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LOLER comparison

LOLER software vs spreadsheets

Spreadsheets can track a small lifting register, but they become fragile when every asset needs the right due date, a traceable Report of Thorough Examination, defect follow-up and a defensible audit trail.

For UK lifting inspection firm owners, compliance managers and competent persons deciding whether spreadsheets are still enough for LOLER thorough examination work.

Reviewed byMark SutcliffeSenior Inspection Engineer & LOLER Competent Person · LEEA Diploma · 30+ years
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LOLER work is not just a list of assets. The duty holder needs evidence that each relevant item was examined at the correct interval by a competent person, that defects were recorded, and that dangerous defects were acted on.

This page compares spreadsheets with purpose-built LOLER software for firms that inspect cranes, hoists, slings, accessories, tail lifts or other lifting equipment. It is UK-focused and not legal advice.

Side by side

Spreadsheets vs CertFlow.

Spreadsheets
CertFlow
Due dates
Manual formulas and diary reminders
Recurring schedules by asset type and examination cycle
Report creation
Word/PDF templates copied and edited
Mobile workflow outputs a branded Report of Thorough Examination
Defects
Separate notes, emails or job sheets
Defects become tracked remedial actions with photos and status
Audit trail
Limited history unless files are carefully versioned
Timestamped user history on assets, reports and changes
Finding evidence
Search folders and inboxes
Search by client, site, asset, report or due date

This page is practical guidance for UK inspection and compliance teams, not legal advice. Confirm duties, intervals and competent-person decisions against the official sources and your own site circumstances.

Honest fit

When Spreadsheets is enough

  • You inspect a very small number of lifting assets for one site.
  • One competent person owns the register and keeps reports in a controlled folder.
  • There are no client portals, mobile engineers, recurring defect workflows or multi-site due-date pressures.

Next step

See the workflow on your own data.

Bring a sample asset list, certificate or inspection form. CertFlow can show how the workflow changes from first record to issued evidence.

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From the field

What inspectors commonly see

  • Accessories missing a clear ID, SWL mark or current examination record.
  • Different spreadsheets used for assets, certificates and defect follow-up.
  • Due dates calculated manually, especially where 6-month and 12-month cycles mix.
  • Reports saved as PDFs but not linked to the asset history.
  • Defects recorded on the report but not tracked through quarantine, repair or re-examination.

Audit risk

Common mistakes

  • Using spreadsheet rows as the only evidence instead of keeping the signed report.
  • Applying one interval to every lifting asset without checking equipment type or examination scheme.
  • Letting a competent person work from an out-of-date asset list.
  • Overwriting previous findings instead of preserving history.
  • Not separating pre-use checks from LOLER thorough examination evidence.

Evidence

Records to keep

  • Asset register with ID, location, SWL and equipment type.
  • Reports of Thorough Examination and next examination dates.
  • Defect reports, quarantine decisions and remedial evidence.
  • Examination schemes where used.
  • Competent-person details and audit trail of report changes.

Questions

LOLER software vs spreadsheets, answered.

Can a spreadsheet be used for LOLER records?

A spreadsheet can help track assets, but the duty holder still needs the correct examination reports, due dates, defects and evidence. The risk is version control, missed dates and records being separated from the asset history.

Does CertFlow replace the competent person?

No. CertFlow organises the workflow, evidence and report output. The judgement about defects, safe use and examination scope remains with a competent person.

Can CertFlow handle 6-month and 12-month cycles?

Yes. Assets can sit on the appropriate recurring schedule, with next due dates visible in the compliance register and calendar.

Internal links

Continue this topic cluster.

Discipline LOLER inspection software Guide LOLER explained guide Product Asset Register Product Compliance Register Guide UK inspection frequencies Download LOLER duty-holder download Product Platform overview Pricing Pricing Demo Book a demo

References

LOLER software vs spreadsheets: official sources

Links to primary UK legislation and official regulator guidance. CertFlow is independent and not affiliated with these bodies.

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