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Guide For: supervisors, managers

Plant Risk Assessments

Publish a plant risk assessment (PRA) against a machine, keep it versioned as conditions change, and see at a glance who has signed onto the current version and who hasn't.

Who can use it — Anyone with "view plant risk assessments" permission can open the page and sign onto a version (this is standard for most site roles, including subcontractors). Publishing a new version needs "manage assets" permission — typically managers and asset administrators. See Roles & Permissions for how access is set.

Where to find it — Safety & Compliance → Plant Risk Assessments in the sidebar. You can also publish or review an individual machine's assessments from its own record in the Asset Manager (Documents section).

How to use it

The page is a table of every active, non-expired risk assessment across your machines (attachments don't carry their own PRA). Four tabs filter it for you:

  • Needs Sign — active assessments you haven't signed yet.
  • Signed — active assessments you've already signed.
  • Expiring Soon — assessments expiring within 30 days.
  • All Active — everything.

Each row shows the asset number and model, whether you have signed it, a Coverage badge (how many recent operators have signed vs. how many need to), and an Expiry badge (Current, Expiring Soon, or No Expiry). Use the Asset and Expiry filters above the table, or search by asset number, to narrow the list.

Publishing a new version

Managers/asset admins publish with the Publish Risk Assessment button at the top of the table:

  1. Machine — pick the asset (machines only).
  2. Version — pre-fills to one more than the asset's current highest version number, but you can override it.
  3. Risk Assessment PDF — upload the document (PDF only, up to 20 MB).
  4. Published — defaults to today.
  5. Expires On — leave blank if your company doesn't schedule reviews; otherwise it pre-fills from your workspace's review interval (default 24 months) and you can adjust it.
  6. Notes — optional free text.

Publishing a new version automatically deactivates every prior version for that machine — a machine only ever has one active PRA at a time, so there's never ambiguity about which document is current. Everyone who has prestarted the machine recently (within the tenant's operator lookback window, default 90 days) is notified that they need to sign the new version.

You can also publish from the asset's own page: open it in the Asset Manager and use Add Risk Assessment in the Documents section — the same versioning rule applies.

Signing onto a version

If you haven't signed the current version of an assessment, its row shows a View & Sign action. Opening it:

  1. Displays the PDF for you to read.
  2. Shows the version, published date, expiry, and any notes.
  3. Asks for Your name, a drawn Signature, and a tick confirming "I have read and understood this risk assessment".

Submitting records your signature with a timestamp. If you've already signed, the row shows View instead (read-only), plus a View Signature option under the More menu to see your name, signed-at time, and signature image. You can't sign an assessment that has expired or been superseded by a newer version.

Coverage and the sign-on register

The Coverage badge on each row (e.g. "3 / 5") tells you how many of the machine's recent operators — anyone who's prestarted it within the operator lookback window — have signed the current version. Open Sign-on Coverage from the More menu to see the full list of required operators with who's signed (and when) versus who's outstanding.

For a complete audit trail across every version of a machine's PRA, use View Register from the More menu. It lists every signature ever recorded against that assessment and can be exported as a PDF for your records.

Connected pages

  • Start a Prestart — a machine's prestart is locked until the operator has signed onto its current risk assessment. If no version is signed, the prestart form shows a "Risk assessment sign-on required" banner and blocks submission until the operator uses View Risk Assessment and Sign Risk Assessment right there (or comes here first). If the machine has no active PRA at all, the operator is told to ask a manager or safety lead to publish one here.
  • Asset Manager — where a machine's risk assessments also live, alongside its other compliance documents.
  • SWMS — the equivalent sign-on workflow for project-level Safe Work Method Statements.

Tips & common mistakes

  • Publishing a new version signs nobody automatically — every recent operator has to open it and sign again, even if they'd signed the previous version. That's the point: it forces re-acknowledgement of what changed.
  • Don't re-upload to "fix" a typo — if you only need to correct notes, dates, or the expiry, edit the existing version from the asset's Documents section instead of publishing a new one. A re-sign notification only fires when the actual PDF changes.
  • Low coverage doesn't block anything by itself — it's informational for supervisors. The only hard block is at the individual prestart: an operator who hasn't signed the current version can't submit theirs.
  • Expired assessments drop off "All Active" — if a machine's PRA lapses, operators will hit the "no current active risk assessment" message on prestart until a new version is published, even though the old one still exists in the register.
  • No expiry date is valid — leave it blank for machines your company doesn't run scheduled PRA reviews for; it won't show as "Expiring Soon" or block anything.