Getting 10 kits onto a register is an afternoon. Getting 300 kits across a campus, a council or a fleet is a project, and the difference is preparation. This plan comes from how we set up large accounts in FirstAidLog: one person with a phone labels, records and inspects kits in a single walk, with no laptop or spreadsheet on site.
The order never changes: stick, scan, build or link, inspect.
Before the visit
- The account. Make sure the plan has room for the kits. In FirstAidLog, Business includes 100 kits and 10 sites, Inspector includes 100 kits and unlimited sites, and extra kits are billed monthly. Invite the people doing the walk as Inspectors; an invite QR code adds them in one scan.
- Sites. Get the list of buildings, depots or vehicles. A site per building is the right grain; rooms go in each kit's location.
- The kit register. If there is an existing list, import it before the visit (kit name, site, location, type, label, responsible person), so the walk is only a scan to confirm. No list? Build each kit on site from a template.
- Spare labels. Print one batch per building, a few more than the kit count, on Avery L7119 or L7124 sheets. Write each batch's number range on its stack.
- Gear. A charged phone and a battery pack, the label stacks, a box of common restock items and a printed What to Bring list if the kits are already in.
- Decisions. Agree how often kits are inspected, who gets the alert emails, and whether this visit includes a first inspection or only labels.
Tip
A test run on five kits in your own office finds every snag before the real day.
On site: the walk
At each kit:
- Stick the label inside the lid or on the wall beside the kit, then scan it.
- If the kit is already listed, tap it. If not, add it from the closest template and type the room.
- If the visit includes inspecting, count what is really there, correct expiry dates to the packs and restock from the box.
- Scan the next label.
Keep the stacks in building order and work one floor at a time. The kit list shows which kits already have a label, so a second or third walker can split the buildings without doubling up.
After the visit
- People. Invite first aiders and give managers and auditors free read-only access. Hide the pages each role doesn't need.
- Alerts. Make sure at least one admin gets the 7 am email.
- Printouts. A contents list for each kit, kit labels in the kinds the site wants, and a restock list per site.
- Baseline. Download an audit report the day the walk finishes. It is the before picture.
- Next round. Confirm who does the next inspections. The kits now come due on their own.
How long it takes
Estimates for one walker with a phone. A kit added from a template with no count takes about two minutes; a kit with a full first inspection takes five to six.
| Phase | 100 kits | 500 kits |
|---|---|---|
| Before the visit | 1 to 2 hours | 3 to 4 hours |
| Labels | 3 sheets of L7119 | 15 sheets |
| Walk, labels and records only | 1 day | 1 week, or 2 to 3 days with three walkers |
| Walk with a first inspection | 2 days | 2 weeks, or 1 week with three walkers |
| After the visit | 1 to 2 hours | Half a day |
Problems you will meet
| Problem | Fix |
|---|---|
| No signal in a basement or plant room | A half-done inspection saves itself and carries on when the phone is back online |
| The kit is already in the register under another name | Put the label on the existing kit and rename it, rather than making a second one |
| No template matches the kit | Pick the closest, count what is really there at the first inspection, then save it as a template for the rest of that type |
| Expiry dates unknown | Keep the template's estimates and correct them at the first inspection |
| Many defibrillators | Set each up with its own pad and battery dates and a monthly check |
For labels, see QR code labels for first aid kits.
📊 Free Compliance Checklist PDF
Download our printable WHS compliance checklist covering inspection schedules, kit contents, and documentation requirements for Australian workplaces.
Plan your rollout
Import your kit register, print spare labels in batches of up to 2,000, and record every kit in one walk.
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