This document is provided as general guidance only and does not constitute legal, safety, or compliance advice. See the Important Notice at the end of this document.

This document provides guidance on pre-use and end-use checks for pitch grow lighting equipment. It has been written with the schedules of professional football clubs in mind, and applies equally to equipment used on the stadium pitch and training ground facilities.

For consistency, this document uses unit to refer to each individual lighting rig or mobile lighting bank. Checks described here are visual and operational only and do not replace inspection or repair by a competent electrical person. Where a defect involves electrical components, cabling, or any safety-critical system, the equipment should be assessed by a competent person before it is returned to service.

The Typical Equipment Cycle

At a professional football club, grow lighting equipment is typically deployed on non-match days to supplement natural light and support pitch recovery. This creates a natural check cycle that fits around the fixture schedule:

Equipment deployed: a pre-use check is completed before lights are positioned on the pitch
Grow lights active: equipment in use on the stadium pitch or training ground
Equipment stored: an end-use check is completed before lights are packed away ahead of a match day

On match days, equipment remains in storage and no routine checks are required, provided equipment remains undisturbed following a completed end-use check. The end-use check completed before storage serves as a confirmed baseline for the next deployment.

During the summer close season, when equipment may be stored for several weeks or months without use, a full inspection should be completed before equipment is returned to service. This should include a thorough visual check of all cables, plugs, connectors, lenses, and structural components, a full operational test, and confirmation that PAT testing is current given the outdoor high-moisture environment. Where units have integral lifting or winching mechanisms, LOLER (Lifting Operations and Lifting Equipment Regulations) requires a thorough examination by a competent person at intervals of 6 to 12 months. The resulting certificate should be uploaded to the asset record in Toolminder. Toolminder can be configured to schedule seasonal inspections and notify the appropriate person when they are due.

Training grounds included. This guidance covers all grow lighting equipment across your organisation: both the stadium pitch and any training ground facilities. Each location and its associated assets can be configured separately within Toolminder.

Pre-Use Check

A pre-use check should be completed each time grow lighting equipment is deployed. In Toolminder, open the asset by scanning its RFID tag or barcode (this confirms you are physically present with the correct unit), then tap Pre-Use Check to begin. Checks are typically completed in 2-3 minutes per unit where no issues are found.

Do not deploy equipment with a safety-critical defect. Any unit with damaged cables, exposed conductors, cracked lenses, missing IP-rated connector seals, or any fault affecting electrical safety should be taken out of service immediately and assessed by a competent person before further use.

Electrical & Cable Checks

Cable insulation intact, with no cuts, crushing, abrasion, or exposed conductors along the full cable length
Plug condition: no bent pins, burn marks, overheating discolouration, or cracking to the plug body
IP-rated connector seals intact: no missing, perished, or displaced sealing rings on weatherproof connectors
No evidence of water ingress to the unit body, connector housing, or control panel
RCD or inline protection device present and functional where applicable. Test before first use of the day
Cables routed safely: no trip hazards across walkways or areas used by grounds machinery; no cables laid across high-traffic pitch areas where mowing equipment could strike them

Structural & Mechanical Checks

Unit frame, supports, and mounting points visually intact, with no cracks, deformation, or missing fixings
Where units are wheeled or motorised: tyres inflated to manufacturer specification and in good condition (a flat or under-inflated tyre can cause rig instability on the pitch surface)
Unit stable and correctly positioned, not leaning or at risk of toppling, particularly on cambered or uneven surfaces
Units moved and positioned using designated handling points only, not dragged by cables or lifted from lamp housings
Where units have emergency stop or movement controls: confirm emergency stop is functional and all drive controls respond correctly before operation

Lens, Lamp & UV Safety

Lamp housing and lens or LED cover intact, with no cracks or breaks (broken glass on a professional pitch is a serious player safety hazard)
UV shielding glass or diffuser intact. This is particularly important on HID or HPS units which emit high levels of UV radiation
Staff performing operational checks on HID or HPS units should wear UV-rated eyewear. Do not look directly at illuminated lamps without appropriate PPE
Ventilation louvers and cooling fan intakes free from debris and grass clippings. Blockages create a fire risk during operation

Operational Check & Weather

Unit powers on correctly: lamps illuminate, cooling fans run audibly, and no fault indicators or error codes are displayed
Do not deploy in unsafe weather conditions. Units should not be operated in heavy rain, standing water, or frost unless confirmed as suitable for such conditions by the manufacturer
In high wind conditions, confirm unit is adequately anchored or weighted and stable before leaving unattended on the pitch
Any failed task prompts a reason for failure and supporting photos. Raise a service job immediately within the app
Use the observations field to note early signs of wear before failure occurs. Proactive reporting prevents unplanned downtime
Digital sign-off captured within the app if required by your organisation

End-Use Check

An end-use check should be completed each time grow lighting equipment is packed away. Open the asset in Toolminder and tap End-Use Check to work through the guided process.

Condition & Damage Checks

Confirm no damage has occurred during the period of use: cables, connectors, lens, housing, and frame all visually checked
Lens and lamp cover integrity confirmed. Any cracked or broken glass or LED cover should be logged as a defect before the unit is stored; broken glass should be cleared from the pitch immediately
Cables coiled without strain or sharp bends and connectors capped or sealed for storage
Any defects recorded with notes and photos before equipment is stored. Raise a service job if a fault requires follow-up before next deployment

Heat & Storage Preparation

Allow units to cool sufficiently before storing. Do not cover or enclose a unit that is still generating heat
Clear grass clippings, debris, and organic matter from heat sinks, cooling fans, and ventilation louvers before storage. Accumulated debris is a fire risk on next startup
Equipment stored in a designated, dry, secure location, not exposed to the elements or in an area at risk of flooding or frost damage
Units not stacked in a way that places strain on lamp housings, lenses, or cable exits
Check saved instantly to the asset history, visible to supervisors in real time, providing a clean timestamped baseline for the next deployment

Why This Approach Works for Football Clubs

Fits your schedule

Checks only happen when equipment moves, never on match days. No disruption to matchday operations.

Quick & practical. Designed for mobile use with simple pass/fail responses. Completable in minutes per unit, in the field, with gloves or in low light.

Team handover. End-use records tell the next crew exactly what condition equipment was left in. No guesswork between shifts.

Full audit trail

Every check is digitally logged with date, time, operator, photos, and outcome. Fully auditable at any point, ready for HSE spot checks or insurance reviews.

Liability protection. End-use checks prove equipment condition going into storage. Clear evidence if any damage or issue arises between deployments.

Multi-site ready. Covers the stadium pitch and training ground in one place. Assets at each location managed and reported on separately within Toolminder.

Common Situations

All tasks pass

Mark each task as Pass, add any observations if relevant, and the check is complete. Equipment is confirmed in good condition and ready for use or storage.

A fault or defect is found

Mark the relevant task as Fail and document the issue clearly in the Reason for Failure field, with photos where possible. Raise a service job within Toolminder so the fault is formally logged and actioned before next use. Any unit with a safety-critical defect, particularly involving electrical components, cabling, or structural integrity, should be taken out of service immediately and assessed by a competent person before further use.

End-use not completed before next deployment

If a previous operator's end-use check is outstanding, an orange banner will display when the next pre-use check is opened. You can still proceed with your own pre-use check, but extra care should be taken, as the condition of the unit since its last use is unknown. The system records the outstanding end-use and your supervisor can review the asset history.

Setting Up Grow Lighting Assets in Toolminder

Toolminder can be configured with your club's specific grow lighting assets and check templates, covering both the stadium pitch and training ground. Asset records, check tasks, and notification settings are all customisable to your organisation's requirements. Contact your Toolminder representative to get set up.

Important Notice

This document is intended as general guidance only and does not constitute legal, safety, or compliance advice. It does not replace any statutory obligations, manufacturer instructions, or the requirements of relevant legislation including PUWER or LOLER where applicable. Organisations are responsible for determining appropriate inspection intervals and procedures for their own equipment and circumstances. Earlsmere Limited accepts no liability for any loss or damage arising from reliance on this document.

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