Compliance Management for Petrol Stations
Handle fuel safety, environmental compliance, and forecourt operations with digital tools built for the fuel sector.
The Challenge
Petrol stations manage petroleum licensing compliance, DSEAR and fuel safety requirements, environmental protection (tank monitoring, spill prevention), age verification for multiple products (fuel, alcohol, tobacco), food safety if selling hot food, 24-hour operations, and multi-site coordination - combining hazardous materials management with retail and food service.
How Assistant Manager Solves Petrol Stations Compliance
Each module is designed to address the specific challenges petrol stations businesses face every day.
Checklist Management
Petrol stations combine hazardous materials management with retail and food operations - checklists must cover petroleum safety, environmental compliance, and retail standards across 24-hour operations
The Problems
Why This Matters for Petrol Stations
- Forecourt safety checks (pump equipment, emergency stops, fire equipment, spillage areas) should happen every shift change, but paper checklists go missing or are filled in retrospectively when petroleum officer visits
Cannot prove systematic safety management when petroleum license is reviewed, equipment faults go undetected leading to incidents, and enforcement action threatens trading
- Tank and interceptor monitoring is paper-based with inconsistent recording - meaning environmental compliance cannot be demonstrated and leak detection is delayed
Environment Agency finds inadequate tank monitoring, groundwater protection failures, and potential prosecution if contamination occurs
The Solution
How Checklist Management Helps
Forecourt-specific digital checklists covering fuel equipment safety, environmental monitoring, shop compliance, food safety (if applicable), and age-restricted product controls - with shift-based scheduling and photo evidence requirements
Every shift completes forecourt safety checks before trading, tank and environmental monitoring is logged consistently, and comprehensive petroleum licensing documentation is maintained
Use Cases:
- • Shift change forecourt safety checks (pumps, emergency stops, fire equipment)
- • Daily tank and interceptor monitoring with alerts
- • Shop opening procedures with age-restricted product compliance
- • Food safety checks for hot food counters (if applicable)
- • Car wash and jet wash equipment safety verification
- • Spill kit inspection and readiness checks
- • Security and CCTV system verification
- • Environmental compliance monitoring
Feature Screenshot
Checklist Management
Real-World Examples
Example 1: Forecourt safety checks (pump equipment, emergency stops, fire equipment, spillage areas) should happen every shift change, but paper checklists go missing or are filled in retrospectively when petroleum officer visits
Real Scenario
"Petroleum officer inspection discovers the emergency stop button has been inoperative for several days. Your shift safety checklist shows it was "tested and working" every shift - clearly not true. Investigation reveals checklists are routinely filled in at end of week rather than per shift. Your petroleum license conditions are reviewed and trading restrictions imposed pending improved safety systems."
Example 2: Tank and interceptor monitoring is paper-based with inconsistent recording - meaning environmental compliance cannot be demonstrated and leak detection is delayed
Real Scenario
"Environment Agency inspection asks for tank integrity test records and daily monitoring logs. Your paperwork is incomplete with gaps of several weeks. They inspect the interceptor and find it has not been maintained - it is full of debris and would not function during a spill. Enforcement notice issued requiring immediate remediation and improved monitoring systems."
Employee Scheduling
Petrol stations need 24/7 scheduling that enforces licensing compliance (cannot schedule unlicensed staff alone), ensures petroleum safety competence, and manages lone working risks across night shifts
The Problems
Why This Matters for Petrol Stations
- 24-hour operations require complex shift patterns covering nights and weekends, but scheduling on paper rotas does not track which staff hold personal licenses for alcohol sales or have completed petroleum safety training
Unlicensed staff are scheduled to work alone at night when they cannot legally authorize alcohol sales, untrained staff work forecourt without petroleum safety competence, and licensing breaches occur
- Lone working risk assessments require monitoring, but you have no system to track who is working alone, when, or whether required safety procedures (regular check-ins, panic alarms) are being followed
Staff work alone without proper safeguards, incidents occur with nobody available to help, and HSE finds inadequate lone working controls
The Solution
How Employee Scheduling Helps
Shift scheduling with automatic personal license verification, petroleum safety training checks, lone working identification, and Working Time Regulations monitoring for 24-hour operations
Only licensed staff are scheduled for roles requiring alcohol authorization, petroleum-trained staff always cover forecourt, and lone working is tracked with automatic safety checks
Use Cases:
- • Personal license holder verification before shift assignment
- • Petroleum safety training check before forecourt scheduling
- • Lone working identification and safety check scheduling
- • Night shift and weekend coverage planning
- • Multi-site scheduling for forecourt groups
- • Working Time Regulations compliance for night workers
- • Holiday and absence management across 24/7 patterns
- • Shift swap handling with automatic qualification checks
- • First aid certification tracking for shift coverage
Feature Screenshot
Employee Scheduling
Real-World Examples
Example 1: 24-hour operations require complex shift patterns covering nights and weekends, but scheduling on paper rotas does not track which staff hold personal licenses for alcohol sales or have completed petroleum safety training
Real Scenario
"Sunday night shift: the only staff member working has no personal license. A customer wants to buy alcohol. The staff member cannot legally authorize the sale but does so anyway to avoid conflict. Police test purchase occurs that same evening. Licensing breach discovered. Premises license is reviewed and conditions imposed."
Example 2: Lone working risk assessments require monitoring, but you have no system to track who is working alone, when, or whether required safety procedures (regular check-ins, panic alarms) are being followed
Real Scenario
"A night shift worker is threatened by an aggressive customer. She activates the panic alarm but the alarm monitoring company has no record of who should be on duty. They call the store - no answer. Police are dispatched but delayed because there is no information about how many staff should be present. The incident escalates before help arrives."
Time Clock & Attendance
Petrol stations with 24-hour operations need time tracking that prevents wage inflation, ensures night worker legal protections, and provides definitive records for incident investigations and insurance claims
The Problems
Why This Matters for Petrol Stations
- Staff clock in early for overtime or clock out late, buddy punching occurs (especially on night shifts when supervision is minimal), and you cannot prove who was actually on site during fuel spills or till discrepancies
Wage costs are inflated through time theft, you cannot verify who was present during incidents for investigation, and insurance claims are complicated by uncertain attendance records
- Night workers have specific legal protections under Working Time Regulations (health assessments, maximum hours), but without digital time tracking you cannot monitor compliance across shift patterns
Night workers exceed legal limits without anyone noticing, health assessment requirements are missed, and HSE enforcement action threatens operations
The Solution
How Time Clock & Attendance Helps
Digital clock in/out with location verification, night worker hours monitoring, automated health assessment reminders, and real-time visibility of who is on-site for lone working safety
Time theft eliminated through verified clock in/out, night worker compliance is automatically monitored, and incident investigations have definitive attendance records
Use Cases:
- • Clock in/out with location verification to prevent time theft
- • Buddy punching prevention through authentication
- • Night worker hours tracking and health assessment triggers
- • Real-time lone working visibility for safety monitoring
- • Working Time Regulations compliance for 24-hour operations
- • Accurate timesheet generation for weekly payroll
- • Overtime tracking and authorization
- • Attendance records for incident investigation and insurance
- • Break tracking for night shift workers
Feature Screenshot
Time Clock & Attendance
Real-World Examples
Example 1: Staff clock in early for overtime or clock out late, buddy punching occurs (especially on night shifts when supervision is minimal), and you cannot prove who was actually on site during fuel spills or till discrepancies
Real Scenario
"A drive-off incident (customer takes fuel without paying) occurs at 2 AM. CCTV review is required for insurance claim. Your staff log shows one person on duty, but it's unclear when they actually arrived or if they were away from the forecourt. Buddy punching investigation reveals the logged staff member was actually running late and had a colleague clock in for them - nobody was actually supervising the forecourt when the theft occurred."
Example 2: Night workers have specific legal protections under Working Time Regulations (health assessments, maximum hours), but without digital time tracking you cannot monitor compliance across shift patterns
Real Scenario
"HSE investigation following a night shift accident reveals the injured worker had been working predominantly night shifts for 8 months without a night worker health assessment, and regularly worked over 48 hours per week in breach of Working Time Regulations. Manual timesheets failed to identify the pattern. Prosecution follows."
Training & Development
Petrol stations must prove staff competence in fuel safety (petroleum licensing requirement), maintain food hygiene standards where applicable, and demonstrate robust age verification training for multiple product types
The Problems
Why This Matters for Petrol Stations
- Petroleum licensing requires staff to be trained in fuel safety, emergency procedures, DSEAR awareness, and environmental protection - but training is delivered verbally during induction and never documented or refreshed
Petroleum officer inspections find no evidence of staff competence, incidents reveal staff did not understand emergency procedures, and license conditions are imposed requiring training systems
- Food safety training for shop hot food counters, Challenge 25 training for age-restricted products, and personal license awareness training are all delivered once without refreshers, and certificates are not tracked
EHO finds expired food hygiene certificates, Trading Standards test purchases reveal inadequate age verification, and licensing visits uncover unlicensed staff authorizing alcohol sales
The Solution
How Training & Development Helps
Learning management system with mandatory petroleum safety modules, automatic certificate renewal tracking for food hygiene and personal licenses, Challenge 25 competency testing, and emergency procedure training
All forecourt staff complete petroleum safety training with documented evidence, food hygiene and age verification training stays current, and petroleum licensing inspections see comprehensive competence management
Use Cases:
- • Petroleum safety and DSEAR awareness training for all forecourt staff
- • Emergency procedure training (fuel spills, fires, evacuations)
- • Food hygiene Level 2 training and renewal tracking (where applicable)
- • Challenge 25 and age verification training with competency testing
- • Personal license holder awareness training for alcohol sales
- • Tank delivery acceptance procedures and safety training
- • Environmental protection and spill response training
- • Lone working safety training for night shifts
- • Customer service and conflict de-escalation
- • Card payment fraud prevention and till operation
Feature Screenshot
Training & Development
Real-World Examples
Example 1: Petroleum licensing requires staff to be trained in fuel safety, emergency procedures, DSEAR awareness, and environmental protection - but training is delivered verbally during induction and never documented or refreshed
Real Scenario
"A fuel spill occurs on the forecourt. Staff response is chaotic - they do not know spill kit location, fail to stop pump operations, and do not follow emergency procedures. Petroleum officer investigation asks for training records. You have no evidence that staff received spill response training. Emergency procedures poster on wall is deemed insufficient. Training requirements are written into license conditions."
Example 2: Food safety training for shop hot food counters, Challenge 25 training for age-restricted products, and personal license awareness training are all delivered once without refreshers, and certificates are not tracked
Real Scenario
"Trading Standards conducts multiple test purchases across your forecourt sites. Results: 40% failure rate on age verification for alcohol and tobacco. Investigation reveals Challenge 25 training was delivered 2 years ago with no refreshers, many staff have joined since then with no training, and there is no system to track competence. Licensing review threatens all sites."
HR Management
Petrol stations must demonstrate staff competence in fuel safety, maintain licensing compliance for age-restricted products, and have emergency information readily available for 24-hour operations
The Problems
Why This Matters for Petrol Stations
- Petroleum licensing requires evidence that all staff are competent and trained in fuel safety, but personnel records showing training completion, petroleum induction, and emergency procedure awareness are scattered paper files
Cannot demonstrate staff competence during petroleum license reviews, Right to Work documentation is missing or expired, and emergency contact information is not accessible during incidents
- Staff personal licenses for alcohol sales expire without renewal tracking, and you cannot quickly demonstrate which staff are legally permitted to authorize age-restricted sales
Unlicensed staff supervise alcohol sales in breach of licensing conditions, police inspections reveal gaps, and premises license is at risk
The Solution
How HR Management Helps
Centralized HR with petroleum safety training tracking, personal license management for alcohol sales, Right to Work compliance, and instant access to emergency contacts and competency records
Every staff member's petroleum safety training is documented and accessible, personal licenses are renewed before expiry, and petroleum officer inspections are handled confidently
Use Cases:
- • Petroleum safety induction tracking for all forecourt staff
- • DSEAR awareness and emergency procedure training records
- • Personal license holder tracking for alcohol sales areas
- • Right to Work document management with expiry alerts
- • Emergency contact information accessible 24/7
- • First aid certification tracking for shift coverage
- • Challenge 25 and age verification training records
- • Lone working authorization and monitoring
- • Holiday and absence management across shift patterns
Feature Screenshot
HR Management
Real-World Examples
Example 1: Petroleum licensing requires evidence that all staff are competent and trained in fuel safety, but personnel records showing training completion, petroleum induction, and emergency procedure awareness are scattered paper files
Real Scenario
"Petroleum officer inspection requests training records for all staff who work on forecourt. You have paper certificates in various locations - some in staff files, some in the site office, some missing. Officer finds several staff with no evidence of petroleum safety training. License review proceedings begin."
Example 2: Staff personal licenses for alcohol sales expire without renewal tracking, and you cannot quickly demonstrate which staff are legally permitted to authorize age-restricted sales
Real Scenario
"Police licensing inspection asks to see the list of personal license holders and verify they are current. Your records show 3 license holders but 2 have expired licenses. The inspection reveals the store has been operating with insufficient licensed supervision for months."
Risk Assessment
Petrol stations must maintain site-specific DSEAR assessments covering fuel storage and dispensing, plus standard risk assessments for customer areas, car wash, shop, and 24-hour security considerations
The Problems
Why This Matters for Petrol Stations
- DSEAR risk assessment is a generic template that does not reflect your actual forecourt layout, fuel storage configuration, or vapour management - making it worthless for demonstrating systematic risk management
Petroleum officer or HSE inspections find risk assessments bear no relation to site reality, you cannot prove systematic approach to hazardous substance management, and enforcement action follows
- Forecourt risks change frequently (new equipment, changed procedures, seasonal hazards) but risk assessments are never reviewed, and staff are unaware of current controls for hazards they face
Staff work without understanding current risk controls, incidents occur because assessments are outdated, and you cannot demonstrate dynamic risk management
The Solution
How Risk Assessment Helps
Site-specific DSEAR and forecourt risk assessments with photo evidence of actual layout, automatic review reminders when equipment or procedures change, and staff acknowledgment of controls
DSEAR assessments reflect your actual site configuration with photos, forecourt risks are regularly reviewed, and petroleum licensing inspections see comprehensive risk management
Use Cases:
- • DSEAR risk assessment for fuel storage and dispensing with site photos
- • Forecourt hazard assessment (vehicle movements, fuel spills, slip hazards)
- • Tank filling and delivery acceptance risk assessment
- • Car wash and jet wash equipment safety assessment
- • Lone working risk assessment for night shifts
- • Manual handling assessment for stock delivery and storage
- • Violence and aggression risk assessment for customer-facing staff
- • Environmental risk assessment (groundwater protection, vapour emissions)
- • Emergency scenario planning (fuel spills, fires, medical emergencies)
Feature Screenshot
Risk Assessment
Real-World Examples
Example 1: DSEAR risk assessment is a generic template that does not reflect your actual forecourt layout, fuel storage configuration, or vapour management - making it worthless for demonstrating systematic risk management
Real Scenario
"HSE inspection following a fuel spill incident. Your DSEAR risk assessment is a downloaded template mentioning "underground storage tanks" but your site has above-ground tanks. It discusses "zoning" but the zones shown do not match your actual site. HSE concludes you have not properly assessed your specific risks. Improvement notice issued."
Example 2: Forecourt risks change frequently (new equipment, changed procedures, seasonal hazards) but risk assessments are never reviewed, and staff are unaware of current controls for hazards they face
Real Scenario
"A staff member is injured using the jet wash pressure washer. Investigation reveals the equipment was replaced 6 months ago with a higher-pressure model, but the risk assessment still references the old unit and control measures. Staff were never briefed on the new hazards."
Accident & Incident Records
Petrol stations need incident recording that covers fuel safety events, environmental incidents, customer and staff injuries, security issues, and near-miss learning - all critical for petroleum licensing compliance
The Problems
Why This Matters for Petrol Stations
- Fuel spills, vehicle collisions on forecourt, customer slips, and staff injuries are recorded minimally in an accident book with no photos, no environmental monitoring records, and no follow-up documentation
Cannot defend insurance claims due to poor evidence, environmental incidents are not properly investigated, RIDDOR reporting is missed, and patterns of hazardous events go unnoticed
- Near-miss incidents (emergency stop activations, spill kit deployments, vapour alarms, vehicle collisions avoided) are not recorded, preventing learning and pattern identification
Serious incidents occur that were predictable from near-miss patterns, petroleum licensing reviews find no evidence of incident learning, and insurance premiums increase
The Solution
How Accident & Incident Records Helps
Mobile incident reporting with fuel spill logging, photo evidence of forecourt incidents, automatic environmental incident assessment, RIDDOR determination, and near-miss tracking
Every fuel spill is documented with photos and actions taken, near-misses inform preventive maintenance, and petroleum licensing inspections see systematic incident management
Use Cases:
- • Fuel spill incident recording with photo evidence and cleanup documentation
- • Forecourt vehicle collision and near-miss logging
- • Customer slip, trip, and fall incidents with immediate photo capture
- • Staff injury reporting with RIDDOR automatic determination
- • Emergency stop activation incident logging
- • Vapour alarm activation and environmental incident recording
- • Security incident documentation (drive-offs, theft, aggression)
- • Equipment failure recording (pumps, car wash, payment systems)
- • Near-miss reporting for preventive action
- • Environmental incident reporting to authorities
Feature Screenshot
Accident & Incident Records
Real-World Examples
Example 1: Fuel spills, vehicle collisions on forecourt, customer slips, and staff injuries are recorded minimally in an accident book with no photos, no environmental monitoring records, and no follow-up documentation
Real Scenario
"A customer claims they were overcome by fuel vapours while filling their car and suffered respiratory issues. They sue 12 months later. Your accident book has no record of the incident, no witness statements, no environmental monitoring at the time, and no evidence of vapour recovery system checks. You cannot defend the claim."
Example 2: Near-miss incidents (emergency stop activations, spill kit deployments, vapour alarms, vehicle collisions avoided) are not recorded, preventing learning and pattern identification
Real Scenario
"A serious fuel spill occurs requiring fire service attendance and evacuation. Investigation reveals the forecourt drainage had been slowly deteriorating for weeks, with multiple minor spills not draining properly. Staff had noticed but never formally reported these near-misses because "nothing serious happened." The major incident was entirely preventable."
COSHH Assessments
Petrol stations handle hazardous substances from petroleum products to car wash chemicals - COSHH compliance is fundamental to petroleum licensing, staff safety, and environmental protection
The Problems
Why This Matters for Petrol Stations
- Fuel (hazardous substance under COSHH), cleaning chemicals for forecourt and shop, car wash chemicals, and degreasers are all used without proper COSHH assessments or Safety Data Sheets
Staff suffer chemical exposures, HSE inspections find no COSHH management for hazardous substances including petroleum products, and you cannot prove safe systems of work
- Car wash chemicals change suppliers frequently (seeking better pricing), but new products are introduced without COSHH assessment, and staff are unaware of changing hazards
Staff exposed to incompatible chemicals or unknown hazards, equipment damaged by unsuitable products, and no documentation for HSE review
The Solution
How COSHH Assessments Helps
COSHH assessment management including petroleum products, automatic Safety Data Sheet retrieval for car wash and cleaning chemicals, forecourt-specific chemical registers, and exposure control tracking
Fuel handling has proper COSHH assessment and controls, all car wash and cleaning chemicals have Safety Data Sheets, and HSE inspections see comprehensive chemical management
Use Cases:
- • Petroleum products COSHH assessment (fuel, additives) with exposure controls
- • Fuel spill cleanup chemical assessment (absorbents, neutralizers)
- • Car wash chemical COSHH assessments with compatibility verification
- • Forecourt cleaning chemical assessment (oil removers, degreasers)
- • Shop cleaning product safety assessments
- • Toilet and restroom chemical COSHH management
- • Store-wide chemical register for emergency services access
- • Staff training records on chemical handling by location
- • PPE requirement tracking for chemical tasks
- • Safety Data Sheet library accessible 24/7
Feature Screenshot
COSHH Assessments
Real-World Examples
Example 1: Fuel (hazardous substance under COSHH), cleaning chemicals for forecourt and shop, car wash chemicals, and degreasers are all used without proper COSHH assessments or Safety Data Sheets
Real Scenario
"A staff member cleaning up a fuel spill develops a severe skin reaction. HSE investigation reveals no COSHH assessment for petroleum products, no training on exposure prevention, inadequate PPE provision, and no health surveillance. Staff were treating fuel spills like "spilled water" rather than as a hazardous substance requiring controls."
Example 2: Car wash chemicals change suppliers frequently (seeking better pricing), but new products are introduced without COSHH assessment, and staff are unaware of changing hazards
Real Scenario
"Car wash attendant suffers chemical burns when mixing two cleaning products that turned out to be incompatible. Investigation reveals the car wash operator changed suppliers last month, new products arrived without Safety Data Sheets, no COSHH assessments were completed, and staff were told to "use the same way as before." Neither product was compatible with the existing chemical feeders."
Results Petrol Stations Businesses Achieve
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