COSHH Register
The COSHH Register lists every hazardous substance your club uses: greenkeeping chemicals, cleaning products, fuel and anything else with a safety data sheet (SDS). Each entry holds the hazards, the PPE needed, exposure controls, first aid, spillage steps and the SDS review date. The AI can read an SDS or a product label and fill in the entry for you.
Common actions
- 1
Add a substance: Press "+ Add Substance". Fill in the Substance Name and as much else as you can. Press "Add".
- 2
Fill it in from an SDS: In the form, press "Upload SDS PDF". The AI reads the data sheet and fills in the empty fields, such as supplier, hazards, PPE, first aid and spillage. Check them, then save. The PDF is kept with the entry.
- 3
Fill it in from a label: Press "Take or upload photo" and photograph the product label. The AI reads what is printed and fills in what it can. Check it against the full SDS when you can.
- 4
Add many at once: Press "Bulk Upload" and drop in up to 50 SDS PDFs. Press "Extract", answer any duplicate questions, then press "Import". New entries need their location, department and quantity filling in.
- 5
Find an SDS online: In the AI Assistant, ask it to find an SDS for a product. If it finds the PDF on the supplier's own website, admins can press "Import to COSHH Register".
- 6
Approve a substance: Press "Approve" on its row. Choose when the SDS should next be reviewed, then press "Approve". Press "Unapprove" to take the approval off.
- 7
Find substances: Use the search box and the tabs: All, Approved, Incomplete, Unapproved and SDS Overdue. Use the department list to narrow it down.
- 8
Update several at once: Tick the substances you want, then press "Edit Selected" to set the location, department, quantity or SDS review date, or "Approve" to approve them all.
Statuses
An entry with no location, department or quantity shows "Needs completion". Once those are filled in it shows "Pending approval", and after approval "Approved".
Duplicates
You cannot add a substance with the same product code, or the same name and supplier, as one already in the register. If the name is the same with another supplier, or very close, you are warned and can press "Add anyway".
Entries made for you
When the AI check on an incident names a substance that is not in the register, it adds an entry for you to complete and approve.
Who can do what
Everyone can add, edit and approve entries. Only admins can delete an entry or import an SDS from the AI Assistant.
Your Records Score
The score is 60% from how many entries are approved and 40% from how many are complete. Complete means the name, supplier, hazard classification, PPE, exposure controls, first aid and spillage are all filled in. An empty register scores 0.
💡 Tip
The SDS upload gives the most complete entry, because it reads the whole data sheet. Use the label photo when you only have the container to hand. Whichever you use, check what the AI filled in before you save. HSE ACoP L5 recommends annual review. Shorten for high-risk substances.