How to manage PPE, deliveries and stock per employee

The PPE management It forms part of the day-to-day work of industrial companies, construction firms, cleaning services, maintenance firms and other sectors where personal protective equipment is used.

The challenge is not simply a matter of delivering materials. It is also necessary to know what equipment has been delivered, who received it, when the delivery took place, which requests are still outstanding, and whether there is sufficient stock.

When this information is managed using loose sheets of paper, messages or manual records, duplicates, errors and a lack of visibility can occur. A centralised process allows you to track requests, deliveries, stock levels and history on a per-employee basis.

What is PPE management?

The management of personal protective equipment involves recording and monitoring requests, approvals, issue, returns, adjustments and stock levels of equipment within the company.

This process makes it possible to find out which equipment is available, what items have been allocated to each person and which requests are still pending.

What information should be recorded?

A PPE management process should set out the information required to review each request and issue clearly.

• Type of equipment requested.
• Applicant.
• Date of application.
• Quantity requested.
• Date and quantity delivered.
• Application status.
• Stock available.
• Validation Manager.
• Centre, department or post, where applicable.
• Transaction history by employee.

The clearer the information recorded is, the easier it will be to check deliveries, resolve issues and keep the stock up to date.

How to manage PPE requests and deliveries

Not all teams are managed in the same way. Some companies carry out regular deliveries, whilst others organise them by role, site, restocking, spoilage or specific need.

A common workflow allows:

• To know what materials each person needs.
• Check whether there is stock available.
• Check the orders before making the delivery.
• Monitor the materials that have been requested and are still outstanding.
• Avoid duplicate deliveries.
• Keep a record of who receives each piece of equipment.
• View each employee’s record.

In this way, the delivery is no longer an isolated action but becomes part of a traceable and verifiable process.

Stock control and stock reconciliation

Keeping track of PPE stock helps to prevent last-minute deliveries and shortages when an employee needs it.

To keep the stock up to date, it is advisable to record:

• Opening stock.
• Receipts of goods.
• Outgoings linked to deliveries.
• Units allocated to each employee.
• Refunds, where applicable.
• Inventory adjustments.
• Items that are on back order or pending delivery.

When stock levels are not up to date, the company may approve orders without having sufficient stock available, or realise too late that there is a shortage of materials.

Procedure for requesting and issuing PPE

A straightforward workflow ensures that staff and managers know what they need to do at all times.

1. The employee or manager records the request.
2. The type of PPE and the quantity required are identified.
3. Stock availability is checked.
4. The person responsible approves or rejects the application.
5. The delivery of the goods is recorded.
6. The stock is updated automatically or through a stock-taking exercise.
7. The transaction is recorded in the employee’s record.

This procedure provides greater transparency and ensures that deliveries are not solely reliant on paper records or informal communications.

Spreadsheet for managing PPE, deliveries and stock

Common mistakes when managing PPE

The most common errors occur when requests and deliveries are handled manually or without a shared record.

• Record deliveries on paper only.
• Do not update stock levels after every transaction.
• Do not link the material to specific employees.
• Failure to record the date or the quantity delivered.
• Failure to distinguish between requested, approved, delivered and pending material.
• Making deliveries without checking stock levels.
• There is no transaction history per person.

When this happens, checking the condition of the goods or preparing new deliveries takes longer and increases the risk of errors.

How to improve the management of deliveries and stock

To improve management, the company should establish a standardised process for requesting, validating, delivering and processing the materials.

• Centralise PPE requests.
• Identify those responsible for validation.
• Check stock levels before approving a delivery.
• Record each delivery by employee.
• Update the receipts, payments and adjustments.
• Keep a record of requests and deliveries.
• Check for any discrepancies in stock levels on a regular basis.

This enables managers and teams to work with up-to-date information and minimise errors in day-to-day management.

In Spain, the selection, use and maintenance of personal protective equipment are subject to specific requirements. You can consult the Official information from the INSST on personal protective equipment.

How to manage PPE with Staffy

Staffy enables you to manage PPE requests, deliveries and stock levels within a centralised request workflow.

With EPI’s management system, you can:

• Check the available stock.
• Manage requests based on recorded stock levels.
• Validate requests in accordance with the defined workflow.
• Record deliveries by employee.
• Check the status of each application.
• Keep a record of orders and deliveries.

In this way, the company can find out what materials have been requested, what has been delivered and what is still outstanding.

Frequently asked questions about PPE management

What is PPE management?

It involves the management of requests, approvals, deliveries, stock levels and the history of personal protective equipment used within the company.

Can the material be viewed on a per-employee basis?

Yes. Requests and deliveries can be linked to each individual so that they can view the materials they have received, are still awaiting, or have requested.

Does PPE management help to control stock levels?

Yes. It allows you to record receipts, issues, deliveries, adjustments and available stock.

Who is responsible for checking that PPE has been delivered?

It depends on each company’s internal procedures. A line manager, the health and safety department, HR, administration or another authorised person may be involved.

Why is it a good idea to keep a record?

The history log allows you to check which items were requested and delivered, the dates, the quantities and the people associated with each transaction.