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PUWER use case

PUWER inspection software UK

PUWER inspection software helps turn risk-based equipment checks into controlled records: what was inspected, what was found, who judged it, and what happened next.

For UK employers, inspection firms, workshop managers and facilities teams managing work equipment inspections and maintenance evidence.

Reviewed byRob MuirLifting, LOLER & PUWER Consultant · Managing Director, Hoists & Cranes UK · 30+ years
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PUWER does not give one fixed interval for every item of work equipment. Duty holders need a suitable inspection and maintenance approach based on the equipment, use, risk and deterioration.

CertFlow gives each item of work equipment an asset record, inspection template, defect history and schedule, so evidence is easier to maintain without pretending software makes the technical judgement.

Side by side

Maintenance spreadsheets vs CertFlow.

Maintenance spreadsheets
CertFlow
Inspection basis
Interval columns and generic notes
Schedules and templates by equipment type and risk
Asset history
Separate maintenance and inspection files
Inspection, maintenance and defect history on the asset
Defects
Notes passed to maintenance
Tracked remedial actions with evidence and status
Competence
Training records stored elsewhere
Competence evidence linked to scheduling and users
Review
Manual checks when equipment changes
Visible history when assets move, change or return to use

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 Maintenance spreadsheets is enough

  • You have a small amount of low-risk work equipment and controlled local records.
  • Intervals, defects, maintenance and training are reviewed by a competent owner.
  • You do not need mobile inspections, multi-site reporting or live defect status.

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

  • Guarding, interlocks or emergency stops checked separately from the main equipment record.
  • Maintenance history available but inspection suitability evidence unclear.
  • Defects closed verbally without return-to-use evidence.
  • Risk-based intervals set once and not reviewed after changes.
  • Operator training records stored away from the equipment they relate to.

Audit risk

Common mistakes

  • Treating a service invoice as a complete PUWER inspection record.
  • Using the same checklist for very different machines and tools.
  • Not recording inspection after relocation, installation or major repair where relevant.
  • Leaving unsafe equipment active in the asset register.
  • Keeping training, defects and maintenance in separate systems.

Evidence

Records to keep

  • Work equipment asset register and suitable inspection schedule.
  • Inspection checklists, findings and competent-person notes.
  • Maintenance, service and repair evidence.
  • Guarding, isolation, emergency-stop and safety-device checks where relevant.
  • Training, authorisation, defects and return-to-use evidence.

Questions

PUWER inspection software UK, answered.

How often should PUWER inspections happen?

PUWER inspection frequency is risk-based. It should reflect the equipment, conditions of use, deterioration, manufacturer guidance and competent-person judgement.

Does CertFlow set the PUWER interval?

CertFlow stores and schedules the interval you decide. The decision should be made by a competent person using the equipment and site context.

Can PUWER defects be linked to maintenance?

Yes. Findings can create remedial actions, attach evidence and show whether the equipment is still active, isolated or returned to use.

Internal links

Continue this topic cluster.

Discipline PUWER software Guide PUWER explained Download PUWER duty-holder download Product Asset Register Help Register an asset Product Platform overview Pricing Pricing Demo Book a demo

References

PUWER inspection software UK: official sources

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

Get started

Replace the spreadsheet before your next audit.

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