A paper first aid register lives in a folder. The kit lives on a wall, in a ute or in a cupboard on level three. A QR label joins the two: scan the kit and its record opens, so checking it, restocking it and proving it was checked all happen where the kit is.
What a QR label on a first aid kit does
The label carries a code that points to that kit's record. Any phone camera can read it; nothing needs to be installed. A good kit record shows, on one screen:
- The kit's name, site and location
- What is in it, and what is low or expired
- When it was last checked, and when it is next due
- An emergency number, because the person scanning may be in a hurry
In FirstAidLog, anyone who scans a kit's label sees its contents, its status and its last inspection, with a 000 button. Team members who sign in can inspect the kit, record what they used or report an incident from the same page.
Kit labels and spare labels
There are two ways to label kits, and most workplaces use both.
| Label | What it is | Best for |
|---|---|---|
| Kit label | Printed for a kit already in the register, with its name on it | Kits you have already added |
| Spare label | A blank label with only the code. Stick it on, scan it, then pick the kit it is on or add the kit there and then | Labelling many kits in one walk, or replacing a lost label |
Spare labels come in batches of up to 2,000, printed in parts of 350 so no print job runs to hundreds of pages. A kit can carry more than one label, so a replacement never breaks the old code.
Which label suits which kit
| Label kind | Where it works |
|---|---|
| Shelf label (A4 with cut marks) | Cabinets, shelves and first aid stations |
| Asset tag | Hard cases and wall-mounted boxes |
| Bag tag | Soft bags, vehicle kits and sports bags |
| Avery L7119 (35 mm square, 35 a sheet) | Small kits and lids |
| Avery L7124 (45 mm square, 20 a sheet) | Larger kits that need a bigger code |
| Full A6 label | Wall-mounted kits and AED cabinets |
| Sticker-maker sizes | Lid labels, round seals, tamper seals, wall signs and pass stickers |
In FirstAidLog, Printables makes one PDF with every kind you tick, with a copies count for each, and a preview shows each kind at its printed size.
Where to stick the label
- Inside the lid, or on the wall beside the kit. Inside the lid keeps it out of the sun and away from knocks; on the wall works for kits that hang.
- On a flat surface. Curves and hinges cause glare and make codes hard to read.
- Vehicles: inside the lid, where heat and sun fade labels slowest.
- Defibrillators: on the cabinet, not the unit, so the label survives the AED being taken out.
- A wall sign where a kit is out of sight, so people can find it.
Printing labels that line up
Most label problems are printer settings. Print the PDF at 100% (Actual size) and turn off Fit to page in your printer's own dialog. Print one sheet on plain paper first and hold it against the sticker sheet before you use the real labels.
How labels help with the Code of Practice
The model Code of Practice, First aid in the workplace, says to check each kit after it is used, or at least once every 12 months if it has not been used, and to sign and date the kit's contents list. A label makes that check quick: scan, count, sign. The record keeps the date and the name, and the kit comes due again on its own schedule.
Problems you will meet
| Problem | Fix |
|---|---|
| The label won't scan (glare or a curved lid) | Type the code printed under the QR into the app's scanner |
| The scan says the label belongs to another organisation | Switch to the right organisation at the top of the app and scan again |
| A label is damaged or lost | Print a replacement for that kit, or stick on a spare and link it |
| Labels print off the stickers | Print at 100% with Fit to page off, and test on plain paper first |
Frequently asked questions
Do people need an app to scan a first aid kit's QR label?
No. The phone's normal camera reads the code and opens the kit in the browser.
Can one kit have two QR labels?
Yes. A kit can carry more than one label, and every code opens the same kit.
Which Avery sheets fit FirstAidLog labels?
Avery L7119 (35 mm square, 35 a sheet) and L7124 (45 mm square, 20 a sheet). Any sheet with the same layout works.
📊 Free Compliance Checklist PDF
Download our printable WHS compliance checklist covering inspection schedules, kit contents, and documentation requirements for Australian workplaces.
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Add your kits from a template, then print shelf labels, bag tags or Avery sheets in one PDF.
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