---
title: "Personal Protective Equipment"
url: "https://docs.4hse.com/guides/prevention-actions/ppe-management"
description: "Management, inventory, and delivery of PPE in 4HSE, including equipment and recipients."
---

# Personal Protective Equipment

The following instructions refer to adding a single PPE item. If you need to upload multiple devices at once, you can use the **bulk import** feature via `.csv` (Excel) file by clicking the “Import” button.

## How to Add a Single PPE Item

[Section titled “How to Add a Single PPE Item”](#how-to-add-a-single-ppe-item)

1.  From the office menu, select **PPE**.
2.  Click the **New** button at the top left. You will then be asked to choose the **insertion type** for the PPE:

-   **Copy:** Select this option to duplicate an existing PPE and modify it.
-   **New PPE:** Choose this option to configure a PPE from scratch. In this example, we will proceed by adding a **New PPE**.

3.  Fill in the required fields: **name**, **description**, **category**, **type**, and **intended use**. Fields marked with a red asterisk are **mandatory**.
4.  Click **Save** to complete the insertion.

![PPE Management - Adding](/_astro/ppe-management-1.BpyucELc_Z1QRTYm.webp)

## Inventory of an Existing PPE

[Section titled “Inventory of an Existing PPE”](#inventory-of-an-existing-ppe)

If the PPE has already been added and you want to add it to the inventory to manage its specifics (quantity, expiration, etc.):

1.  From the menu, select **PPE Inventory**.
2.  Click **New** and then the “**Select**” button to find and choose the device you want to inventory.
3.  Enter the additional required data (such as quantity, expiration, etc.) and click **Save**.

![adding new inventory](/_astro/ppe-management-1a.CGBT1cQV_Qfjfv.webp)

## Determining Prescriptions

[Section titled “Determining Prescriptions”](#determining-prescriptions)

Scrolling through the actions menu, locate the area dedicated to Personal Protection. The menu is divided into two sections:

-   PPE Prescriptions
-   PPE Deliveries

**Prescriptions** define which PPE will be assigned to workers, while **deliveries** correspond to the register of when the PPE was physically **delivered**, including the quantity handed out and the list of recipients.

**Note:** To determine Prescriptions, it is essential that the devices have been previously registered in the material resources.

Once the devices are registered in the material resources, you can proceed with configuring the **Prescriptions**:

1.  From the **Actions** menu, under **Personal Protection**, select **PPE Prescriptions**.
2.  Click the **New** icon. At this point, you can choose the **insertion type** for the allocation:

-   **New:** Choose this option to create a completely new allocation.
-   **Copy from:** Select this option to duplicate an existing PPE allocation and modify it. In this example, we will proceed with **New**.

3.  In the **Name** field, enter the name of the device to assign.
4.  Select the PPE from the list of available material resources by clicking on \***Select**.
5.  Click **Save** to complete the insertion.

![ppe prescriptions](/_astro/ppe-management-2.DyvL1aBP_2sbP6k.webp)

## Assigning PPE Recipients

[Section titled “Assigning PPE Recipients”](#assigning-ppe-recipients)

1.  Select the row corresponding to the PPE name. At the bottom of the screen, the **detail** window will open automatically.

The first tab displays the previously entered information: here you can edit or add new data if necessary. The next tab, **Recipients**, allows managing the **recipients** of this PPE allocation.

2.  Click the **New** button to assign the PPE to people. A registration window will open where you can select the allocation recipients.

Recipients are added with one of the following statuses:

-   **New** – PPE has not yet been delivered;
-   **Valid** – PPE is currently valid;
-   **Expired** – PPE has expired and needs replacement.

![adding recipients](/_astro/ppe-management-3.XPNivkws_Z1ChQdx.webp)

## Associating Resources to the PPE

[Section titled “Associating Resources to the PPE”](#associating-resources-to-the-ppe)

The **Requested by** tab allows you to associate the PPE with contexts where the device’s use is required to mitigate a risk. Specifically, you can link:

-   Tasks
-   Roles
-   Equipment
-   Environments
-   Substances
-   Work phases

1.  Select the item of interest and click **Next**. A complete list of available elements for association will be displayed. Select the desired ones and confirm by clicking **Confirm**.
    
2.  Once the operation status shows **Completed**, click **Finish** to conclude.
    

The **Requested by** tab will then be populated with all the resources where the use of this PPE is required as a risk mitigation measure.

* * *

## PPE Delivery

[Section titled “PPE Delivery”](#ppe-delivery)

### 1\. Creating a Delivery

[Section titled “1. Creating a Delivery”](#1-creating-a-delivery)

1.  Go to the **PPE Deliveries** menu and click **New**.
2.  Select the **PPE allocation** for which you want to register the delivery and click **Save**.
3.  Fill in the delivery details:

-   **Delivery date**
-   (Optional) **Time slot** and **location**

4.  Indicate the **notification recipients**:

-   If recipients were already associated with the allocation, they will be proposed automatically.
-   You can add others by clicking **Add (+)** and selecting **people** or **roles** from the organizational chart.
-   After selection, click **Save**.

Clicking the created delivery row opens the **Details menu** at the bottom, showing all information related to the allocation and delivery.

![creating a delivery](/_astro/ppe-management-4.DBYjWiI5_Z1FVXt9.webp)

### 2\. Assigning Devices to People

[Section titled “2. Assigning Devices to People”](#2-assigning-devices-to-people)

1.  Click **New** in the **Recipients** tab.
2.  All people previously associated with the allocation will be listed.
3.  Select the people to whom you want to **deliver the PPE** and click **Save**.

The initial status for each recipient will be **To be completed**.

### 3\. Recording the Delivery Outcome

[Section titled “3. Recording the Delivery Outcome”](#3-recording-the-delivery-outcome)

The delivery outcome can be recorded in two ways: **single** or **bulk**.

#### Single Mode

[Section titled “Single Mode”](#single-mode)

-   Click the
    
    icon or **double-click** on the person’s name to open the detail window.
-   Select the **delivery outcome** (e.g., `Passed`, indicating successful delivery).
-   (Optional) Check the **W (warning)** box to highlight those needing attention.
-   Edit, if necessary:
-   **Start validity date**
-   **End validity date**
-   Associate the PPE with the **inventory** if the device is registered.
-   Specify the quantity delivered. The default is 1, but you can modify it if needed. The delivered device quantity will automatically update the available quantity in the inventory once the delivery certificate is issued.

You can then proceed in two ways:

-   **Save** to keep the option to modify data later.
-   Or click the **rosette icon** to **issue the delivery certificate**.

#### Bulk Mode

[Section titled “Bulk Mode”](#bulk-mode)

-   From the **Recipients** tab toolbar, click **Guided procedures** and select **Bulk edit**.
-   The list of all recipients will be shown.
-   Click the **status badge** to change it to `Passed` (equivalent to delivered).
-   (Optional) Check the **W (warning)** box to highlight those needing attention.
-   When finished, click **Confirm** to save all changes.
-   In bulk mode, the number of devices delivered is always 1 per recipient.

From the guided procedures, you can also issue delivery certificates for all recipients who passed delivery using the **Bulk certificate creation** tool.

![bulk editing registrations](/_astro/ppe-management-6.CI6lC6jH_1hpAsD.webp)

## Printing the Delivery Certificate

[Section titled “Printing the Delivery Certificate”](#printing-the-delivery-certificate)

To open the **certificate printing** tool, click the blue icon representing the certificate. A window will open allowing you to verify and edit, if necessary, the data to be included on the certificate. These include:

-   Recipient’s **name**
-   The **action type**, automatically associated with the PPE allocation
-   The **issue date**, which can be modified or kept as previously entered
-   The **expiration date**, automatically inherited from the inventory if the PPE is registered, or manually editable if not registered

![delivery certificate detail](/_astro/ppe-management-8.BL-eCM-t_1BCkxL.webp)

1.  Verify all data accuracy and proceed with printing the certificate by clicking the **printer icon** button.
    
2.  Select the desired **template** and click **Save**. You can then choose to print the certificate or generate a file in **PDF**, **HTML**, or **Word** format.
    
3.  Archive the document in the office folder or save it locally on your PC for personal management.
    

## Multiple PPE delivery

[Section titled “Multiple PPE delivery”](#multiple-ppe-delivery)

In addition to the standard flow via the **PPE Deliveries** menu, a guided procedure is available to record the delivery of several PPE items to a single worker in a single operation. It is intended for cases where a worker receives multiple equipment at the same time (e.g. onboarding, role change or PPE wear). It is useful to track multiple deliveries and to produce a **delivery record** signed by the worker that acts as the delivery receipt.

The procedure runs in **two steps**: in the first you select and configure what to deliver; in the second you review the final record and collect the recipient’s signature.

### Starting the procedure

[Section titled “Starting the procedure”](#starting-the-procedure)

1.  Open the **Worker** detail page.
2.  From the toolbar, click the **Wizards** menu and select **Multiple PPE Delivery**.

![Starting Multiple PPE Delivery from the Wizards menu](/_astro/ppe-multi-delivery-1.B0n-Blj5_Z1mjTGA.webp)

### Step 1 — Selecting the allocations

[Section titled “Step 1 — Selecting the allocations”](#step-1--selecting-the-allocations)

A window opens with the table of **PPE allocations** currently active for the worker. Each row has the following columns:

-   **Action code** and **Action name** of the allocation
-   **Last certificate release** date, if any
-   **Last certificate expiry** date, if any
-   **Status** of the allocation (New, Valid, Expiring, Expired)
-   **Inventory** — dropdown of the available inventory entries (with remaining quantity in brackets). If the action is not linked to a specific PPE inventory entry, a free text field is available to provide an indication
-   **Expiry date** of the new certificate — pre-filled with the due date of the inventory item selected or, if missing, computed from the allocation validity; editable
-   **Qty** — number of items delivered for that allocation (default 1)
-   **Return** — tick if, together with the delivery of the new PPE, the previously held PPE is being handed back

Below the table a free **Notes** field is available; it will be reported read-only on the final record.

For each allocation you want to deliver:

1.  Tick the **checkbox** in the first column of the row: the editable fields of the row become enabled.
2.  Verify or edit the inventory entry, the expiry date and the quantity.
3.  If the delivery is a return, tick **Return**.

![Step 1 — Allocations table with per-row enabled fields](/_astro/ppe-multi-delivery-2.sTizL05b_Zc7o1P.webp)

When done, click **Save** in the toolbar to move to Step 2.

### Step 2 — Final record and signature

[Section titled “Step 2 — Final record and signature”](#step-2--final-record-and-signature)

Step 2 shows the **delivery record** to be signed by the recipient. The record contains:

-   title and introduction of the record
-   summary of the performed deliveries and any notes
-   dedicated space for the recipient’s **signature**

Once the signature has been placed, clicking **Save** again:

1.  A prompt asks in which folder of the 4HSE filesystem to save the signed delivery document, which can be printed later.
2.  On confirmation, the record is saved as an attachment and, for each selected allocation, 4HSE automatically creates:
    -   a **delivery certificate**, with today’s issue date and the expiry indicated on the row
    -   the link from the certificate to the **PPE allocation**
    -   the **signed delivery record** attached to the produced certificates
3.  If the delivery is linked to an inventory entry, the stock is automatically decremented based on the indicated quantity.

![Step 2 — Final record with summary table and signature](/_astro/ppe-multi-delivery-3.CBcKt2Js_Z1z5XWz.webp)

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