Competent Person Requirement Calculator

Formula Used

This tool combines two ideas: (1) whether selected activities explicitly call for a competent person, and (2) a workload-based minimum staffing estimate.

inspection_points = Σ(activity_points × work_areas)
usable_minutes = shift_hours × 60 × 0.55
points_per_cp_per_shift = floor(usable_minutes ÷ minutes_per_point)
cp_by_workload = ceil((inspection_points × shifts) ÷ points_per_cp_per_shift)
cp_by_crews = ceil(crews ÷ 2)
recommended_competent_persons = max(1, cp_by_workload, cp_by_crews)

The 55% availability factor accounts for coaching, corrections, and documentation.

How to Use This Calculator

Select your jurisdiction and the activities being performed.
Enter how many crews, work areas, and shifts are active.
For excavations and fall protection, answer the detailed questions.
Adjust minutes per inspection point to match site complexity.
Press Calculate to view requirements and download reports.

Example Data Table

Scenario	Activities	Crews	Areas	Shifts	Minutes/Point	Typical Output
Urban trench + scaffold access	Excavation, Scaffolding	3	2	1	12	Required: Yes; Recommend: 2
Maintenance ladders, single zone	Ladders	1	1	1	10	Required: Yes; Recommend: 1
Roof work with fall training	Fall protection tasks	2	1	2	15	Required: Yes; Recommend: 2

Competent Person Planning Guide

1) Why competent oversight matters

Construction work changes hour by hour. A competent person provides on-the-spot hazard recognition and has authority to correct unsafe conditions. This reduces rework, prevents delays, and improves crew confidence. It also clarifies responsibilities during audits and client walkthroughs.

2) What “competent person” means in practice

Competence combines knowledge, training, and experience with enforcement authority. It is not a job title. The same individual may cover multiple tasks if they can recognize related hazards and correct them immediately. For multi-employer sites, define scope, reporting lines, and stop-work expectations in writing.

3) Tasks that commonly trigger explicit requirements

Many projects require competent oversight for excavations, scaffolds, ladders, and fall-hazard training. These areas involve fast-changing conditions and high-consequence failure modes. When you select these activities in the calculator, the tool flags that a competent person clause is typically present and lists text references for documentation.

4) Inspection timing and “event-driven” checks

Beyond routine daily checks, inspections should occur after any event that could increase risk. Examples include rain, vibration, surcharge loads near trenches, material handling impacts to scaffolds, and modifications to access systems. Event-driven checks matter most when conditions change quickly.

5) Coverage planning by crews, areas, and shifts

Coverage is a logistics problem: where can one competent person be when issues arise? As a planning rule, one person can usually support two active crews on compact sites. If you have multiple zones or overlapping high-risk tasks, split coverage for timely follow-up.

6) Workload points and staffing estimate

The calculator uses “inspection points” as a workload proxy. Each selected activity adds points per work area, then converts available minutes per shift into a points-per-person capacity. A 55% availability factor accounts for coaching, corrections, and documentation. Increase minutes-per-point for complex sites. Add time when travel distances are long or tasks run in parallel.

7) Documentation that holds up

Strong records show what was inspected, when, by whom, what was found, and how it was corrected. Capture weather changes, soil conditions, scaffold alterations, and any impacted fall-arrest gear decisions. Use the CSV/PDF outputs as a consistent summary, then attach daily logs as needed.

8) Limits and verification

This tool supports planning and consistency, but it cannot replace local rules, engineered designs, or site-specific hazard assessments. State-plan requirements, client standards, and contract language may be stricter. Treat the “recommended” number as a minimum for active coverage, then validate with your safety program.

FAQs

1) Is a competent person the same as a qualified person?

Not always. A competent person focuses on hazard recognition and corrective authority on site, while a qualified person is typically defined by credentials and design capability. Some roles overlap, but the terms are distinct in many standards.

2) Can one competent person cover multiple crews?

Yes, if travel distances are short and tasks are similar. If crews are in separate zones or doing high-risk work simultaneously, assign additional coverage so inspections and corrections are not delayed.

3) Do excavations require inspections even if nobody enters?

Inspections matter because conditions can change and affect nearby workers. If entry is possible or work occurs at the edge, treat it as an active hazard area and manage it accordingly.

4) What events should trigger an extra inspection?

Rainstorms, vibration, surcharge loads near trenches, scaffold modifications, impacts to platforms or access, and any change affecting stability or fall protection. When in doubt, re-check and document.

5) Why does the calculator use inspection points?

Points scale workload by activity and work area. They help estimate how many checks one person can complete, correct, and document in a shift. Increase minutes-per-point for complex access, travel, or coordination.

6) What should be included in a daily competent person record?

Date, location/zone, inspected system, findings, corrective actions, and verification. Add weather changes, soil or scaffold changes, and equipment decisions after incidents. Attach photos when they improve clarity.

7) Does “Recommended competent persons” mean a legal minimum?

No. It is a planning estimate based on coverage and workload. Legal requirements depend on the standard, jurisdiction, and site conditions. Use it to plan, then confirm with your safety program.