Schools face unique health and safety challenges, from fire safety and first aid compliance to risk assessments for school trips and staff wellbeing management. With strict UK regulations, schools need reliable Health & Safety Management Software to ensure compliance, prevent incidents, and streamline safety processes.
In this guide, we review the 5 best health & safety software solutions for schools in the UK in 2025, including one platform built specifically for educational institutions.
Helpful summary
Overview: This article reviews the 5 best health & safety management software solutions for schools in the UK in 2025, highlighting their features, limitations, and suitability for school environments. It explains how the right software can streamline compliance, prevent incidents, and enhance staff and student safety.
Why trust us: Evalu-8 EHS is designed specifically for UK schools, ensuring compliance with strict health & safety regulations while providing risk assessments, staff fatigue tracking, fire safety automation, and student safety reporting in one easy-to-use system.
Why it matters: Schools must comply with UK health & safety laws while managing risks associated with fire safety, school trips, hazardous materials, and staff wellbeing. The right software helps schools stay compliant, reduce risks, and automate critical safety processes.
Action points: Schools should invest in purpose-built health & safety software to automate risk assessments, track incidents, and monitor staff wellbeing. Evalu-8 EHS offers fire safety tracking, school trip risk assessments, and digital compliance tools to make health & safety management easier.
Further research: Learn how Evalu-8 EHS can transform school safety management with real-time incident reporting, mobile risk assessments, and staff wellbeing tracking. Book a free demo to see how it works in your school.
1. Safesmart
Safesmart’s Smartlog® platform is a cloud-based compliance management system designed to help schools and academies manage key aspects of health and safety—particularly in relation to risk assessments, fire safety, and facilities checks. It’s been adopted widely across UK schools due to its education-first approach and ease of use.
For schools needing to digitise their health and safety documentation and stay on top of routine checks, Smartlog® offers a practical starting point. It covers many core features schools are looking for—like general risk assessments, accident logs, asset tracking, and e-learning. However, it’s worth noting that Smartlog’s primary strength lies in fire safety and premises management, and while it includes a risk assessment builder, its functionality is more focused on compliance recording than proactive risk management.
For schools wanting a fully integrated EHS platform—linking risk to COSHH, training, RAMS, and wider health and safety strategy—SafeSmart might require additional tools, which increases admin burden and the chance of siloed data.
Core features
Pre-built risk assessment templates – Offers a library of editable templates suited to school environments, such as playgrounds, classrooms, trips, and manual handling.
Online risk assessment builder – Allows staff to create and store digital risk assessments with assigned owners and review dates.
Audit trail & version control – Risk assessments are logged with date stamps, user details, and version histories for tracking.
Fire risk assessments – Dedicated templates for fire safety, fire drills, and evacuation plans with reminders for reviews.
Incident & accident logging – Record near misses or accidents involving pupils, staff, or visitors, with investigation notes and follow-up actions.
Advanced features
Checks and tests scheduler – Automate routine safety checks (e.g. fire extinguishers, lighting, legionella testing) with reminders and logs.
Asset register – Keep a record of school equipment and infrastructure, along with maintenance dates and renewal tasks.
CPD-accredited e-learning courses – Staff can complete health and safety training online, covering topics like fire safety, first aid awareness, and safeguarding.
Premises management dashboard – See upcoming tasks, overdue actions, and compliance status in one central view.
Audit reports for governors & Ofsted – Generate reports that show compliance status and documentation in preparation for inspections.
Constraints & functionality gaps
- Not a fully integrated EHS system: While Smartlog® covers key compliance areas, it’s not built as a complete EHS platform. Risk assessments are not dynamically linked to training records, COSHH assessments, or RAMS, which means staff may need to manage these processes separately.
- Limited custom risk scoring: The risk assessment module uses simple risk rating scales, but doesn’t support more advanced features like pre/post-control scoring, dynamic risk registers, or automated prioritisation of high-risk areas.
- No contractor or parent portal: There’s no way for external users (e.g. contractors or trip volunteers) to self-access risk documents or sign off digitally. Documents need to be exported and shared manually.
Pricing
SafeSmart does not publish its full pricing model publicly, but is generally offered as an annual subscription based on:
School size (number of pupils or staff)
Modules selected (e.g. training, asset management, risk assessments)
Support and setup are included, and many schools purchase Smartlog® through local authority agreements or MAT-wide deals.
Schools can expect to pay in the region of £1,000–£3,000 per year, depending on the scale of implementation.
Pros & cons
Pros
Well-established in the education sector with school-specific templates
Covers core compliance tasks like fire safety, accident logging, and premises checks
CPD-certified e-learning helps support staff training
Intuitive for site managers and school business leaders
Audit reports can support Ofsted and governance
Cons
Not a full EHS platform—limited integration between modules
Risk assessments are static and not linked to wider safety data
No mobile app for on-site risk assessments or checks
Lacks contractor access or self-service for external users
No COSHH or RAMS integration in the same workflow
Why SafeSmart is a great option for schools
SafeSmart is a reliable and school-friendly platform for managing routine health and safety tasks. It’s especially strong when it comes to premises checks, fire safety, and staff e-learning—which makes it a good option for schools focused on staying compliant and reducing admin around inspections.
It works well for schools that want to digitise traditional paper-based processes and provide evidence for Ofsted, but may not offer enough flexibility for larger schools or MATs looking to centralise all aspects of EHS in one place.
If your school or trust is focused on core compliance and safety visibility, SafeSmart is a solid choice—but for a more strategic, connected approach to health and safety, you may eventually need a broader platform.
2. RAMS App
RAMS App is a web-based platform designed to help businesses produce professional Risk Assessments and Method Statements (RAMS) quickly and efficiently. While it’s used by various sectors—including trades, facilities management, and construction—it’s not built specifically with schools in mind. That said, smaller education settings may find its simplicity appealing.
The tool is focused solely on RAMS documentation, with no integration into other key health and safety areas such as training, COSHH, incidents, audits, or premises checks. This means that for schools looking for a full EHS platform, RAMS App will likely require additional software to handle the wider responsibilities of school compliance—leading to duplicated work, data silos, and more manual oversight.
For those who just need a quick way to produce RAMS for external contractors or events, it can be a short-term fix—but for whole-school safety management, it’s not a full solution.
Core features
Risk assessment builder – Create task-based or site-based risk assessments using a simple online form with dropdowns and editable fields.
RAMS document generation – Combine risk assessments and method statements into a single professional document with your school’s logo and branding.
Template library – Access pre-written content for common school-related tasks (e.g. maintenance work, cleaning, simple site projects) and edit as needed.
Digital sharing – Share RAMS with contractors or staff by email or downloadable PDF.
Document history – Track and store past RAMS documents for future use or auditing.
Advanced features
Sign-off tracking – Capture digital acknowledgements from staff or contractors to show they’ve reviewed the risk assessment.
Custom risk matrix – Assign risk levels and residual risk using a colour-coded scale for each hazard.
Branded output – Add the school’s name, logo, and contact details to generate polished, professional documents.
Simple version management – Save templates or copy previous RAMS for quick updates and repeat use.
Constraints & functionality gaps
Not built for schools: RAMS App is designed for small businesses and trades. It doesn’t account for the broader needs of schools—such as behaviour-related risk, safeguarding incidents, pupil supervision risks, or curriculum-linked activities.
Standalone tool: There’s no integration with other EHS functions, meaning COSHH, incidents, training records, site checks, or policies must be managed separately. This can lead to data duplication and missed links between safety processes.
No live task tracking or action management: RAMS are static documents. There’s no way to assign follow-up tasks, review dates, or corrective actions within the system.
Not suited for multi-site schools or trusts: There’s no user hierarchy or oversight structure to manage multiple locations, staff types, or trust-level reporting—making it harder to scale for academies or larger secondaries.
Limited customisation for complex risks: While basic risks can be entered, there’s no support for visuals, diagrams, complex risk scoring, or integration with dynamic audits and inspections.
Pricing
RAMS App is competitively priced with small businesses in mind:
From £30–£50 per month for small users (single site).
Business plans range from £95–£150+ per month, depending on user count and additional features.
Pricing is simple and predictable, but remember: you may need to buy or maintain other tools to manage training, COSHH, assets, or incidents alongside.
Pros & cons
Pros
Quick and easy to use with minimal training
Pre-built templates save time for common tasks
Great for generating professional RAMS for contractors or events
Affordable pricing for small sites or occasional users
Cons
Standalone tool—not suitable as a full EHS platform
No support for COSHH, incidents, audits, or training logs
Doesn’t scale well for MATs or multi-site schools
Not tailored to school-specific risk profiles
No mobile app or live tracking of safety actions
Why RAMS App might be a good option for schools
For small schools, nurseries, or site teams that simply need to produce basic RAMS for one-off jobs or low-risk maintenance tasks, RAMS App can be a helpful tool. It’s quick, clear, and gets the job done without fuss.
However, for schools or trusts looking for joined-up safety management, RAMS App lacks the tools needed to monitor risks across people, places, and processes. It doesn’t connect to your staff training, pupil safety records, incident logs, or COSHH register—so it’s best viewed as a basic document builder, not a full EHS system.
3. HandsHQ
Summary
HandsHQÂ offers a streamlined, cloud-based platform primarily designed for creating professional Risk Assessments and Method Statements (RAMS). While it has gained traction in high-risk industries such as construction and engineering, its applicability in the educational sector, particularly for UK schools, is limited. The platform focuses on simplifying the RAMS creation process but does not encompass the broader spectrum of Environment, Health, and Safety (EHS) management functionalities. Consequently, schools seeking a comprehensive EHS solution may find HandsHQ lacking in areas such as incident reporting, COSHH management, and training tracking.
Core features
RAMS creation: Facilitates the development of site-specific RAMS documents through an intuitive interface and an extensive content library.Â
COSHH assessments: Enables the creation of Control of Substances Hazardous to Health (COSHH) assessments, aiding in the management of hazardous materials. ​
Customisable templates: Offers templates that can be tailored to specific tasks or projects, ensuring consistency and professionalism in documentation. ​
Digital signatures and approval workflows: Supports electronic approvals, streamlining the sign-off process for RAMS documents.
Advanced features
Training register: Provides a module for managing staff training records, including tracking certifications and scheduling renewals. ​
Integration with eLearning providers: Allows for the booking and management of online training courses through partnerships with providers like iHASCO.
Mobile accessibility: Being cloud-based, the platform is accessible from various devices, facilitating on-the-go access to RAMS documents.
Constraints & functionality gaps
Limited EHS scope: HandsHQ focuses primarily on RAMS and training management, lacking modules for incident reporting, audit management, and equipment maintenance—key components for a holistic EHS approach in schools.​
Not tailored for educational settings: The platform is designed with high-risk industries in mind, and may not address school-specific requirements such as safeguarding, student behaviour incidents, or field trip assessments.​
Standalone nature: As a specialised tool, HandsHQ does not integrate seamlessly with other school management systems, potentially leading to data silos and duplicated efforts.
Pricing
HandsHQ offers its services at approximately £2,500 per unit per year, with additional costs for modules like the Training Register. While this pricing is competitive within industrial sectors, schools must assess whether the platform’s limited scope justifies the investment, especially when additional tools may be required to cover all EHS aspects.​
Pros & cons
Pros
User-friendly interface: Simplifies the creation of RAMS documents, reducing administrative burden.​
Professional documentation: Produces consistent and polished RAMS, enhancing the school’s professionalism
Training management: Offers tools to track and manage staff training, ensuring compliance with certification requirements.
Cons
Narrow focus: Concentrates mainly on RAMS and training, omitting other critical EHS functions necessary for schools.​
Industry-specific design: Tailored for construction and similar industries, making it less adaptable to the unique needs of educational institutions.​
Integration challenges: Lacks integration with broader school management systems, which could lead to fragmented data management.
Why HandsHQ might be a considerable option
For UK schools that primarily require a tool for generating professional RAMS documents and managing staff training records, HandsHQ presents a viable solution. Its ease of use and focus on documentation quality can assist schools in meeting specific compliance requirements. However, for institutions seeking an all-encompassing EHS platform that integrates various safety and compliance functions, HandsHQ’s limited scope may necessitate the adoption of additional systems, potentially complicating overall safety management.
4. VelocityEHS
VelocityEHS offers the Accelerate® Platform, a fully integrated Environment, Health, and Safety (EHS) solution designed to streamline workplace safety and risk management. While it has been widely adopted across various industries, its applicability within the UK educational sector requires careful consideration. The platform provides a range of features, including risk analysis, incident management, and chemical management. However, its focus is primarily on industrial and corporate environments, which may not align seamlessly with the unique requirements of schools. Therefore, UK schools seeking a comprehensive EHS solution should assess whether VelocityEHS meets their specific needs or if additional tools are necessary to address potential gaps.​
Core features
Risk analysis: Facilitates the identification and assessment of workplace hazards, enabling the development of effective control measures. ​
Incident management: Allows for thorough investigation of incidents, risk assessment, and root cause analysis to generate effective corrective actions. ​
Chemical management: Simplifies tracking, labeling, managing, and reporting on hazardous materials, aiding in compliance with safety regulations. ​
Operational risk management: Provides tools to proactively identify, assess, and eliminate operational risks, enhancing overall safety.
Advanced features
Ergonomics solutions: Offers AI-driven ergonomics software to manage workplace ergonomics, aiming to prevent musculoskeletal disorders. ​
ESG management: Supports Environmental, Social, and Governance (ESG) initiatives, aligning with sustainability goals and regulatory compliance. ​
Contractor safety & permit to work: Enhances control over hazardous work activities through permit-to-work and contractor management tools.
Constraints & functionality gaps
Industry-specific design: VelocityEHS is tailored more towards industrial and corporate environments, which may not fully address the specific needs of educational institutions, such as student safety protocols and classroom-specific hazards.​
Complexity for smaller organisations: The comprehensive nature of the platform might be overwhelming for smaller schools with limited resources, potentially leading to underutilisation of features.​
Pricing transparency: Detailed pricing information is not readily available, necessitating direct contact with the vendor to obtain cost specifics, which can be a barrier for schools during the decision-making process.
Pricing
VelocityEHS operates on a subscription-based pricing model, offering both yearly and monthly options. Specific pricing details are not publicly disclosed and require direct inquiry with the vendor. Schools must consider whether the investment aligns with their budget constraints and if the platform’s features justify the cost.​
Pros & cons
Pros
Comprehensive EHS solution: Offers a wide array of features that cover various aspects of EHS management, potentially reducing the need for multiple disparate systems.​
Integrated platform: The Accelerate® Platform provides seamless integration of different EHS modules, enhancing user experience and data coherence.​
Advanced risk management tools: Includes sophisticated tools for risk analysis and incident management, aiding in proactive hazard mitigation.
Cons
Limited focus on educational sector: The platform’s design and features may not be fully aligned with the specific requirements of schools, such as managing student-related incidents or educational trip assessments.
Potential overcomplexity: The extensive feature set might be more than what is necessary for schools, leading to a steep learning curve and possible underutilisation.
Unclear pricing structure: Lack of transparent pricing information can complicate the evaluation process for budget-conscious educational institutions.
Why VelocityEHS might be a good option
For UK schools that require a robust and integrated EHS platform capable of managing various safety and compliance aspects, VelocityEHS presents a viable option. Its comprehensive suite of tools can centralise EHS management, potentially improving efficiency and compliance. However, schools must carefully assess whether the platform’s industry-focused design aligns with their unique needs and whether the investment is justified given their specific requirements. Engaging in a thorough consultation with VelocityEHS representatives and requesting a tailored demonstration can aid in determining the platform’s suitability for the educational environment.​
The best solution for schools: Evalu-8 EHS
Unlike the others, Evalu-8 EHS is a fully integrated health & safety system designed to meet the unique needs of UK schools. It provides:
- Fire safety & compliance tracking
- Automated risk assessments & school trip safety
- Staff wellbeing & fatigue monitoring
- Incident & student safety reporting
- COSHH & hazardous material management
Evalu-8 EHS ensures full compliance with UK school safety regulations while making health & safety easy to manage for school administrators, facility managers, and teachers.
Core features
- Risk assessment & school trip safety – Customisable risk assessments tailored for field trips, PE lessons, science labs, and more.
- Automated fire safety compliance – Tracks fire drills, alarms, and evacuation procedures.
- Incident & near-miss reporting – Logs incidents involving students, staff, or visitors with full audit tracking.
- Staff wellbeing & fatigue monitoring – Helps schools track teacher stress levels and prevent burnout.
- Asset & equipment safety tracking – Monitors playground equipment, lab machinery, and maintenance schedules.
Advanced features
- Automated risk review reminders – Alerts staff when risk assessments need updating.
- eSignatures for compliance approvals – Digital approvals for fire safety, audits, and risk documentation.
- Mobile access for on-the-Go Safety Checks – Allows teachers to complete risk assessments from their phones.
Constraints and functionality gaps
No contractor portal (yet) – Contractors cannot yet self-access RAMS or safety documents through the system. However, PDF exports and sharing links are available.
No POWRA tool – There’s currently no dedicated Point of Work Risk Assessment tool for dynamic or last-minute site-based assessments, though this is in development.
Custom document styling – Risk assessment and report layouts follow a standard format. Schools wanting heavily branded or stylised documentation may find this limiting.
Pricing
Evalu-8 EHS is priced to be accessible for schools of all sizes:
From £1.25 per user per month for the core EHS platform, including risk assessments, incident reporting, asset tracking, training logs, and more.
Schools can also scale usage as their needs grow—making it ideal for both individual schools and MATs.
Pros & cons
Pros
All-in-one safety management system—no need for multiple tools
Intuitive design for non-technical users, including site staff and SLT
Strong audit trails and accountability tracking for incidents and assessments
Affordable pricing for schools and academies
Real-time visibility across teams and multiple sites
UK-based support team with education experience
Cons
No external contractor access for RAMS (yet)
No offline mode for mobile (browser access only)
Why Evalu-8 EHS is the best option for UK schools
Schools don’t just need risk assessments—they need a simple, joined-up way to manage everything from COSHH and accidents to asset checks and training records. Evalu-8 EHS brings all of this together in one place, reducing admin time, helping schools stay inspection-ready, and giving leadership the peace of mind that compliance is covered.
Whether you’re a single-form entry primary, a large secondary school, or part of a growing trust, Evalu-8 gives you the tools to manage safety proactively and professionally—without relying on disconnected systems or manual workarounds.
FAQs about health & safety software for schools
Schools have legal obligations to track fire safety, risk assessments, student incidents, and compliance tasks. Software helps automate these processes and reduce risk.
✅ Fire safety & compliance tracking
✅ Risk assessments for trips & lessons
✅ Incident & accident reporting
✅ Staff wellbeing & fatigue monitoring
✅ Equipment & maintenance safety tracking
Costs vary. Evalu-8 EHS offers transparent pricing tailored to your school’s needs.
Yes! It automates compliance tracking to ensure schools pass HSE inspections
It’s the only school-specific EHS platform that integrates safety, compliance, and wellbeing tracking in one easy-to-use system.
💡 Ready to improve safety in your school? Book a free Evalu-8 EHS demo today!
