🦺 PPE and Assignment Management Module
Personal protective equipment: from catalogue to assignment, from assignment to periodic inspection
The module holds the PPE master catalogue, the workplace's own inventory, the assignments made to employees and the periodic inspection records of the equipment as a single chain. Every assignment draws from stock and every inspection result is written to both the stock and the open assignment; the chain never breaks.
- Stock and assignment are one recordWhen equipment is assigned, the available quantity (total quantity minus quantity in use) is checked; if it is not enough, the assignment is not opened. Return, loss and damaged/disposed each update the stock differently.
- The requirement list is not typed by handThe hazard (H) codes of the substances in the workplace's chemical inventory are matched against the PPE master catalogue; the module works out which equipment is mandatory and which is a priority, and marks the missing ones separately.
Screens of the module
Five screens, one data chain: catalogue → inventory → assignment → periodic inspection. The calculation screen feeds that chain from the chemical inventory.
- PPE Master CatalogView PPE standards and technical specifications used system-wide
- PPE Inventory ManagementManage PPE stock and inventory information for your organization
- PPE Assignment ManagementManage PPE assignments, returns and tracking for employees
- PPE Periodic InspectionManage periodic inspection and control records of PPE equipment
- Automatic PPE CalculationAutomatically calculate required personal protective equipment based on hazard codes of substances in your chemical inventory
Automatic PPE Calculation
The required personal protective equipment is derived from the hazard codes of the substances in your chemical inventory in six steps; no step relies on guessing from free text.
- The chemical inventory is readThe calculation starts from the active substances in the workplace's own chemical inventory. If the inventory is empty the module does not calculate; it asks for the chemical inventory to be created first.
- Hazard codes are collectedThe work proceeds over the hazard statements (H codes) of each substance. All H codes that trigger the same equipment are merged into a single row, and the number of affected substances is shown on that row.
- Code and equipment are matchedThe mapping table between the H code and the PPE master catalogue carries a mandatory flag, a priority value and a note for every row. The mapping is bound to the catalogue code, not to free text.
- Priority is scoredPriorities are scored as critical, high and medium. If one item of equipment is triggered by several substances the highest priority prevails, and the list is ordered by that score.
- It is compared with the current inventoryThe recommendation list is compared with the inventory; every row is marked as already in inventory or missing. The summary strip shows total, critical, high, medium, already owned and missing counts separately.
- Selected items are moved into the inventoryMissing and mandatory rows come pre-selected. Approved rows are added to the inventory in a single operation; equipment already on record is skipped, and how many records were created and how many were skipped is reported back.
What a catalogue record carries
Every item in the inventory is bound to a record in the master catalogue; the technical and legal information sits there in one place and is not retyped on the inventory row.
Code
Every record is identified by a unique code. Equipment appears with that code in the inventory, assignment and inspection lists, and search can run over the code.
Main Category
The main category and sub category pair classifies the equipment by the area it protects. The calculation result and the lists are grouped by that breakdown.
Equipment Type
The equipment type is the readable name of the catalogue row. Brand, model and size are written underneath it in the inventory.
CE Category
The CE category is held as I, II or III and shown with its own badge in the lists; the highest risk class is tracked separately.
Standards
The EN standards complied with are stored as a list. The first three appear as badges on the row and the rest are given as a count.
Performance codes and protection factor
The catalogue record carries the performance codes and, for respiratory protection, the nominal protection factor field; a selection can be compared against those values.
Service life and maintenance type
The service life and the maintenance type of the equipment are defined in the catalogue. The next periodic inspection date is planned together with that information.
Legislation reference and administrative fine
Every catalogue record keeps the legislation references it is bound to and the related administrative fine information in its own field; the information is not looked up separately on screen.
What changes when something moves
Every action on the assignment and inspection screens produces exactly one matching result on the stock and record side; no intermediate state is left behind.
| Action | What happens to stock | What stays on the record |
|---|---|---|
| Assignment | The quantity in use rises by the assigned amount; if the available quantity is not enough the action never opens. | Assigned employee, quantity, condition on handover and assignment date are written; the record stays open as an active assignment. |
| Return | The quantity in use falls, the total quantity is unchanged. | The return date and the condition on return are recorded; the record closes as returned. |
| Loss | The quantity in use and the total quantity fall together. | The record closes as lost; the row is not deleted and stays visible in history. |
| Damaged / disposed | The quantity in use and the total quantity fall together. | The record closes as damaged / disposed; that equipment can no longer be assigned. |
| Failed inspection result | The quantity in use and the total quantity are set to zero and the stock status becomes out of stock. | Open assignments are turned into damaged / disposed; the inspector, the date and the inspection note are written to the record. |
Eight protection categories
The master catalogue is grouped into eight categories by the area protected; the result of the automatic calculation opens under the same headings.
Head protection
Eye and face protection
Hearing protection
Respiratory protection
Hand and arm protection
Foot and leg protection
Body protection
Fall protection
What the module brings
Each of the five headings rests on a behaviour that exists on the screens above.
- The assignment record is audit-ready.Who received which equipment, when, in what condition, and when it came back is visible in a single list; equipment not returned stays as an open assignment.
- Overdue equipment is not missed.Rows whose next inspection date has passed are highlighted in the list; equipment that fails an inspection drops out of the stock and the open assignment at the same moment.
- The requirement is derived from the hazard.The equipment list is not built by guessing but from the hazard codes of the substances in the workplace's chemical inventory; the reason for the selection stays on the row.
- Technical information is kept in one place.Standard, CE category, performance code and service life sit in the master catalogue; the inventory row is bound to that record, so the same information is not entered twice.
- Every list searches, sorts and pages.The catalogue, inventory, assignment and inspection lists are searched and sorted on the server side; a large inventory is read page by page.
Frequently asked
The five questions asked most often about how the module behaves.
Does every item in the inventory have to be picked from the catalogue?
Yes. An inventory record is bound to a code in the master catalogue; brand, model, size, barcode and critical level are written on top of that binding. That way the CE category and the standard information stay in one place and are not retyped for every inventory.
How many people can one item of equipment be assigned to?
As many as the available quantity allows. When an assignment is opened the quantity in use is subtracted from the total quantity; if the remainder is not enough the action is rejected and stock never goes negative.
Are loss and damage tracked separately?
Yes. An assignment closes with one of four states: active assignment, returned, lost, damaged / disposed. Loss and disposal are deducted not only from the quantity in use but from the total quantity as well.
What happens if a periodic inspection fails?
When the result failed / disposed is chosen, the stock status of the equipment is set to out of stock, its quantities are zeroed and the open assignments for that equipment close as damaged / disposed. A needs repair result leaves the record open.
Does the automatic calculation change the inventory on its own?
No. The calculation only produces a recommendation list. Items are added to the inventory when you tick the rows and confirm; equipment already on record is skipped and the number of records created is reported.
Legal basis
The table shows the obligations of the legislation region you pick in the top bar; it refreshes without reloading the page when the region changes.
Legal basis — Türkiye
| Obligation | Legal basis | How the module covers it |
|---|---|---|
| Supply personal protective equipment that meets the standards and carries the CE marking | Regulation on the Use of Personal Protective Equipment at Workplaces, art. 6(1)(a) — the equipment is designed and produced in line with the PPE Regulation and carries the CE marking together with a user manual in Turkish. Non-compliance falls under art. 26(1)(o) of Law no. 6331. | CE category and EN standard are mandatory fields in the master catalogue; an inventory record cannot be opened unless it is linked to a catalogue row. |
| Provide the required equipment free of charge and ensure that workers use it | Same Regulation, art. 8(1) — the employer provides the equipment required from the list in Annex-2 and takes every measure so that workers use it properly; risks are assessed against the table in Annex-1. | The assignment screen records the receiving employee, the quantity, the delivery status and the date; a return closes on its own row and the history is not deleted. |
| Keep the equipment fit for use: maintenance, repair and periodic checks | Same Regulation, art. 6(1)(e) — the equipment is given free of charge; maintenance, repair and periodic checks are carried out in line with the manufacturer's manual, worn parts are replaced, and it is kept in hygienic conditions and ready for use. | Service life and maintenance type are defined in the catalogue; the periodic check screen keeps the result, the inspector, the date and the next check date. |
| Select equipment that matches the risk and justify the selection | Same Regulation, art. 7 — the employer determines the equipment to be used from the outcome of the risk assessment; before selection the risks that cannot be prevented by other means are analysed and the protective properties of the equipment are compared against them. | Automatic calculation derives mandatory and priority equipment from the hazard codes of the chemical inventory; the justification stays on the row together with the H codes that triggered it. |
These rows are for Turkish legislation and the basis of every row was read from the downloaded source text. Administrative fine amounts change every year with the revaluation rate, so they are not kept in this table; the current amounts are published in the free penalty tables on this site.
Legal basis — European Union
| Obligation | Legal basis | How the module covers it |
|---|---|---|
| Use personal protective equipment where the risk cannot be avoided or sufficiently limited by collective means of protection | Directive 89/656/EEC, Article 3 — general rule | Automatic PPE calculation derives the equipment list from the hazard (H) codes of the substances in the workplace chemical inventory, not from guesswork; the reason for each choice stays on the row together with the triggering codes. |
| Before choosing equipment, analyse the risks that cannot be avoided otherwise, define the characteristics the equipment must have and compare them with those of the equipment available; review the assessment if any of its elements change | Directive 89/656/EEC, Article 5(1)-(2) — assessment of personal protective equipment | The calculation runs in six steps: the chemical inventory is read, H codes are collected, each code is matched with the master catalogue, priorities are scored, the result is compared with the existing inventory and the selected rows are transferred into it. |
| Provide equipment that complies with the Community provisions on design and manufacture, is appropriate for the risks involved and corresponds to existing conditions at the workplace | Directive 89/656/EEC, Article 4(1) — general provisions | CE category and EN standard are mandatory fields of the master catalogue; an inventory record cannot be opened without being linked to a catalogue row, so technical and legal data stay in one place. |
| Provide the equipment free of charge and keep it in good working order and satisfactory hygienic condition by the necessary maintenance, repair and replacement | Directive 89/656/EEC, Article 4(6) | Service life and maintenance type are defined in the catalogue; the periodic check screen records the result, the inspector, the date and the next check date. Equipment that fails a check is removed from stock and from open assignments at the same moment. |
| Decide on the protective measures to be taken and, if necessary, on the protective equipment to be used | Framework Directive 89/391/EEC, Article 9(1)(b) | The assignment screen records the receiving employee, the quantity, the delivery status and the assignment date; return, loss and damage/disposal each close on their own row and the history is never deleted. |
The duties below are the minimum requirements of EU directives; every Member State transposes them into national law and may set stricter rules. Article numbers are read from the downloaded directive texts. Fine amounts differ from one Member State to another and are therefore not kept in this table.
Legal basis — United Kingdom
| Obligation | Legal basis | How the module covers it |
|---|---|---|
| The employer must ensure that suitable personal protective equipment is provided to workers who may be exposed to a risk to health or safety, except where the risk is adequately controlled by other equally or more effective means. | Personal Protective Equipment at Work Regulations 1992 (S.I. 1992/2966), reg. 4(1) — extended to workers by S.I. 2022/8 | CE category and EN standard are mandatory fields in the master catalogue; an inventory record cannot be opened without being linked to a catalogue row. |
| Before choosing equipment an assessment must be made: the risks not avoided by other means are assessed, the characteristics the equipment must have are defined, and available equipment is compared against them. | Personal Protective Equipment at Work Regulations 1992 (S.I. 1992/2966), reg. 6(1)-(2) | Automatic calculation derives the mandatory and prioritised equipment from the hazard codes in the chemical inventory; the reason stays on the row together with the H codes that triggered it. |
| Equipment provided must be maintained in an efficient state, in efficient working order and in good repair, including being replaced or cleaned as appropriate. | Personal Protective Equipment at Work Regulations 1992 (S.I. 1992/2966), reg. 7(1) | Service life and maintenance type are defined in the catalogue; the periodic check screen holds the result, the inspector, the date and the next check date. |
| The employer must take all reasonable steps to ensure that equipment provided under regulation 4(1) is properly used. | Personal Protective Equipment at Work Regulations 1992 (S.I. 1992/2966), reg. 10(1) | The assignment screen records the person receiving the item, the quantity, the handover status and the date; a return closes on a separate row and the history is not deleted. |
| A worker provided with equipment must forthwith report to their employer any loss of, or obvious defect in, that equipment. | Personal Protective Equipment at Work Regulations 1992 (S.I. 1992/2966), reg. 11 | An assignment closes with one of four states: active, returned, lost, or damaged / scrapped; loss and scrapping are deducted from the total quantity as well. |
In the United Kingdom the personal protective equipment duty comes from the 1992 Regulations; the amendment in force from 6 April 2022 (S.I. 2022/8) extended the duty from “employee” to “worker”. Section 9 of the 1974 Act, together with regulation 3A, prohibits charging a worker for protective equipment. A breach is an offence carrying a court-imposed penalty under section 33.
Legal basis — United States
| Obligation | Legal basis | How the module covers it |
|---|---|---|
| Assess the workplace for hazards that make personal protective equipment necessary, and certify the assessment in writing | 29 CFR 1910.132(d)(1) — the employer assesses the workplace, selects PPE for the hazards identified, communicates the selection to each affected employee and selects PPE that properly fits; (d)(2) — the written certification identifies the workplace evaluated, the person certifying and the date(s) of the assessment | Automatic PPE calculation derives mandatory and priority equipment from the hazard codes of the substances in the workplace chemical inventory; the justification stays on the row together with the triggering H codes. |
| Provide, use and maintain protective equipment in a sanitary and reliable condition | 29 CFR 1910.132(a) — protective equipment for eyes, face, head and extremities, protective clothing, respiratory devices and protective shields and barriers shall be provided, used and maintained in a sanitary and reliable condition | Every item in the inventory is linked to a record in the master catalogue; service life and maintenance type are defined in the catalogue and the next periodic check date is planned from that information. |
| Take defective or damaged equipment out of use | 29 CFR 1910.132(e) — defective or damaged personal protective equipment shall not be used | When a periodic check fails, the stock status of the item becomes out of stock, its quantities are zeroed and every open assignment of that item is closed as damaged / scrapped. |
| The employer pays for the equipment and also pays for its replacement | 29 CFR 1910.132(h)(1) — protective equipment used to comply with this part shall be provided by the employer at no cost to employees; (h)(5) — the employer must pay for replacement PPE, except where the employee has lost or intentionally damaged it | The assignment screen records the receiving employee, the quantity, the delivery status and the date; return, loss and damaged / scrapped each update stock differently and the row is never deleted, it stays visible in history. |
| Select the respirator according to the respiratory hazard and the factors affecting its performance | 29 CFR 1910.134(d)(1)(i) — the employer shall select and provide an appropriate respirator based on the respiratory hazard(s) to which the worker is exposed and workplace and user factors that affect respirator performance and reliability | The catalogue record carries performance codes and, for respirators, a nominal protection factor field; a selection can be compared against these values. |
| Make hearing protectors available at no cost to noise-exposed employees and replace them as necessary | 29 CFR 1910.95(i)(1) — employers shall make hearing protectors available at no cost to all employees exposed to an 8-hour time-weighted average of 85 decibels or greater; hearing protectors shall be replaced as necessary | The master catalogue is grouped into eight protection categories and hearing protectors form their own category; because stock and assignment are the same record, a replacement is deducted from stock. |
The citations are from the federal OSHA text (29 CFR). A state may submit its own occupational safety and health plan to replace the federal standard; an approved plan must be at least as effective as the federal one (29 U.S.C. 667(b)-(c)). Penalty amounts are not held on this page; the ceilings in force are in 29 CFR 1903.15(d).
🦺 PPE and Assignment Management Module
Bring your PPE inventory into one chain
Write to us to see how the catalogue, the inventory, the assignment and the periodic inspection are bound to each other.
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