Gather Registers -> Read Due Dates -> Flag Due Soon -> Alert Owner -> Update Board

Statutory Safety Test and Certificate Agent

The agent holds a single register of every statutory safety test and certificate the plant is required to keep, each with its due date and current status. It reads the underlying registers for pressure vessels, boilers, relief valve testing, lifting tackle, fire hydrants and licenses, and raises due-soon and overdue alerts before a legal date passes. When a certificate is missing from the document store, it flags that too, and it keeps an audit-ready status board for when the inspector arrives.

The Problem

The inspector is booked for Tuesday. The due dates live on one person's laptop.

The safety relief valve test slipped because the only record was a colour-coded tab in a spreadsheet that one engineer kept, and he was on leave when the date came up. The plant ran for six weeks on a valve that was past its statutory test before anyone noticed. Then the factory inspector schedules a visit and the team spends two days hunting through emails and drawers for certificates that may or may not exist. Nobody can say, in one place, what is due, what is overdue, and what is missing.

What Changes

One live board that says what is due, what is overdue, and what is missing

The agent reads every statutory register the plant keeps and builds one list with the test, its legal frequency, the last done date, the next due date and the status. It watches those dates and sends due-soon and overdue alerts to a named owner well before the deadline, and it flags any certificate that is missing from the document store. Before an inspection, the status board is already current, so the scramble is gone.

Humans stay in control: the agent tracks and alerts, and the SHE officer books the tests and confirms each certificate is on file.

HOW THE AGENT WORKS

TRIGGERLLMAPIDECISIONACTIONWAIT

TRIGGERDaily Schedule RunsFires once a day to review every statutory test and certificate.

APIRead All RegistersPulls the pressure vessel, boiler, relief valve, lifting, fire and license registers into one working list.

APICheck Document StoreLooks up the document store to confirm a certificate file exists for each completed test.

LLMCompute Status Per ItemFor each item, works out days to due, sets status to OK, due-soon, overdue or missing-certificate, and writes a one-line reason.

DECISIONAny Due Soon Or Overdue

ACTIONUpdate Status BoardWrites the current status for every item to the audit-ready board.

LLMDraft Owner AlertsGroups the due-soon, overdue and missing items by owner and drafts a short alert for each.

ACTIONSend Reminders And CalendarSends the grouped alerts to the reminders channel and writes due-date events to the calendar.

The agent does not book the tests or sign off the certificates. Your SHE officer does. The agent takes away the private spreadsheet and the pre-inspection scramble.

HOW TO BUILD IT

Three levels of depth. Pick the one that matches where you are.

For the ops person who needs to understand what's involved and brief their team.

Statutory RegistersTests, dates, certificates

The AgentWorkflow engine + LLM

SHE OfficerReviews and books tests

WHAT YOUR TEAM PROVIDES ONCE

Test registers - the list of statutory tests the plant must keep
Legal frequency - how often each test is required by law
Certificates - the signed proof each test was done, in the document store
Owner list - who is responsible for booking each test
Reminders channel - where due-soon and overdue alerts are sent

What happens day-to-day: once a day the agent reads every register, works out what is due soon, overdue or missing a certificate, updates the status board, and sends each owner a short alert with due-date entries on the calendar. Nothing legal passes quietly. The SHE officer books the tests and confirms the certificates are filed.

For the IT person or technical lead who needs to scope the integration.

INQUIRY SOURCES

A consolidated register of statutory tests, either a spreadsheet or an EHS module, one row per test with frequency and last done date.

A document store holding the signed certificate files, named or tagged so they can be matched to a test.

An owner mapping that ties each test to a responsible person and a reminders channel.

WORKFLOW ENGINE (N8N)

Wake on the daily schedule.

Read every register row into one working list.

Check the document store for a matching certificate per completed test.

Compute days to due and set a status per item with a short reason.

Branch on whether any item is due-soon, overdue, or missing a certificate.

Group the flagged items by owner and draft each alert.

Update the status board, send the alerts, and write calendar events.

CONNECTS TO

Consolidated register (Excel / Google Sheets / EHS module like Cority or Enablon)Read: test, frequency, last done date. Write: computed status and next due date.

Document store (SharePoint / Google Drive / DMS)Read: certificate files and their dates. Write: none.

Reminders channel (Email / Microsoft Teams)Read: none. Write: due-soon, overdue and missing-certificate alerts by owner.

Calendar (Outlook / Google Calendar)Read: existing test events. Write: due-date events for each upcoming test.

WITHOUT PMS API

Without live access the agent works from a CSV export of the register and a folder listing of certificates. It runs on a schedule against the last export, and someone refreshes the file and forwards the alerts by hand, so some steps are manual.

WITH PMS API

With live access to the register, document store and calendar the agent runs every day, keeps the status board current, and writes reminders and events without anyone touching a file. The board is ready the moment an inspector calls. Best experience.

For the person who wants to build this agent step by step. Each node below maps to an n8n workflow node.

TRIGGERNode 1

Cron - daily run

Schedule node set to run once each morning before the shift starts.

Output: { run_date }

APINode 2

Read Sheet - load the register

Read the consolidated register into rows with test, category, frequency and last done date.

Output: { items: [ { id, test, category, frequency_months, last_done } ] }

APINode 3

List Files - check certificates

List the document store folder and match a certificate file to each item by id or name.

Output: { certs: [ { id, has_cert, cert_date } ] }

LLMNode 4

LLM - status per item

Pass the merged items with run_date and the due-soon window, get a status and reason per item.

Output: { results: [ { id, test, next_due, status, days_to_due, reason } ] }

You are a statutory compliance tracker for a chemical plant. For each item you get the test, its frequency in months, the last done date, whether a certificate is on file, and the run date.

Run date: {run_date}
Due-soon window days: {due_soon_days}
Items: {items_json}

For each item compute next_due as last_done plus frequency_months. Set status to OVERDUE if next_due is before run_date, DUE_SOON if next_due is within the window, MISSING_CERT if the test is done but no certificate is on file, else OK. Give a one line reason and days_to_due.

Respond ONLY with valid JSON. No explanation.

INPUT

Run date 2026-08-18, window 30 days. Item: relief valve RV-207, frequency 12 months, last done 2025-09-01, has_cert true.

OUTPUT

{"results": [{"id": "RV-207", "test": "safety relief valve test", "next_due": "2026-09-01", "status": "DUE_SOON", "days_to_due": 14, "reason": "Next test due 2026-09-01, 14 days from the run date, inside the 30 day window."}]}

DECISIONNode 5

IF - anything flagged

Route flagged items to the alert branch, always update the board.

Output: true to alerts, false to board-only

ACTIONNode 6

Write - board, alerts, calendar

Write status back to the board, send grouped alerts to the reminders channel, and create calendar events for next_due dates.

Output: { board_updated: true, alerts_sent, events_created }

MVP vs Advanced — Where To Start

MVP — START HERE

One register sheet as the source
Compute next due from frequency
Flag overdue and due soon
Daily email to one owner
Write status back to the sheet
A simple read-only status board

ADVANCED — ADD LATER

=+ Match certificates in a document store
=+ Route alerts per named owner
=+ Write due dates to a shared calendar
=+ Escalate overdue items after no action
=+ Inspector-ready export on demand
=+ Track test history per asset

Full Video Walkthrough Coming Soon

Watch the agent surface a relief valve test that is two weeks from its legal date.

Everything on this page is free to learn.

When you're ready to build — do it yourself or bring us in.

Book a call to scope this

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Frequently asked questions

Statutory Safety Test and Certificate Agent is an AI agent that keeps one live list of every statutory test and its due date.

The inspector is booked for Tuesday. The due dates live on one person's laptop. The Statutory Safety Test and Certificate Agent addresses this: keeps one live list of every statutory test and its due date.

No. Your team stays in control. The agent does not book the tests or sign off the certificates. Your SHE officer does. The agent takes away the private spreadsheet and the pre-inspection scramble.

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