Not every employee who uses a screen meets the legal DSE user definition, and identifying who does determines when your duties apply.
The Health and Safety (Display Screen Equipment) Regulations 1992 require employers to carry out risk assessments, meet equipment standards, provide eye tests and deliver training where applicable. Managing these obligations properly reduces the risk of musculoskeletal injury and supports consistent performance across office, remote and hybrid teams.
This guide clarifies what is a DSE user, when regulations relating to DSE require a risk assessment, the core DSE requirements (including DSE chair requirements), whether DSE training is a legal requirement, and your responsibilities around DSE user eye tests.
What is a DSE user by law?
A DSE user is defined in the Health and Safety (Display Screen Equipment) Regulations 1992 as an employee who “habitually uses display screen equipment as a significant part of their normal work.”
A DSE user may work in a corporate office, from home, or in a hybrid role.
You are classed as a DSE user if your screen use meets these criteria (as reflected in HSE guidance):
- Frequency: You use display screen equipment daily.
- Duration: You use it for continuous periods of around an hour or more.
- Necessity: You depend on the equipment to perform core job tasks.
- Autonomy: You have limited choice over whether to use the screen to complete your work.
An employee who checks emails occasionally is unlikely to meet the legal threshold.
By contrast, data entry clerks, software developers, administrators, customer service staff and remote managers who rely on screens throughout the day will almost certainly fall within the DSE user definition, so full regulatory duties apply.
Why is it important to identify DSE users?
Correctly identifying who qualifies as a DSE user is a crucial first step in meeting your legal duties and protecting your workforce.
Legal compliance
Under the Health and Safety (Display Screen Equipment) Regulations 1992, employers must assess workstations used by DSE users and reduce any risks identified.
- Regulation 2 defines who qualifies as a “user”
- Regulation 3 requires employers to perform a suitable and sufficient workstation assessment
- Regulation 4 requires risks to be reduced to the lowest extent reasonably practicable
- Regulation 5 sets requirements for daily work routines and breaks
- Regulation 6 covers the provision of eye and eyesight tests
The Health and Safety at Work etc. Act 1974, section 2, also places a general duty on employers to ensure, so far as reasonably practicable, the health, safety and welfare of employees at work:
Identifying DSE users helps you to apply these duties accurately and consistently, supported by HSE guidance.
Improved health and productivity
DSE assessments help ensure workstation adjustments are made to prevent common work-related issues such as:
- Musculoskeletal disorders (MSDs), including back, neck and shoulder pain
- Eye strain and visual fatigue
- Work-related upper limb disorders
Proactively identifying users means adjustments can be made early (whether that’s improving chair support, screen positioning, lighting, or encouraging appropriate breaks).
When employees are comfortable and supported, they are more focused, engaged and productive.
Lower absence, stronger retention
Proactively identifying DSE users s a visible demonstration that you value employee health.
Research consistently shows that when organisations invest in employee wellbeing (including physical working conditions) they see measurable organisational benefits:
The Chartered Institute of Personnel and Development (CIPD) highlights clear links between employee wellbeing, engagement and absence management, noting that organisations with strong wellbeing approaches report better employee commitment and performance.
Evidence on workplace environment and organisational outcomes indicates that a supportive physical work environment contributes to higher levels of employee commitment and performance.
Supporting DSE users contributes to:
- Higher engagement and morale
- Reduced sickness absence and lower presenteeism
- Improved staff retention
- A stronger reputation as a responsible employer
Identifying DSE users is a strategic business decision, supporting sustained performance through safe and comfortable working conditions.
Do DSE regulations apply to home workers?
The Health and Safety at Work Act and DSE Regulations apply regardless of where an employee is working. If a remote or hybrid worker is a habitual screen user, the employer is responsible for their ergonomic safety just as they would be in a physical office.
When is a DSE risk assessment required?
Under the Health and Safety (Display Screen Equipment) Regulations 1992, employers must perform a “suitable and sufficient” analysis of workstations used by DSE users and reduce identified risks to the lowest extent reasonably practicable.
This duty sits alongside the employer’s general obligation under the Health and Safety at Work etc. Act 1974 to ensure, so far as is reasonably practicable, the health, safety and welfare of employees.
Regulation 2 requires employers to:
- Analyse workstations used by DSE users,
- Assess and reduce risks, and
- Ensure workstations meet the minimum requirements in Schedule 1.
The assessment must remain suitable and sufficient, which means it must be reviewed where circumstances change.
Official guidance from the Health and Safety Executive confirms that assessments are required for workers who use DSE daily for continuous periods of an hour or more.
When must an assessment be carried out or reviewed?
To remain legally compliant, assessments should be completed or revisited:
- When a new workstation is set up
(e.g. new desk, chair, screen or location). - When a new employee becomes a DSE user
(i.e. their work meets the definition under Regulation 1). - When there is a significant change
(e.g. new software, hardware, tasks, or relocation). - When health concerns are reported
(e.g. musculoskeletal pain, visual discomfort, fatigue).
These triggers ensure the assessment remains “suitable and sufficient” as required by law.
What is the purpose of a DSE risk assessment?
The objective is to prevent and control risks associated with DSE work, including:
- Musculoskeletal disorders (MSDs)
- Eye strain and headaches
- Mental fatigue and stress
For more information, please read our article, What is the purpose of a DSE risk assessment?
What are the legal DSE chair requirements?
The legal requirements for seating at display screen workstations are set out in the Health and Safety (Display Screen Equipment) Regulations 1992.
Under Schedule 1, Chair, the law states:
- “The seat shall be stable and allow the operator or user easy freedom of movement and a comfortable position.”
- “The seat shall be adjustable in height.”
- “The seat back shall be adjustable in both height and tilt.”
- “A footrest shall be made available to any operator or user who requires it.”
To comply with the Regulations, a DSE chair must:
- Be stable – in practice, this is achieved with a five-star base.
- Provide seat height adjustment – so the user can position their feet flat on the floor (or on a footrest).
- Provide backrest height and tilt adjustment – to support the lower back.
- Allow a comfortable working posture – enabling forearms to be roughly horizontal and eyes level with the top of the monitor.
The requirement for a “comfortable position” links directly to broader duties under the Health and Safety at Work etc. Act 1974 to protect employees’ health and safety, including the prevention of musculoskeletal disorders associated with poor seating.
Partner with experts in DSE compliance
Praxis42 offers practical, scalable solutions to help you identify and support every DSE user within your organisation.
Our online DSE self-assessment tool enables employees to review their workstation quickly and consistently, making it straightforward to manage compliance across your workforce. For those requiring more tailored guidance, our Virtual Ergonomic Assessment service provides personalised advice from experienced ergonomic specialists.
We also deliver comprehensive Display Screen Equipment training, developed by Chartered health and safety professionals, to help employees understand their responsibilities, set up workstations correctly and reduce the risk of musculoskeletal disorders, fatigue and eye strain.
If you would like DSE support, please speak to our friendly team today on 0203 011 4242 or email info@praxis42.com.
Adam Clarke
Managing Director (Consulting)
