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AI agent for health and safety specialists

PPE Fit Test and Issue Tracking Agent

No worker is doing work that needs PPE without a current fit test, training and issued equipment.

ComplianceRisk managementGovernment
See how it worksGet access
PPE Fit Test and Issue Tracking Agent: what goes in, what the agent does and what you get

What it does

Respirator fit tests, PPE training and equipment issue records all expire on different dates, and nobody notices until an audit. Every week the agent reads the worker roster with each person's hazards, and checks the fit test date, training record and last PPE issue for the PPE their work needs. It lists who is expired or expiring soon, picks available retest slots that fit each worker's shift, and drafts booking messages to workers and supervisors. After a slot, it checks that the worker attended and that the record was updated. If not, it rebooks and tells the supervisor. The specialist approves exceptions and any worker stood down from a task. Edge case: a worker with a new face shape change, such as weight change or dental work, needs a retest before the due date.

How it works

Follow the arrows from top to bottom. The orange dashed arrow is the loop: when a check fails, the agent goes back and tries again.

Start and resultWhat it doesA check on its own workWaits for your OKGoes back and retries
ApprovedYes, continueYes, continueNoNo 1 STARTS WHEN Weekly run 2 USES A TOOL Read the roster, hazards and PPE records 3 DOES Work out required PPE for each worker's hazards 4 DOES List workers expired or due within 30 days 5 DOES Find retest slots that fit each worker's shift 6 YOU APPROVE Specialist approves bookings and any exception 7 USES A TOOL Send booking messages to workers and supervisors 8 USES A TOOL After each slot read attendance and the updatedrecord 9 CHECKS THE RESULT Did the worker attend and is the record updated? If not: Rebook the worker, tell the supervisor and flagthe worker if within 7 days of expiry. Back to step 4. 10 CHECKS THE RESULT Is anyone expired and still assigned to PPE work? If not: Alert the specialist to stand the worker downuntil retested. Back to step 3. 11 RESULT Updated PPE status report
Read the steps as a list
  1. Weekly run
  2. Read the roster, hazards and PPE records
  3. Work out required PPE for each worker's hazards
  4. List workers expired or due within 30 days
  5. Find retest slots that fit each worker's shift
  6. Specialist approves bookings and any exceptionThe agent waits here for your OK.
  7. Send booking messages to workers and supervisors
  8. After each slot read attendance and the updated record
  9. Did the worker attend and is the record updated?If not: Rebook the worker, tell the supervisor and flag the worker if within 7 days of expiry. Back to step 4.
  10. Is anyone expired and still assigned to PPE work?If not: Alert the specialist to stand the worker down until retested. Back to step 3.
  11. Updated PPE status report

How it decides

It matches PPE needs by hazard to records and ranks workers by days left, with expired workers first.

  • Due within 30 days gets a booking
  • Expired means no PPE-dependent work
  • A reported change in face shape forces a retest
  • Training must match the PPE type

Make it yours

Every agent is a starting point. You choose these settings for your own situation.

  • Look-ahead days (default 30)
  • PPE types and renewal intervals
  • Retest slot rules
  • Who gets alerts
  • Exception approval list

What keeps you in control

It always asks you first

  • Specialist approves bookings and exceptions
  • Specialist approves stand-down decisions

Hard limits

  • Never decide that a worker is fit to work
  • Never edit a medical or fit test record
  • Never send worker details outside the safety team

It stops when

  • Done: everyone is current or booked with a confirmed slot
  • Stop: a worker is expired and working on a PPE task

Set it up

We guide you through the set-up, step by step

Members get the full set-up guide for this agent. No technical skills needed: you copy, paste and upload.

10 minto set it up in your AI
5 AIsChatGPT, Claude, Copilot, Gemini, Grok
  • One set of instructions to paste into your AI, with the clicks for ChatGPT, Claude, Microsoft 365 Copilot, Gemini and Grok
  • The agent then walks you through connecting your own data, one source at a time
  • A downloadable copy with the flow chart, the rules and the full guide
Get access to this agent

An example run

What happensThe agent finds 12 workers with fit tests due in 30 days and 2 already expired. It books 11 slots and the specialist approves. After the session 9 attended and 2 were absent, so it rebooks them and informs their supervisor. One expired worker is still on the rota for a spray task, so the agent alerts the specialist, who stands the worker down.

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