triggering an Environment Agency investigation. You have no COSHH assessment covering hydraulic fluid handling or spill response."
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