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The WHS checklist forms provide templates for employees to assess their working environment and identify potential workplace health and safety concerns, whether they're working in the office or from home.
The two Forms cover workstation ergonomics, workplace conditions, equipment safety, emergency procedures, and employee wellbeing. Employees can use the relevant checklist to record their working conditions and identify matters requiring follow-up.
Download one or both Form templates and import them into FYI. You can then customise the checklists to suit your practice's WHS requirements before making them available to employees as Internal Forms.
What's included in the WHS checklist forms?
Two WHS checklist templates are available, depending on the employee's working environment. Expand the sections below for more information about each Form.
WHS checklist form (office)
The Office WHS checklist allows employees to assess their office workstation, workplace conditions, safety procedures, and wellbeing. The Form includes employee details, six assessment areas, additional concerns, and a staff declaration.
Workstation and ergonomics
Assess the employee's workstation setup, including:
- Chair and desk suitability.
- Monitor position and height.
- Keyboard and mouse positioning.
- Laptop equipment and workstation accessories.
- Opportunities to change position and move throughout the working day.
These questions help employees identify workstation arrangements that may require adjustment.
Workplace environment
Review the conditions of the office working environment, including:
- Lighting and screen glare.
- Noise levels.
- Temperature.
- Ventilation and air quality.
Employees can use their responses to identify environmental conditions affecting comfort or safety.
Walkways, storage and housekeeping
Assess the condition and organisation of the office, including:
- Walkways and emergency exits being clear of obstructions.
- Potential trip hazards.
- Floor conditions.
- Safe storage arrangements.
- Safe handling and storage of heavy items.
These questions help identify housekeeping concerns and hazards that may require follow-up.
Manual handling and equipment
Review workplace equipment and manual handling practices, including:
- Lifting and moving items safely.
- Equipment condition.
- Electrical leads and cables.
- Power boards and electrical outlets.
Employees can identify equipment or manual handling concerns requiring review.
Emergency procedures and first aid
Assess awareness of workplace emergency and incident procedures, including:
- Evacuation procedures.
- Emergency exits.
- First aid arrangements.
- Incident and hazard reporting procedures.
The checklist helps identify where employees may need additional information about workplace emergency procedures.
Workplace health and wellbeing
Collect information about working arrangements and employee wellbeing, including:
- Workload and breaks.
- Clarity of role expectations.
- Opportunities to raise workplace concerns.
- Workplace behaviour.
- Awareness of available wellbeing support services.
These questions help employees communicate concerns affecting their health and wellbeing at work.
The Office checklist also includes an Additional Concerns section for employees to identify other hazards or request equipment or workplace adjustments, followed by a Staff Declaration.
WHS checklist form (work from home)
The Work from home WHS checklist allows employees to assess their home working environment, equipment, working arrangements, and emergency readiness.
Employee and work location details
Collect information about the employee and their remote working location, including:
- Employee Name.
- Department or Team.
- Primary Work Location.
- Mobile Number.
These details identify the employee and the work location being assessed.
Home environment and safety
Assess the safety and suitability of the home working environment, including:
- A suitable work area.
- Potential trip hazards.
- Lighting and ventilation.
- Temperature and access to amenities.
- Safe exits and security arrangements.
- Electrical equipment and safety.
These questions help employees identify potential hazards in their home working environment.
Workstation and ergonomics
Review the suitability of the employee's home workstation, including:
- Desk and chair suitability.
- Lumbar support.
- Leg room.
- Available work surface.
- Positioning of frequently used equipment.
The checklist helps employees assess whether their workstation supports comfortable working arrangements.
Computer equipment
Assess the positioning and suitability of computer equipment, including:
- Keyboard positioning.
- Mouse positioning.
- Monitor positioning.
These questions help employees identify adjustments that may improve their working setup.
Working arrangements and wellbeing
Collect information about the employee's working arrangements and wellbeing, including:
- Communication with managers and colleagues.
- Working hours.
- Regular breaks.
- Disconnecting from work outside working hours.
- Access to wellbeing support.
These questions help employees review the suitability of their remote working arrangements and identify concerns requiring discussion.
Emergency readiness
Assess the employee's readiness to respond to emergencies while working from home, including:
- Emergency communication arrangements.
- First aid supplies.
- Smoke detectors.
- Incident reporting procedures.
The checklist helps employees consider how they would respond to an emergency at their remote work location.
The Work from home checklist uses Yes/No questions to help employees assess the suitability and safety of their remote working arrangements.
Importing the WHS checklist forms
Download the Office and Work from home WHS checklist forms using the files attached at the bottom of this article.
You can import either or both templates into FYI, depending on your practice's working arrangements. Refer to Managing form templates for instructions on importing a Form template.
What's next?
After importing the WHS checklist forms, review the templates and customise them to suit your practice's workplace health and safety procedures.
Reviewing the Form templates
Review the assessment questions in both templates to ensure they reflect your practice's working environments, equipment, and WHS procedures:
- Office checklist: review the workstation, office environment, equipment, emergency procedures, and wellbeing questions.
- Work from home checklist: review the home environment, workstation, computer equipment, working arrangements, and emergency readiness questions.
- Update the templates where necessary to reflect your practice's requirements for reporting hazards, requesting equipment or adjustments, and following up on identified concerns.
For more information on editing Form fields and configuration, refer to Creating templates for Forms.
When you've finished reviewing and customising the templates, ensure the Filing Status is set to Active. Refer to Managing form templates for instructions on updating the templates.
Creating and submitting an Internal Form
Once the templates are ready, employees can create an Internal Form using the WHS checklist relevant to their working location.
To create an Internal Form, select + and then Form, choose the relevant Client and WHS checklist template, confirm the filing details, and select Create.
Employees can complete the Form from the Form Preview drawer or select Open External to complete it in a separate browser tab. Select Save to retain changes before closing the Form.
When the employee has finished completing the assessment, they can select Submit. The Form Workflow Status automatically changes to Submitted.
Refer to Creating and submitting internal forms for detailed instructions.
Reviewing WHS checklist submissions
After an employee submits a WHS checklist, the relevant manager or WHS coordinator can review the responses and identify any reported hazards, equipment concerns, or workplace adjustments requiring attention.
Review the assessment and arrange any follow-up activities according to your practice's WHS procedures. This may include discussing concerns with the employee, arranging equipment adjustments, or coordinating further assessment.
Keep a record of any actions taken and ensure identified concerns are followed up by the appropriate team members.
Important: Completing a WHS checklist helps identify and report potential hazards. Submitting the Form doesn't automatically resolve reported concerns, establish workplace compliance, or replace any additional risk assessment required by your practice's WHS procedures.
Automating employee form submissions
Employee Forms created in the Employee Documents space don't appear in the All Documents list and therefore can't be used to trigger Automations based on Document Views.
To automate employee Form submissions, create the Form against an internal Client instead of the Employee Documents space. You can then create a Document View that filters by the internal Client, the relevant Form, and a Workflow Status of Submitted. Use this View as a Documents - View Filter in an Automation Process to trigger actions when matching submissions are identified. For example, use the Create Task step to assign follow-up Tasks to the relevant Users or User Roles, or configure other actions required by your practice's internal workflow.
For WHS checklists, this could include creating a Task for a manager or WHS coordinator to review a submitted assessment and follow up on identified hazards or requested workplace adjustments.