Master Ladder Inspection Register

Clipboard lost, the stepladder with a split foot is back in the store, and the insurer wants your inspection records by Friday. This register keeps all of it in one place: which ladders are safe to use today, what is due next and which defects are still open.

Made for UK workplaces that use ladders, stepladders, podiums, towers and kick stools: facilities and site managers, schools, warehouses, shops and trades. Give every item an ID, log each inspection as Pass, Fail or N/A per item, and the register works out the result, the next due date and what must not be used.

▶ Easy Start Here guide included – video tutorial coming to our YouTube channel

Works in Microsoft Excel and Google Sheets, with no macros.

What it does for you

• See what is due next: overdue first, then the next 30, 60 and 90 days on the Due List
• Keep unsafe gear out of use: failed and quarantined items are flagged DO NOT USE on the Dashboard
• Detailed inspection log: stiles, feet, rungs/treads, locks and braces, platform, ropes, labels, clean and dry. The overall result is worked out for you
• Next due dates from your own interval for each equipment type (you can set a different interval for any single ladder)
• Defects & Actions: every defect gets a severity, an action, an owner and a target date. Overdue actions turn red and show on the Dashboard
• Pre-use checks: a quick record of the user check before use. A defect that is not on Defects & Actions yet is flagged
• Users & Training: who may use or inspect ladders and when their refresher is due
• Audit Pack: one printable page with equipment in date, pass rate, open defects and a sign-off box for an insurer, client or inspector
• Printable Inspection Sheet for any ladder to take on the walk-round
• Dashboard with a "What needs your attention" list and 4 charts
• Up to 300 items, 3,000 inspections, 2,000 pre-use checks and 500 defects

How it works (3 steps)

1. Set up once: your equipment types and intervals, locations, inspectors, then one row per ladder (about 15 minutes)
2. Record as you go: each inspection, pre-use check and defect, a few minutes a week
3. Check and act: open the Dashboard and the Due List, close defects, print the Audit Pack when asked

What's included

• Ladder-Inspection-Register.xlsx: filled with fictional example data (32 ladders, steps and towers) so you can see how it works
• Ladder-Inspection-Register-BLANK.xlsx: an empty copy, ready for your own equipment
• Works in Google Sheets: upload the .xlsx to Google Drive, right-click > Open with > Google Sheets, then File > Save as Google Sheets (tested: formulas and charts kept)
• Start-here.pdf: one-page quick-start guide, including how to open it in Google Sheets

Compatibility

• Microsoft Excel 2010 or newer (Windows & Mac) and Microsoft 365
• Google Sheets (free Google account). Set File > Settings > Locale to United Kingdom for £ and UK dates
• Not designed for Apple Numbers or mobile-only editing. A computer is recommended
• No macros, add-ons or subscriptions

Instant download

This is a digital product. Nothing physical will be shipped. Your download link appears straight after checkout and is also emailed to you. Stuck or have a question? Email info@phkmedia.co.uk and I'll gladly help you set it up.

Good to know

• Cream (pale yellow) cells are for your input. White and grey cells are worked out for you, and the sheets are protected (no password) so formulas are not overwritten by mistake
• A Health check on the Start Here tab and a Check/Status column on every log flag missing or odd entries
• HSE does not set one inspection interval. You set days per equipment type from the manufacturer's instructions and how hard the equipment is used (HSE INDG455). Ladders and towers forming part of a scaffold: at least every 7 days (Work at Height Regulations 2005, Schedule 7)
• Dates show as DD/MM/YYYY
• FAQ: Can I use it for other access equipment? Yes. Add your own equipment types and intervals on Settings
• FAQ: Does it work on a phone? You can view it in the Google Sheets app, but entering data is easiest on a computer
• FAQ: Can several people use it? Yes, in Google Sheets you can share it with your team

DISCLAIMER

This register is a record-keeping aid, not health and safety advice. It does not replace a competent person's judgement, the manufacturer's instructions, or a PUWER/LOLER thorough examination where one is required. All names and figures in the example file are fictional.

Licence: Licensed for use within one business. Please do not resell, share or redistribute the files.

AI disclosure: This template and its listing images were designed by PHK MEDIA LTD with the help of AI tools. All formulas were tested and the files were reviewed and finalised by the seller.

© PHK MEDIA LTD

Licence: Licensed for use within one business or household. You may edit and print the files for that business. You may not resell, share or upload them for others.