Running a lift truck operation isn’t just about compliance. It’s about people. It’s about making sure no one’s family gets the call no manager ever wants to make. It’s about frontline workers going home safe. Every shift. Every day.
And yet, with so many regulations, responsibilities, and risks, even experienced operations leaders can ask themselves: “Have we done enough?”
In this blog, we answer 10 questions that every safety-conscious leader must be able to answer – with confidence – before something goes wrong.
1. What are the rules around forklift training in the UK?
If you are an employer, you are responsible for ensuring your lift truck operators have received adequate training (Regulation 9 of the Provision and Use of Work Equipment Regulations 1998). Without the right training, for the right type of equipment, employees should not be authorised to operate on site.
Every lift truck operator in your operation must complete the three stages of forklift operator training. Basic Training, Specific Job Training and Familiarisation Training. Once training is complete, operators will receive a lift truck certificate and an Authorisation to Operate. (Many people refer to a forklift certificate as a forklift licence, but there is actually no such thing!)
Importantly, to demonstrate compliance, employers must keep the correct training records. In the event of an investigation or audit, these records need to be up to date, accurate, and easy to find. Utilising a digital solution like The Syndesi System can help, compared to messy filing cabinets or tricky spreadsheets.
2. How long is forklift training valid for?
Forklift training doesn’t technically expire. However, the Health and Safety Executive (HSE) recommends that operators complete lift truck refresher training/retesting every 3-5 years. But any near miss, change of role, or equipment upgrade could trigger the need to re-train.
If you have an RTITB lift truck operator qualification, registration with RTITB expires after three years. A refresher course is needed to maintain your registration. The Syndesi System contains all the data to automatically alert you when a refresher course is needed. What’s more, it can be tailored to the specific refresher period you have in your company.
Regular refresher training can help to remedy unsafe behaviours or correct bad habits. It is also helpful for operators who have not operated a truck in some time. The Syndesi System alerts companies when refresher training is due, helping keep operators on the job.
As well as traditional classroom/practical courses, forklift refresher eLearning is also an option.
3. How do you check what training a forklift operator has done?
As an employer, with legal responsibilities, it is important to know exactly what all your operators are qualified to do. This can be especially challenging on a large site, or across multiple locations.
For Basic operator training RTITB uses NORS (National Operator Registration Scheme) system, where you can verify an operator’s training.
For keeping on top of Specific Job and Familiarisation training records and operator observations, RTITB Accredited Partners can use The Syndesi System to digitally manage and keep track of what training has been delivered. With all information in a single platform (including the data from NORS, which goes directly into the Syndesi System too).
4. Which trucks is a forklift operator qualified for?
A lift truck operator should be trained for every piece of equipment they are required to operate. It should not be considered a ‘one size fits all’ approach. Significant differences in equipment require conversion training. For example, an operator trained on a diesel truck, may need additional training if they are required to use an electric machine.
With up-to-date training records, stored digitally in The Syndesi System, it is quick and simple to confirm what equipment an employee is qualified to operate. This can help you manage training plans. But it can also help you identify who has the correct training to help keep operations running during peak times, for example.
5. How do you record authorisation to operate?
What is an Authorisation to Operate? An Authorisation to Operate is granted by the employer when they are satisfied that the operator has completed the lift truck training they need. The three stages of training – Basic, Specific and Familiarisation. It demonstrates that an operator holds the skills and qualifications needed to operate a piece of equipment safely. To issue an authorisation to operate, the employer should have a clear record of all of the training that was completed, when, and on what type of machine.
The Authorisation to Operate can be recorded on paper or digitally and can cover multiple types or categories of equipment. Information it covers includes:
- Types/categories of equipment operator is authorised to use
- Any special limitations or conditions associated with the authorisation
- The areas of the company’s premises in which the operator is authorised to operate
Using the Syndesi System, an Authorisation to Operate request can be emailed to any manager or supervisor in a company for review and approval. The Authorisation is then available in the Syndesi dashboard for easy analysis. Users can log in to instantly see whether an operator has “Authorisation to Operate” or if Basic, Familiarisation, or Specific Job training has been completed.
6. Can you check a forklift authorisation to operate?
The Syndesi System can be used to capture all operators’ training records, safety observations, and Authorisation to Operate. With all the information in once place it is easy to refer to when needed. Users can simply log in and instantly see whether an operator has “Authorisation to Operate” a particular type of equipment. Or they can export a report detailing what they need to share within the business. Gaps can be identified instantly, helping prevent any unauthorised operators from using equipment, and supporting training plans.
7. Do forklift training records have to be printed?
Gone are the days of paper stuffed into huge filing cabinets! In this digital age, forklift training records no longer need to be printed. For instance, electronic ID cards for forklift operators have been available from RTITB since July 2021. And the TrainingFriend App is already used for creating and managing online training records for RTITB Accredited Partners. It can add records to both NORS and The Syndesi System with a single button click.
The Syndesi System digitalises the storage of materials handling equipment (MHE) operator training records from the moment they join your business and throughout their employment. For businesses with hundreds or thousands of lift truck operators, it is easy to keep track of the entire lift truck community. Going paperless also reduces environmental impact.
8. When are lift truck operator observations needed?
Regular observation doesn’t only tick a box. It helps to open up safety conversations and keeps safe practice front of mind. Observation assessments of lift truck operators should be carried out regularly (annually or bi-annually for example) by supervisors, according to Approved Code of Practice (AcoP) L117. It helps to ensure operators continue to operate lift trucks safely.
The Syndesi System helps to record observations and provides training and observation reminders. It alerts supervisors to any operator that is overdue for an observation. This helps to keep on top of important routine monitoring and assessment.
9. Are my forklift training records compliant?
Compliant lift truck training records can make a huge difference in the event of an incident. As well as heightening safety in your operation day-to-day. Here is a summary of what compliant training records should include.
However, the Syndesi System makes it even easier, prompting you to input and record the right information. It will even flag any instances where training records are missing. This gives you complete visibility of your training and peace of mind that nothing will be missed.
For a quick reference update on an operator’s training status, the Syndesi System incorporates a traffic light system. Red alerts the user that training has expired. Amber indicates there are more than 6 months to expiry. And Green shows that the operator’s status is OK.
10. What happens if I don’t use a system like The Syndesi System?
You might get lucky. But if something goes wrong, luck won’t cover you. Not when you’re facing an HSE investigation, legal action or prosecution, lost contractors or a workplace fatality that could have been prevented.
When the worst happens, you won’t wish for a better excuse – you’ll wish you had better visibility.
The Syndesi System is built for peace of mind
The Syndesi System isn’t just a tool. It’s a lifeline for teams who want to be proud of how they run their operation. It’s proven to deliver safety, competence, compliance – and most importantly, confidence.
Take the first step toward a safer, stronger operation and try it for yourself. Ask our team to learn more about The Syndesi System and to arrange a free demo or a short pilot.
Author: Laura Nelson, Managing Director, RTITB
Laura Nelson has worked with RTITB, the leading workplace transport training accreditation body, for more than 20 years. She has been Managing Director for 8 years.
Laura champions the development of innovative training programs, training quality standards, and software. She aims to empower the transport, warehousing, and logistics industries to achieve safety excellence.
Her approach to leadership reflects her belief in the importance of the RTITB mission to save lives.
Laura is a qualified Transport Manager and ISO9001 Lead Auditor. She has also completed Cranfield University’s Business Growth Program.
Connect with Laura on LinkedIn